Agenda packet — Chino City Council, September 17, 2024 (part 1 of 2)

Those persons wishing to speak on any item included on the agenda, or on any matter within the subject matter jurisdiction of the City Council, are invited fill out and submit to the City Clerk a “Request to Speak” form (name and address optional) which is available at the entrance to the City Council Chambers. Additionally, members of the public may submit electronic public comments to CityClerk@cityofchino .org no later than 4:00 p.m. on the day of the meeting. In your email, please include the meeting date, agenda item you are commenting on, and your comment. All comments received by the deadline will be forwarded to the City Council for consideration before action is taken on the matter and will be entered into the record for the meeting specified in email received.

If you require a reasonable accommodation to participate in this meeting per your rights under the Americans with Disabilities Act or for any other reason, please contact the City Clerk ’s Office (909) 334-3306, at least 48 hours prior to the advertised starting time of the meeting.

Any documents produced by the City and distributed to a majority of the City Council regarding any item on this agenda will be made available in the City Clerk ’s Office during normal business hours at City Hall located at 13220 Central Avenue, Chino. In addition, such documents will be posted on the City’s website at www.cityofchino.org.

CHINO CITY COUNCIL

SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY

CITY HALL COUNCIL CHAMBERS
13220 CENTRAL AVENUE
CHINO, CA 91710
TUESDAY, SEPTEMBER 17, 2024

REGULAR MEETING
AGENDA
OPEN SESSION – 6:00 PM
_________________________________________________________________________________

ROLL CALL
Mayor Eunice M. Ulloa, Mayor Pro Tem Karen C. Comstock, Council Member Curtis Burton, Council Member Christopher Flores, Council Member Marc Lucio.

FLAG SALUTE

CEREMONIALS
Healthy Chino's 20 -Year Anniversary. Recognition of Healthy Chino's 20 -Year Anniversary September 2024.

AGENDA ADDITIONS/REVISIONS

INFORMATION
External Agency Report. External Agency Report for September 17, 2024 (Covering Meetings from July 1 - July 31, 2024).

Economic Development Report for Third Quarter 2024. Receive and File the Quarterly Economic Development Report.
1 CHINO CITY COUNCIL
SEPTEMBER 17, 2024 2

PUBLIC ANNOUNCEMENTS
This is the time and place for the Mayor to inform the public of all upcoming events and past occurrences of communitywide interest and concern.

PUBLIC COMMENTS
This is the time and place for the general public to address the City Council about subjects that do not appear elsewhere on the agenda. Due to Council policy and Brown Act requirements, action will not be taken on any issues not on the Agenda. Ordinance No. 97-08 (Chino Municipal Code Section 2.04.090) limits speakers to no more than five (5) minutes in which to address Council, except as provided under Government Code 54954.3 (b)(2). If more than three (3) persons seek to address the same agenda item or the same subject matter, the Mayor shall establish a maximum period of time not to exceed thirty (30) minutes.

CONSENT CALENDAR
At this time, members of the public may present testimony as to why an item should be removed from the Consent Calendar for separate discussion. Unless a member of the public or City Council requests that an item be removed from the Consent Calendar, all items will be acted upon as a whole and by one vote. Items placed on the Consent Calendar represent routine expenditures and/or actions that support ongoing City operations.

1. Warrants. Approve expenses as audited and within budget for warrants 772099 to 772326, and Electronic Fund Transfers 519873E to 519943E, totaling $3,628,079.91.

2. Minutes. Regular Meeting Minutes for September 3, 2024 (All Members Present).

3. Elected City Officials’ Report Regarding Travel, Training, and Meetings. Receive and file the Elected City Officials’ Report reflecting City Council business related expenses incurred by the City.

4. Report on State and Federal Legislative Issues. Receive and file the Tracked State Legislation report dated August 27, 2024; the attached position letters on legislation; the High Priority Legislative Items Report, and the Washington Update.

5. City of Chino Record Retention Schedules Update. Adopt Resolution No. 2024 -046 approving newly revised Citywide Record Retention Schedules.

6. Microsoft Enterprise Agreement with Dell Marketing LP. Approve a three -year Microsoft Enterprise Agreement with Dell Marketing LP to provide the necessary Microsoft Software Licenses in an amount up to $429,076.08 per year for a total three -year cost not to exceed $1,287,228.24.

7. First Amendment to City Manager’s Employment Agreement. Approve the First Amendment to the City Manager’s Employment Agreement and adopt Resolution No. 2024 -043 approving an amendment to the City’s Classification and Compensation Schedule.

8. 2023-2024 Consolidated Annual Performance and Evaluation Report. Receive and file the Consolidated Annual Performance and Evaluation Report (CAPER) for Community Development Block Grant (CDBG) 2023-2024 Program Year.

9. Approval for Police Department Crime Prevention and Community Outreach Specialist and Human Resources Management Assistant Positions. Adopt Resolution No. 2024 -047, approving one (1) full -time Police Department Crime Prevention and Community Outreach Specialist and one (1) full-time Human Resources Management Assistant. 2 CHINO CITY COUNCIL
SEPTEMBER 17, 2024 3

10. Measure I Five-Year Capital Project Needs Analysis for Fiscal Years 2025/2026 to 2029/2030.

Adopt Resolution No. 2024-045, approving Measure I Five-Year Capital Project Needs Analysis for Fiscal Years 2025/2026-2029/2030.

11. Notice of Completion - Water Line Replacement Central Avenue - Chino Avenue to C Street Project (WA221) and Water Line Replacement Dupont Avenue - Alton Street to Gates Street Project (WA222). Accept Project WA221 and Project WA222 with Mamco, Inc. dba Alabassi, Perris, CA, Contract No. 2023 -175 as complete and authorize the Director of Public Works to file the Notice of Completion.

12. Settlement Agreement between the City of Chino and the Appropriative Pool. Approve ratification of the Settlement Agreement between the City of Chino and the Appropriative Pool, approve to pay the settlement amount of $67,701.53, and authorize the City Manager to execute the necessary documents on behalf of the City.

NEW BUSINESS

13. Support for Proposition 36: The Homelessness, Drug Addiction, and Theft Reduction Act.

Consider approval of Resolution 2024 -044 in Support of Proposition 36: The Homelessness, Drug Addiction, and Theft Reduction Act.

Staff Report By: Police Chief Kevin Mensen
RECOMMENDATION: Review the provided information and consider approval of the attached Resolution 2024 -044 in Support of Proposition 36: The Homelessness, Drug Addiction, and Theft Reduction Act.

14. Memorandum of Agreement (MOA) with the United States Army Corps of Engineers (USACE) to expedite and pay for the permits under USACE’s Section 408 program. (Note: Section 214 of the Federal Water Resources Development Act of 2000 authorizes the Secretary of the Army, after public notice, to accept and expend funds contributed by a non -federal public entity to expedite the valuation of a Section 208 permit review request for a public purpose under the jurisdiction of the Department of the Army.) Approve MOA between the City of Chino and the United States Army Corps of Engineers (USACE) to expedite the permits under USACE’s Section 408 program for City projects.

Staff Report By: Michele Hindersinn, Senior Engineer
RECOMMENDATION: 1) Appropriate $201,208 from the General Fund Reserves (Fund 100) and increase project budget N7207, titled Development Impact Fees for a revised project budget of $376,208; 2) schedule a corresponding year -end transfer in the amount of $201,208 from The Preserve Circulation (Streets, Signals, and Bridges) System Development Impact Fees (Fund 260); 3) approve a Memorandum of Agreement (MOA) between the City of Chino and the United States Army Corps of Engineers (USACE) to expedite the permits under USACE’s Section 408 program for City projects that modify, alter, or occupy existing USACE-constructed flood protection projects; and 4) authorize the City Manager to execute all necessary documents on behalf of the City.

15. Approval of Additional Appropriation of $705,400 and a Construction Change Order No. 2 with Hardy & Harper, Inc. for the Street Rehabilitation FY2023 -24 Project (ST241). Appropriate $705,400 to the Transportation Fund (320), with a corresponding year-end transfer in the same amount from General Fund (100) reserves; and approve Change Order No. 2 for $923,990.64 for a new contract amount of $4,229,441.64.

Staff Report By: Albert Espinoza, Deputy Public Works Director/City Engineer 3 CHINO CITY COUNCIL
SEPTEMBER 17, 2024 4
RECOMMENDATION: 1) Appropriate $705,400 to the Transportation Fund (320), with a corresponding year -end transfer in the same amount from General Fund (100) reserves; 2) approve Change Order No. 2 for $923,990.64 with Hardy & Harper, Inc., Lake Forest, CA (Contract No. 2024-204) for the Street Rehabilitation Fiscal Year 2023 -24 Project (ST241) for a revised total project contract amount not -to-exceed $3,086,241.64 for the specific project (ST241); and 3) authorize the City Manager to execute all necessary documents on behalf of the City.

16. Final Acceptance of Public Improvements for Tract Map No. 18903, Meritage Homes of California, Incorporated. Accept Public Improvements as Complete for Tract Map No. 18903 and Authorize the Release of the Performance Bond and Initiate the Warranty Bond.

Staff Report By: Jesus Plasencia, Assistant City Engineer RECOMMENDATION: 1) Accept public improvements as complete for Tract Map No. 18903; 2) authorize the release of the performance bond and initiate the warranty bond; and 3) authorize the City Manager to execute the necessary documents on behalf of the City.

MAYOR AND COUNCIL REPORTS
This is the time and place for the Mayor and Council Members to report on prescheduled Council Committee Assignment Meetings that were held since the last Regular Council Meeting, and any other items of interest. Upon request by an individual Council Member, the City Council may choose to take action on any of the subject matters listed below.

Mayor Ulloa
Mayor Pro Tem Comstock
Council Member Burton
Council Member Flores

17. Community Support Fund - Council Member Flores. Approve community support fund contribution to UChooz.

Staff Report By: Council Member Flores
RECOMMENDATION: Approve community support fund contribution of $500 to UChooz Positive Youth.

Council Member Lucio
City Manager's Report
City Attorney's Report
Police Chief's Report
Director's Report
Fire Chief's Report
4 CHINO CITY COUNCIL
SEPTEMBER 17, 2024 5

ADJOURN
The next Regular Meeting of the City Council will be held on Tuesday, October 1, 2024 at 6:00 p.m. (Closed Session no earlier than 4:00 p.m. if necessary) in these Council Chambers.

I, Natalie Gonzaga, City Clerk of the City of Chino, hereby declare that on Friday, September 13, 2024 this agenda was posted on the south window of Chino City Hall and this agenda together with all of the agenda reports and related documents were posted on the City’s website at www.cityofchino.org by myself or under my direction.
_______________________________________
Natalie Gonzaga, City Clerk.
5 MEMORANDUM

CITY OF CHINO

COMMUNITY SERVICES, PARKS & RECREATION DEPARTMENT

CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2024

TO: LINDA REICH, CITY MANAGER
FROM: SILVIA AVALOS, DIRECTOR OF COMMUNITY SERVICES, PARKS &

RECREATION

SUBJECT
..titl e
Recognition of Healthy Chino’s 20-Year Anniversary in September 2024. ..end
..body

CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES The subject detailed above furthers the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
 Commitment to Our Community
 Public Service Excellence through Internal and External Partnerships

6 MEMORANDUM

CITY OF CHINO

ADMINISTRATION DEPARTMENT

CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2024

TO: MAYOR AND CITY COUNCIL MEMBERS, CITY OF CHINO
FROM: LINDA REICH, CITY MANAGER

SUBJECT
..titl e
External Agency Report.
..end
..body

CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES The recommendation detailed above further s the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built by fostering:
 Positive City Image
 Financial Stability
 Responsible Long-Range Planning
 Exemplary Leadership
 Public Service Excellence through Internal and External Partnerships

BACKGROUND
Members of the Chino City Council are assigned to represent the City on several external agencies, committees, boards, and task forces. While the frequency of meetings varies by agency, many meet monthly. Others meet quarterly, bi-monthly, or on an as-needed basis.

ISSUES/ANALYSIS
The attached Monthly Agency Report for September 17, 2024 summarizes recent discussions and actions during external meetings attended by City Council Me mbers. It focuses on items that may impact or be of interest to the City of Chino, its residents, and its businesses. The September 17, 2024 report covers meetings that occurred from July 1, 2024, to July 31, 2024.

7 CITY OF CHINO

MONTHLY AGENCY REPORTS
SEPTEMBER 17, 2024 - Covering meetings from July 1 through July 31, 2024 Members of the Chino City Council are assigned to represent the City on several external agencies, committees, boards, and task forces. This report summarizes the actions and discussions of those entities as they may impact or be of interest to the City of Chino, its businesses, and its residents.

CHAFFEY COLLEGE CHINO COMMUNITY CENTER OVERSIGHT COMMITTEE Council Representative: Marc Lucio | Staff Report By: Silvia Avalos No meeting during this reporting period.

Next anticipated meeting date: September 17, 2024
Chino Valley Chamber of Commerce
Council Representative: Christopher Flores | Staff Report By: Ellyse Martinez Meeting Date: July 15, 2024
• On July 15, Council Member Flores attended the Chino Valley Chamber of Commerce Board Meeting. • On July 18 , City staff Jackie Melendez and Ellyse Martinez attended the Chamber Business Mixer and New Member Reception at El Prado Golf Course. There, they connected with various small businesses in Chino.
• On July 25 , Mayor Pro Tem Comstock, Council Members Burton and Flores, Lin da Reich, and Jackie Melendez attended the Chamber Business Awards and Recognition Dinner. Mayor Pro Tem Comstock and Council Members Burton and Flores accepted the Chairman's award on behalf of the City of Chino.

The City was recognized for various partnerships with the Chamber, including the Business Innovation Center project.

Next anticipated meeting date: August 19, 2024

CHINO BASIN DESALTER AUTHORITY
Council Representative: Eunice Ulloa | Staff Report By: D ave Crosley Meeting Date: July 11, 2024
The CDA Board of Directors met on July 11 and received routine financial information reports. The Board also approved professional services agreements with Tom Dodson & Associates for environmental consulting services and with Geoscience Support Services for hydrological and well design services. These professional services pertain to contamination plume monitoring wells and extraction wells. Additionally, the CDA General Manager reported that the CDA produced a sufficient volume of tre ated water in Fiscal Year 23/24 to fulfill delivery obligations to the CDA members (Chino received a delivery of 5,179 acre-feet).

Next anticipated meeting date: August 1, 2024
8 MONTHLY AGENCY REPORTS – SEPTEMBER 17, 2024 (Covering Meetings from 7/1/24 – 7/31/24) PAGE 2

CHINO BASIN WATERMASTER
Council Representative: Eunice Ulloa | Staff Report By: Dave Crosley No meeting during this reporting period.

Next anticipated meeting date: August 22, 2024
CHINO VALLEY INDEPENDENT FIRE DISTRICT Liaison to Board of Directors Council Representative: Karen Comstock | Staff Report By: Linda Reich Meeting Date: July 10, 2024
• During the Presentations/Announcements portion of the agenda:
o Board Member Harvey Luth introduced Assembly Member Freddie Rodriguez, who presented the district with a check for $6.2 million for the new fire station in Chino Hills (Fire Station 68). o The new Administrative Assistant was introduced.
o Seven new paramedics/firefighters were introduced.
o Promotions and one retirement were recognized.
• Public comments were taken about the properties identified for weed abatement. • During the Liaison Reports to the Fire District, Chino Mayor Pro Tem Karen Comstock provided information on numerous City events during July and August. During Board Comments, she responded to questions regarding the legal parameters surrounding illegal fireworks, which could result in a misdemeanor, leading to possible imprisonment or fine. Additionally, she clarified that the fine amount is determined by City policy and ordinance.
• The Board approved the Consent Calendar on a 5-0 vote, including a Memorandum of Agreement with the San Bernardino County Fire Protection District regarding the San Bernardino County Regional Urban Search and Rescue Task Force Six (RTF-6) Response System. • The Board also approved the following on 5-0 votes:
o Resolution No. 2024-12 on a 5-0 vote, approving the Records Retention Schedule and Records Management and Disposition Policy for the Chino Valley Independent Fire District. o A contract amendment with PBK Architects for $169,159 for Fire Station 68 services. o Authorized staff to seek proposals for professional Project/Construction Management services for Fire Station 68.
o Information Technology equipment replacements totaling $159,415. • Fire Chief Comments providing included the following:
o Deputy Fire Marshall internal recruitment – The recruitment closed, and interviews were held. 9 MONTHLY AGENCY REPORTS – SEPTEMBER 17, 2024 (Covering Meetings from 7/1/24 – 7/31/24) PAGE 3

o CONFIRE Hiring Committee – The committee is in the process of securing a new Director.

Next anticipated meeting date: August 12, 2024

CHINO VALLEY UNIFIED SCHOOL DISTRICT
Council Representative: Curtis Burton | Staff Report By: Vivian Castro Meeting Date: July 18, 2024
• Resolution 2024/2025-06, Opposing Amended Assembly Bill 1955 – The Board voted to oppose AB 1955 (Ward), which would require the State Department of Education to develop or update existing resources for support and community resources for parents, guardians, and families of LGBTQ pupils, and strategies to increase support for LGBTQ pupils. Moved (Na), seconded (Cruz), motioned carried (3-1, Bridge voted no, and Monroe absent) to adopt Resolution 2024/2025-06, opposing amended Assembly Bill 1955. The bill was signed by Governor Newsom on July 15 and chaptered into law. • Me eting with City of Chino – During the Board Members Communications portion of the agenda, Board Member James Na spoke about attending a meeting with representatives from the City of Chino – the City Manager, Mayor, and Councilman Bur ton. The discussion was about campus security and school resources officers (SROs), support for the HOPE Center, and future development in the southern part of Chino that will create 5,000+ homes.
• Di strict Accomplishments and Recognitions – Board Member Andrew Cruz stated that CVUSD was voted the #1 school district in the Inland Empire in 2024. He also shared that in 2023/2024, CVUSD was identified as the first among 345 school districts in California to earn PBIS recognition . He noted that CVUSD captured first place in San Bernardino County for having the greatest number of schools recognized as either platinum or gold.
• L egacy School Opening – Several Board members discussed attending the first day of the school at CVUSD’s newest school, Legacy Academy, a K-8 school located in the Chino Preserve area. • L egal Fees – Superintendent Norm Enfield provided an overview of the district’s legal fees, explaining that to date there were costs of $1 .1 million that preceded the pro bono attorney from Liberty Justice representing the district.
• L itigation – Board Chair Sonja Shaw discussed existing state litigation against the district, commented on the State of California and its laws, and said the public supports the CVUSD board.

Next anticipated meeting date: August 15, 2024
CHINO VALLEY UNIFIED SCHOOL DISTRICT – Measure G Oversight Committee Council Representative: Karen Comstock | Staff Report By: Silvia Avalos No meeting during this reporting period.

Next anticipated meeting date: September 4, 2024
10 MONTHLY AGENCY REPORTS – SEPTEMBER 17, 2024 (Covering Meetings from 7/1/24 – 7/31/24) PAGE 4

CITIZEN’S COMMITTEE FOR CIM & CIW
Council Representative: Marc Lucio | Staff Report By: Ted Olden No meeting during this reporting period.

Next anticipated meeting date: August 13, 2024

INLAND EMPIRE UTILITIES AGENCY REGIONAL SEWERAGE PROGRAM Council Representative: Eunice Ulloa | Staff Report by: Dave Crosley No meeting during this reporting period.

Next anticipated meeting date: September 5, 2024
LEAGUE OF CALIFORNIA CITIES – I nland Empire Division
Council Representative: Curtis Burton | Staff Report by: Jackie Melendez No meeting during this reporting period.

Next anticipated meeting date: August 8, 2024
LEAGUE OF CALIFORNIA CITIES – Legislative Task Force
Council Representative: Karen Comstock | Staff Report by: Vivian Castro No meeting during this reporting period.

Next anticipated meeting date: TBD

OMNITRANS BOARD OF DIRECTORS
Council Representative: Eunice Ulloa | Staff Report by: Dennis Ralls Meeting Date: July 3, 2024
No items on the agenda had a direct or indirect impact on the City of Chino.

The items on the agenda were routine matters and included either updates to previously reported matters or routine reports.

Next anticipated meeting date: September 4, 2024 – Dark in August

ONTARIO INT ERNATIONA L AIRPORT AUTHORITY (OIAA) INTER -AGENCY COLLABORATIVE (ROUNDTABLE)
Council Representative: Curtis Burton | Staff Report by: Jackie Melendez No meeting during this reporting period.

Next anticipated meeting date: TBD
11 MONTHLY AGENCY REPORTS – SEPTEMBER 17, 2024 (Covering Meetings from 7/1/24 – 7/31/24) PAGE 5

SAN BERNARDINO COUNTY SOLID WASTE ADVISORY TASK FORCE
Council Representative: Karen Comstock | Staff Report by: Xo chitl Huerta No meeting during this reporting period.

Next anticipated meeting date: October 16, 2024
SBCTA – San Bernardino Co. Transportation Authority Board of Directors Council Representative: Eunice Ulloa | Staff Report by: Dennis Ralls Meeting Date: July 3, 2024
The Board received and filed an update from SBCTA staff on the Pine Avenue Extension and Widening Project in Chino and Chino Hills. This item was previously discussed at the Metro Valley Study Session meeting last month. The Board also approved an extension to the project management services provided by Dynamic Engineering for the SR-60 at Central Bridge Project to cover the plant establishment period. Both items were on consent, and the consent calendar was approved without discussion.

Next anticipated meeting date: September 4, 2024 – Dark in August SBCTA – City Selection Committee
Council Representative: Eunice Ulloa | Staff Report by: Jackie Melendez No meeting during this reporting period.

Next anticipated meeting date: August 15, 2024
SCAG – General Assembly
Council Representative: Marc Lucio | Staff Report by: Jackie Melendez No meeting during this reporting period.

Next anticipated meeting date: TBD
Santa Ana Watershed Advisory Council
Council Representative: Chris Flores | Staff Report by: Dave Crosley No meeting during this reporting period.

Next anticipated meeting date: TBD
12 MONTHLY AGENCY REPORTS – SEPTEMBER 17, 2024 (Covering Meetings from 7/1/24 – 7/31/24) PAGE 6

Water Facilities Authority Board of Directors
Council Representative: Eunice Ulloa | Staff Report by: D ave Crosley Meeting date: July 18, 2024
The WFA Board of Directors met on July 18 and received a presentation by the General Manager regarding a proposed staffing plan for Fiscal Year 24/25 with consideration of succession strategy factors, includ ing title revisions for two operations positions and a 25% increase in the number of operators, represe nting an additional $99,000 - $168,000 expense. The Board approved the proposed plan.

Next anticipated meeting date: September 19, 2024
West Valley Mosquito and Vector Control District
Council Representative: Chris Flores | Staff Report by: V ivian Castro No meeting during this reporting period.

Next anticipated meeting date: August 27, 2024
13 MEMORANDUM

CITY OF CHINO

ADMINISTRATION DEPARTMENT

CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2024

TO: MAYOR AND CITY COUNCIL MEMBERS, CITY OF CHINO
FROM: LINDA REICH, CITY MANAGER

SUBJECT
..titl e
Economic Development Report for Third Quarter 2024.
..end
..body

14 C H I N OC H I N OCHOOSECHOOSEINDUSTRIALINDUSTRIAL
l o w u n e m p l o y m e n t

R A T E

4.4%
OTHEROTHER AVAILABLE LOCATIONS:AVAILABLE LOCATIONS:

Property AddressProperty Address
6725 Kimball Ave.6725 Kimball Ave.
12438 East End Ave.12438 East End Ave.
16003 Euclid Ave.16003 Euclid Ave.
14430 Monte Vista Ave.14430 Monte Vista Ave.
4331 Eucalyptus Ave.4331 Eucalyptus Ave.

Total Available Space (SF)Total Available Space (SF)
433,487433,487
208,823208,823
206,118206,118
108,680108,680
100,615100,615
On September 6, the Chino City Council, San Bernardino
County Transportation Authority (SBCTA), Caltrans, and
representatives from across the region celebrated a major milestone in infrastructure improvements with the grand opening of the new SR 60/Central Avenue Interchange.

The new interchange features three through-lanes and
double left-turn lanes onto the freeway in both directions to improve traffic flow along Chino’s main north-south route and widening the existing eastbound and westbound on-
ramps. The bridge also received seismic improvements,
aesthetic upgrades, and Americans with Disabilities Act (ADA) compliant curb ramps with tactile sensors.

Construction began in March 2021 and was completed in
April 2024.
“With the opening of this new interchange, Chino drivers will experience quicker and safer commutes with remarkable
ease,” said Chino Mayor Eunice Ulloa. “This interchange is the perfect addition to our growing community and fulfills a promise to our residents to keep our City moving in the right direction.”
Discover the strategic advantage of Chino, California for your distribution center or manufacturing facility. Join industry leaders like FedEx, In-N-Out, Walmart, and Fab Fit Fun in leveraging Chino's prime location. Benefit from unparalleled access to the bustling ports of Long Beach and Los Angeles, connecting you to a thriving Southern California market. Optimize your logistics, enhance your distribution efficiency, and tap into a world of opportunity. Make Chino the home base for your business' growth and success.

Act now to position your company at the heart of commerce and innovation.

Watson Land Company, 15702 Cypress Avenue, Steve Haston [email protected] 909.912.0013

3.9%3.9%
Vacancy Rate
CENTRAL AVENUE BRIDGE COMPLETED!CENTRAL AVENUE BRIDGE COMPLETED! Bridging Customers & BusinessesBridging Customers & Businesses $120,000
average household
INCOME
95,111
population
5 year projected
growth RATE5.3%
businesses

S T R O N G
3,800 20 mile radius
POPULATION 4,028,155
BORDERS:

LA, OC, &

RIVERSIDE

COUNTIES
City of Chino Office of Economic Development | 909-334-3254 | ChooseChino.org “This vital interchange improvement in
the western portion of our county is one
more example of the great things that
can be done when government works
together,” SBCTA Board President Ray
Marquez said. “The commuters, residents,
and business owners of this region will all
see the benefit of this investment.”

AVAILABLE NOW
Country Fair Shopping Center (Central Ave. & Philadelphia St.) 15 SHOP CHINO REPORTSHOP CHINO REPORT

7.0%7.0%
Retail Vacancy Rate
Country Fair Shopping Center is a multi-tenant neighborhood center anchored by Albertsons, PetSmart, and Dollar Tree with 168,264 SF of retail space. Located at a dominant signalized intersection, Country Fair has prime exposure to Central Avenue and Philadelphia Street and the surrounding trade area. I-60 Freeway is one block south.

Daiso opened its doors at Country Fair in August 2024, adding to a broad mix of retail, services, and eateries at this shopping center.

The property is managed by Kristin Ambrose of Red Mountain Group, Inc. Kristin can be reached at 714-460-1564 or [email protected].

NEW CHINO BUSINESSESNEW CHINO BUSINESSES
Every day, new businesses CHOOSE to call ChinoEvery day, new businesses CHOOSE to call Chino home. home. Here are a few we hope you will support:Here are a few we hope you will support:

City of Chino Office of Economic Development | 909-334-3254 | ChooseChino.org

CURRENT TENANTS INCLUDECURRENT TENANTS INCLUDE
Country Fair Shopping Center
Explore the exciting businessExplore the exciting business opportunities in Chino! Theopportunities in Chino! The
City of Chino Office ofCity of Chino Office of
Economic Development is hereEconomic Development is here to assist you with informationto assist you with information and guidance. Contact us toand guidance. Contact us to
explore how we can supportexplore how we can support
your business journey in ouryour business journey in our thriving community.thriving community.

[email protected]@cityofchino.org
909-334-32909-334-325454
CONTACT US!CONTACT US!

CHOOSE CHINOCHOOSE CHINO
7 Miles Tea Lab
Chipotle
Forefront Dermatology
Jersey Mike’s
Kenwood’s Kitchen & Tap
Mathnasium
Panda Express
Panera
Poki Bowl
Sports Clips Haircuts
The UPS Store
WingStop
Champion Tae Kwon Do
Cold Stone Creamery
Herbal Nails and Spa
Tesla Supercharger
COMING SOON: Tesla Supercharger at the Town Center at The Preserve

NOW OPE NNOW OPE N

COMING SO ONCOMING SO ON
*Not a complete list*Not a complete list
America’s Tire
Fantastic Sams
Golden Noodle
Kaiser Permanente
Magic Wok
Ono Hawaian BBQ
Sally Beauty
Sherwin-Williams Paint
Weinerschnitzel
Yogurtland
76 Gas
Albertsons
Bright Now! Dental
Carbon Health
Carl’s Jr.

Daiso
Dollar Tree
Five Below
Harbor Freight Tools
PetSmart
WSS
Town Center at The PreserveTown Center at The Preserve
(Pine Avenue & Main Street)(Pine Avenue & Main Street)
16 SHOP CHINO REPORTSHOP CHINO REPORT

Daiso opened its doors at Country Fair in August 2024, adding to a broad mix of retail, services, and eateries at this shopping center.

The property is managed by Kristin Ambrose of Red Mountain Group, Inc. Kristin can be reached at 714-460-1564 or [email protected].

City of Chino Office of Economic Development | 909-334-3254 | ChooseChino.org

[email protected]@cityofchino.org
909-334-32909-334-325454
CONTACT US!CONTACT US!

NOW OPE NNOW OPE N

Daiso
Dollar Tree
Five Below
Harbor Freight Tools
PetSmart
WSS
Town Center at The PreserveTown Center at The Preserve
(Pine Avenue & Main Street)(Pine Avenue & Main Street)
17 C H I N OC H I N OCHOOSECHOOSEINDUSTRIALINDUSTRIAL
l o w u n e m p l o y m e n t

R A T E

4.4%
OTHEROTHER AVAILABLE LOCATIONS:AVAILABLE LOCATIONS:

Act now to position your company at the heart of commerce and innovation.

Watson Land Company, 15702 Cypress Avenue, Steve Haston [email protected] 909.912.0013

S T R O N G
3,800 20 mile radius
POPULATION 4,028,155
BORDERS:

LA, OC, &

RIVERSIDE

AVAILABLE NOW
Country Fair Shopping Center (Central Ave. & Philadelphia St.) 18 MEMORANDUM

CITY OF CHINO

FINANCE DEPARTMENT

CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2024

TO: LINDA REICH, CITY MANAGER
FROM: NADYNE LOWRY, ACTING DIRECTOR OF FINANCE

SUBJECT
..titl e
Warrants.
..end

RECOMMENDATION
Approve expenses as audited and within budget for warrants 772099 to 772326, and Electronic Fund Transfers 519873E to 519943E, totaling $3,628,079.91. ..body

FISCAL IMPACT
Sufficient funds have been included in the Fiscal Year 23-24 and 24-25 Operating Budgets.

Revenue:

Expenditure:

Transfer In: Transfer Out:
19 CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2024
TITLE: WARRANTS.

PAGE: 2

BACKGROUND
As prescribed by Government Code Sections 37202 and 37208, the following demand registers are herewith submitted for Council ratification:

NO. WARRANTS DATE FY AMOUNT

1. 772099 – 772214 8/15/23 24-25 $321,808.37

2. 772215 – 772231 8/15/24 23-24 $910,862.32

3. 772232 – 772241 8/22/24 23-24 $191,703.85

4. 772242 – 772326 8/22/24 24-25 $232,275.07

5. 519873E – 519901E 8/16/24 24-25 $1,494,197.35

6. 519902E – 519907E 8/16/24 23-24 $279,934.92

7. 519908E – 519942E 8/23/24 24-25 $197,151.32

8. 519943E 8/23/24 23-24 $146.71

TOTAL $3,628,079.91

E: Electronic Fund Transfers

ISSUES/ANALYSIS
See attached exhibit for detailed information on warrants exceeding $50,000.

Attachment

20 Council Meeting 9/17/24

CITY OF CHINO
A/P Warrant Register Over $50,000

Check
Number
Check Date Vendor Name Description Amount
772195 08/15/2024 SO CAL EDISON CO SERVICE PERIOD: 07/02-08/01 $65,007.26 772216 ALL AMERICAN ASPHALT CITYWIDE SLURRY $518,065.56 772218 CHINO VALLEY UNIFIED SCHOOL DISTRICT CVUSD CROSSING GUARD SERVICES $93,897.52 772229 S/B COUNTY ASSOC GOVERNMENTS SR60/CENTRAL INTERCHANGE $250,013.88 519876 08/16/2024 CHINO VALLEY INDEPENDENT FIRE DISTRICT FIRE PROTECTION SERVICES $1,395,000.00 519902 ACCELA INC ASSET MANAGEMENT $90,433.51
519904 INLAND EMPIRE UTILITIES AGENCY RECYCLED WATER $162,914.40 772240 08/22/2024 YUNEX LLC TRAFFIC SIGNAL MAINTENANCE $120,472.35 772248 THIRKETTLE CORPORATION WATER METER INVENTORY $59,866.49 519924 08/23/2024 LANDSCAPE WEST MANAGEMENT SERVICES,
INC.

LANDSCAPE MAINTENANCE $67,950.00

10 TOTAL $2,823,620.97

21 MEMORANDUM

CITY OF CHINO

ADMINISTRATION DEPARTMENT

CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2024

TO: LINDA REICH, CITY MANAGER
FROM: NATALIE GONZAGA, CITY CLERK

SUBJECT
..titl e
Minutes.
..end
..body

22 CHINO CITY COUNCIL

SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY

REGULAR MEETING - CITY HALL COUNCIL CHAMBERS
13220 CENTRAL AVENUE
CHINO, CA 91710
TUESDAY, SEPTEMBER 3, 2024

MINUTES
CLOSED SESSION – 5:00 PM
OPEN SESSION – 6:00 PM
_________________________________________________________________________________

CALL TO ORDER
The September 3, 2024, Regular Meeting of the Chino City Council / Successor Agency to the Redevelopment Agency was called to order at 5:03 pm by Mayor Eunice M. Ulloa in the Council Chambers.

ROLL CALL
PRESENT: Mayor Eunice M. Ulloa, Mayor Pro Tem Karen C. Comstock, Council Member Curtis Burton, Council Member Christopher Flores, and Council Member Marc Lucio ABSENT: NONE.

CLOSED SESSION PUBLIC COMMENTS
There were no requests to speak.

CLOSED SESSION
City Attorney Fred Galante read into the record the item listed on the Closed Session agenda.

1. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Government Code Section 54956.9 Number of Potential Cases: One The City Council recessed to Closed Session at 5:04 p.m. and concluded at 5:53 p.m. The City Council reconvened the regular meeting at 6:04 p.m.

FLAG SALUTE
Council Member Lucio led the Pledge of Allegiance.

CEREMONIALS
Congressional Medal Award Recognition. Recognition of Chino High School Student Eric Kim Recipient of a Congressional Medal Award.

Congresswomen Norma Torres presented Silver and Gold Congressional Medal Awards to Chino High School Student Eric Kim. Mayor Ulloa presented a Certificate of Recognition. 23 CHINO CITY COUNCIL
SEPTEMBER 3, 2024 2
National Childhood Obesity Awareness Month. Proclaim September 2024 as National Childhood Obesity Awareness Month.

Mayor Ulloa read into the record the Proclamation designating September 2024 as National Childhood Obesity Awareness Month in Chino. Brian Rachielles, Chino Valley YMCA Branch Director, Brittany Zarcal, CSPR Supervisor, and Rachel Phelps, CSPR Coordinator accepted the Proclamation.

Suicide Prevention Awareness Month. Proclaim September 2024 as Suicide Prevention Awareness Month.

Mayor Ulloa read into the record the Proclamation designating September 2024 as Suicide Prevention Awareness Month in Chino. Angie Garcia, CSPR Coordinator, Stephanie Hedrick-Harwell, LMFT Mental Health Program Manager II, and Wendy Johansen from the Department of Behavioral Community Crisis Services accepted the Proclamation.

City of Chino Go Skateboarding Day. Recognition of the competition winner at Go Skateboarding Day.

Mayor Ulloa presented a Certificate of Recognition to the Go Skateboarding Day competition winner Steven Vazquez.

Business of the Month. Award of Business of the Month for September 2024 to The Doodle, Bar & Grill.

Mayor Ulloa presented the September 2024 Business of the Month Award to The Doodle Bar and Grill. Owners Pat and Joe Costa were present to accept the award.

Mayor’s Home Beautification Award. Award of Mayor’s Home Beautification Award for September 2024.

Mayor Ulloa presented the Mayor's Home Beautification Award for September 2024 to the Dubois Family of Approach Avenue in The Preserve.

REPORT OUT OF CLOSED SESSION
City Attorney Fred Galante reported out of closed session as follows:

1. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Government Code Section 54956.9 Number of Potential Cases: One The City Council received an update, provided direction, and no further reportable action was taken.

AGENDA ADDITIONS/REVISIONS
City Manager Linda Reich reported there were no additions or revisions to the agenda. 24 CHINO CITY COUNCIL
SEPTEMBER 3, 2024 3

INFORMATION
External Agency Report. Receive and file the External Agency Report for September 3, 2024 (Covering Meetings from June 1 - June 30, 2024)
Mayor Ulloa announced the External Agency Report was included in the agenda packet.

PUBLIC ANNOUNCEMENTS
Mayor Ulloa issued a reminder about the following scheduled community events:

The Chino Cares Emergency Preparedness Fair at Chino City Hall, 13220 Central Avenue, Saturday, September 7, 2024, from 9:00 a.m. to 1:00 p.m. For information, visit www.cityofchino.org/ccpf.

The City of Chino is seeking residents to participate in the Local Hazard Mitigation Plan survey.

For details, visit www.cityofchino.org/lhmp.

The City of Chino Inclusion Community Celebration, in partnership with Adrian’s World, the Autism Society - Inland Empire, Behavior Highway and the Love Them All Foundation, is on Saturday, September 14, 2024, at the Neighborhood Activity Center, from 10:00 a.m. to 2:00 p.m. Registration is required. For information, visit www.cityofchino.org/inclusion.

PUBLIC COMMENTS
Pastor Joseph Wong, Calvary Chapel Chinese Fellowship, provided the invocation.

Janel Ruiz, the new Public Affairs Manager of Southern California Gas Company, provided an introduction and left her contact information.

CONSENT CALENDAR

1. Warrants. Approve expenses as audited and within budget for warrants 771587 to 772098, and Electronic Fund Transfers 519651E to 519872E, totaling $17,893,175.05.

2. Minutes. a) Regular Meeting Minutes for July 16, 2024 and b) Special Meeting July 30, 2024 (All Members Present).

4. Designation of League of California Cities Voting Delegates. Designate Mayor Pro Tem Comstock as the Voting Delegate, Council Member Burton as the 2nd Voting Delegate, and Council Member Lucio as the 3rd Voting Delegate for the 2024 League of California Cities Annual Conference and Expo.

Item No. 5 was pulled from the Consent Calendar.

6. Amendment to Professional Services Agreement with Aleshire & Wynder, LLP. Adopt Resolution No. 2024-042 and approve a third amendment to the City of Chino's agreement with Aleshire & Wynder, LLP adding hourly rates for services specific to Watermaster legal services and amending personnel assignment guidelines.
25 CHINO CITY COUNCIL
SEPTEMBER 3, 2024 4

7. Contract Approval - Human Services Programs for Residents of Chino Hills. Approve a contract effective retroactive to July 1, 2024, in the amount of $306,788, for the provision of Human Services programs for residents of Chino Hills for FY 2024 -25 and increase the Community Services revenue budget by $118,139.

8. Master Contracts - Chino Valley Unified School District. Approve Master Contracts with the Chino Valley Unified School District effective retroactive to July 1, 2024 for the provision of Community Services programs for Fiscal Year 2024-25.

9. Vendor Cap Increase - New Tangram, LLC. Approve a vendor cap increase with New Tangram, LLC in the amount of $200,000 for a total not -to-exceed amount of $250,000 for design services, purchase and/or installation of furniture, and reconfiguring existing workstations at City-owned facilities.

10. Award of Public Works Contract to Major League Infields, Inc., Fullerton, CA for Ball Field Maintenance Services. Award a contract for ball field maintenance services at Ayala, Heritage, Mountain View, and Villa Parks in the amount of $67,808 for annual routine maintenance and $32,192 for unanticipated work for a not-to-exceed amount of $100,000.

11. Vendor Cap Increase - Lincoln Financial Group. Authorize a retroactive increase to the vendor cap with Lincoln Financial Group for Disability Insurance and Leave Management Services in the amount of $76,000.

12. Law Enforcement Services Agreement - Chino Valley Unified School District (CVUSD) for School Resource Officers. Approve an agreement with CVUSD effective retroactive to July 1, 2024 for five (5) full-time School Resource Officers assigned to Chino High School, Don Lugo High School, and Buena Vista, the Junior High schools, a D.A.R.E. officer, and one (1) Sergeant.

13. Professional Services Agreement - Transtech Engineers, Inc. Award a Professional Services Agreement to Transtech Engineers, Inc., Chino, CA, for $350,025 for Project Management Services for the State Street Water Treatment Plant Project (WA212) and the Well 17 Equipping Project (WA214).

Motion by Council Member Lucio, seconded by Mayor Pro Tem Comstock, to approve the Consent Calendar items 1 -4 and 6-13 as presented, with Item 5 pulled for separate action. The motion carried by the following vote:

AYES: ULLOA, COMSTOCK, BURTON, FLORES, AND LUCIO
NOES: NONE.

ABSENT: NONE.

ITEMS PULLED FROM CONSENT CALENDAR

5. Season’s Senior Villas Request for Estoppel Certificate, Consent to Assignment and Term Extension. Approve request by owner of Season’s Senior Villas apartment complex for estoppel certificate and consent to assign makeup of ownership and reject request for term extension.

Fred Galante, City Attorney provided a report on the item, noting a correction to Exhibit D, Paragraph 5 was corrected and a copy was provided to the City Council Members.

Mayor Ulloa asked how much is owed on the bond, and Mr. Galante confirmed $10 million is owned on the bond.
26 CHINO CITY COUNCIL
SEPTEMBER 3, 2024 5
Mayor Ulloa asked detailed questions regarding the loan and Mr. Galante explained some details of the loan and lease compliance process.

Mayor Ulloa asked why the applicant was permitted to defer the maintenance on the property and what assurances does the City have that the new management will take care of the needed maintenance on the property. Warren Morelion, Director of Development Services, confirmed the applicant is aware they need to address the landscape improvements to be in compliance.

Katie Smith, representative from the property management, spoke regarding the transfer of terms and the deferred maintenance plan. She explained they do not have the ability to prioritize housing for Chino residents; however, understands affordable senior housing for Chino residents is important and needed.

Council Member Burton asked about the property inspection that was conducted by staff, and Mr. Morelion noted a vacant unit was inspected by staff.

Ms. Smith confirmed they conducted interior inspections of all units and concluded the conditions were typical for a 20 -year-old building. She noting their new management team has established an active work order system and will actively work with residents on repairs. Ms.

Smith noted when residents move out, they take advantage of the vacancy to conduct a detailed maintenance.

Mayor Pro Tem Comstock discussed the maintenance plan and asked the Ms. Smith if they could participate in cooperative effort with the City to help upgrade the neighboring community garden which can be enjoyed by the residents. Ms. Smith welcomed the idea of a collaboration.

Council Member Lucio asked the rent amount for the units and Ms. Smith explained she would follow up with the information. She confirmed the wait list can vary from several months or years and the onsite manager is attempting to reduce the wait list to a reasonable level.

Motion by Council Member Burton, seconded by Mayor Pro Tem Comstock, to approve Item 5. Season's Senior Villas Request for Estoppel Certificate, Consent to Assignment and Term Extension. The motion carried by the following vote:

AYES: ULLOA, COMSTOCK, BURTON, FLORES, AND LUCIO
NOES: NONE.

ABSENT: NONE.

PUBLIC HEARING

14. Appeal of PL24 -0018 (Administrative Approval). Appeal for approval of the installation of an exterior back-up generator for O'Reilly's Auto Parts located in the CG (Commercial General) zoning district in the Big Lots commercial center at 12516 Central Avenue (APN 1015-371-02).

Staff Report By: Andrea Gilbert, City Planner
RECOMMENDATION: Adopt Resolution 2024-041, denying the appeal and thereby upholding the approval of PL24 -0018 (Administrative Approval), based upon the findings and subject to the departmental conditions of approval.

Mayor Ulloa opened the public hearing.
27 CHINO CITY COUNCIL
SEPTEMBER 3, 2024 6
Andrea Gilbert, City Planner, provided a presentation on the item.

Mr. Albert Subia, Division Manager of O'Reilly's Auto Parts, spoke in support of the approval.

There being no further requests to address the City Council on this item, Mayor Ulloa closed the public hearing.

Council Member Burton thanked the applicant for their efforts to remediate the noise level.

Mayor Pro Tem Comstock received confirmation from Ms. Gilbert that the generator testing will occur during normal business hours.

Motion by Council Member Burton, seconded by Mayor Pro Tem Comstock, to Adopt Resolution 2024 -041, denying the appeal and thereby upholding the approval of PL24-0018 (Administrative Approval ), based upon the findings and subject to the departmental conditions of approval. The motion carried by the following vote:

AYES: ULLOA, COMSTOCK, BURTON, FLORES, AND LUCIO
NOES: NONE.

ABSENT: NONE.

MAYOR AND COUNCIL REPORTS
Mayor Ulloa

15. Community Support Fund - Mayor Ulloa. Approve community support fund $500 contribution to American Cancer Society for the Making Strides Against Breast Cancer fundraiser.

Staff Report By: Mayor Eunice M. Ulloa
RECOMMENDATION: Approve community support fund contribution of $500 to the American Cancer Society Making Strides Against Breast Cancer Fundraiser.

Motion by Council Member Flores, seconded by Mayor Pro Tem Comstock, to Approve community support fund contribution of $500 to the American Cancer Society Making Strides Against Breast Cancer Fundraiser. The motion carried by the following vote:

AYES: ULLOA, COMSTOCK, BURTON, FLORES, AND LUCIO
NOES: NONE.

ABSENT: NONE.

Mayor Ulloa reported on the following meetings and events that included Making Strides to Cure Breast Cancer Kickoff meeting; National Night Out; San Bernardino County Transportation Authority Transit Committee meeting; Omnitrans Administration and Finance Committee meeting; Chino Valley Unified School District meeting; and City Manager meeting with County Supervisors Curt Hagman and Jesse Armendarez.

Mayor Ulloa reminded residents of the following upcoming events: Chino Cares Emergency Preparedness Fair to be held at the City Hall lawn on Saturday, September 7, 2024 at 9:00 a.m. and the Chino Valley Fire District 9/11 Remembrance Ceremony to be held at the Chino Valley Fire Department Station 66 on September 11 at 9:00 a.m. 28 CHINO CITY COUNCIL
SEPTEMBER 3, 2024 7
Mayor Pro Tem Comstock
Mayor Pro Tem Comstock reported on the following meetings and events that included National Night Out; expressed concern with gophers at Ayala Park; meeting with a resident regarding local shuttle operation hours for the Senior Center during the Summer; thanked Chief Mensen for hosting the upcoming Coffee with a Cop at Flo's Cafe; congratulated The Doodle Bar and Grill for the Business of the Month award; and acknowledged City Manager Reich for speaking at the Chino Valley Chamber of Commerce Women's Leadership Conference.

Council Member Burton
Council Member Burton reported on the following meetings and events that included the Executive Management Team and City Council Workshop; National Night Out; Chino Valley Unified School District meeting; Association of California Water Agencies meeting; Mayor's Prayer Breakfast; Developer meeting; Chino Valley Leadership Collaborative meeting; meeting with the Police Department Chaplain; West End Animal Services JPA meeting; Chamber of Commerce meeting; Saturday Night Flights; and a meeting with Rhodes Elementary School Staff concerning traffic gridlock issues.

Council Member Flores
Council Member Flores reported on the following meetings and events that included National Night Out; meeting with a resident; expressed support of suicide prevention; congratulated Congressional Silver and Gold Award recipient Eric Kim and Business of the Month The Doodle Bar and Grill.

Council Member Lucio
Council Member Lucio had no report.

City Manager's Report
City Manager Reich had no report.

City Attorney's Report
City Attorney Galante had no report.

Police Chief's Report
Chief Mensen provided a report on the National Night Out; the upcoming Coffee with a Cop at Flo's Cafe on Riverside Drive on September 10th and Flo's Cafe Chino Airport on October 2nd from 8-10 a.m.; provided information on the new volunteer program known as VIPs volunteer program, which will be advertised on social media; and announced the upcoming Emergency Preparedness Fair that will take place on Saturday, September 7, 2024.

Director's Report
Hey Jin Lee, Director of Public Works, provided an updated regarding Ramona Avenue paving project and information regarding the Public Works crew who assisted the Chino Valley Fire Independent District with a fire on El Prado Road.

Ms. Lee introduced Benjamin Orosco, who was recently promoted to Deputy Director of Public Works Services.
29 CHINO CITY COUNCIL
SEPTEMBER 3, 2024 8
Warren Morelion, Director of Development Services, introduced Chris Corbin, the new Deputy Director of Development Services.

Fire Chief's Report
Fire Chief Dave Williams provided a report on the fire that started on September 2, 2024 near the Inland Empire Utilities Agency facility and thanked the City of Chino Public Works Department for their assistance. Chief Williams provided an ambulance service update; announced the upcoming 9/11 Remembrance Event will take place on September 11, 2024 at 9:00 a.m. at Fire Station 66; and congratulated the Skateboarding Day winner Steven Vazquez.

ADJOURN
The meeting adjourned at 7:41 p.m. The next Regular Meeting of the City Council will be held on Tuesday, September 17, 2024 at 6:00 p.m. (Closed Session no earlier than 4:00 p.m. if necessary) in these Council Chambers.

APPROVED AND ADOPTED THIS 17TH DAY OF SEPTEMBER 2024.
________________________________
EUNICE M. ULLOA, MAYOR
ATTEST:
________________________________

NATALIE GONZAGA, CITY CLERK
**************************************************
(These minutes are not official until signed.)
30 MEMORANDUM

CITY OF CHINO

ADMINISTRATION DEPARTMENT

CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2024

TO: LINDA REICH, CITY MANAGER
FROM: NATALIE GONZAGA, CITY CLERK

SUBJECT
..titl e
Elected City Officials’ Report Regarding Travel, Training, and Meetings.

..end

RECOMMENDATION
Receive and file the Elected City Officials’ Report reflecting City Council business related expenses incurred by the City.

..body

FISCAL IMPACT
Sufficient funding is available in the adopted Fiscal Year 2024-25 Operating Budget.

 Superior Customer Service
 Responsible Long-Range Planning
 Exemplary Leadership
 Public Service Excellence through Internal and External Partnerships

Revenue:

Expenditure: 1002000-43320
Transfer In: Transfer Out:
31 CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2024
TITLE: ELECTED CITY OFFICIALS’ REPORT REGARDING TRAVEL, TRAINING, AND MEETINGS.

PAGE: 2

BACKGROUND
In accordance with Government Code Sections 53232.2 and 53232.3, implementing Assembly Bill (AB) 1234 on January 1, 2006, the City adopted Resolution No. 2005 -093 establishing a Business-Related Expense Policy. On December 6, 2016, the City approved Resolution No. 2016-075 adopting the latest revisions to this policy. In addition to requiring local agenci es to adopt a business-related expense policy, AB 1234 requires that Elected Officials provide a brief report on meetings attended at the expense of the local agency at the next regular meeting of the legislative body.

ISSUES/ANALYSIS
In response to AB 1234, a report regarding Elected City Officials’ Travel, Training, and Meetings (Exhibit A) was created and is placed on the City Council Agenda Consent Calendar, as needed. The documents that pertain to the items listed on Exhibit A are available for publi c inspection at the City Clerk’s office located in City Hall at 13220 Central Avenue, Chino, CA.

Attachment – Exhibit A

32 Event Date Meeting Purpose
and Subject Matter
Location City Official
Attendees
September 10, 2024 2024 IF Affordable
Housing Southern
California
Los Angeles, CA Council Member
Lucio

33 MEMORANDUM

CITY OF CHINO

ADMINISTRATION DEPARTMENT

CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2024

TO: MAYOR AND CITY COUNCIL MEMBERS, CITY OF CHINO
FROM: LINDA REICH, CITY MANAGER

SUBJECT
..titl e
Report on State and Federal Legislative Issues.
..end

RECOMMENDATION
Receive and file the Tracked State Legislation report dated September 11, 2024; the attached position letters on legislation; the Priority Legislative Items Report, and the Washington Update. ..body

FISCAL IMPACT
There is no fiscal impact.

CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES The recommendation detailed above furthers the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built by fostering:
 Positive City Image
 Financial Stability
 Responsible Long-Range Planning
 Exemplary Leadership
 Public Service Excellence through Internal and External Partnerships

34 CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2024
TITLE: REPORT ON STATE AND FEDERAL LEGISLATIVE ISSUES.

PAGE: 2

BACKGROUND
On April 2, 2024, the City Council adopted the Citywide Legislative Policy, which details guiding principles organized around respective legislative, policy, and regulatory matters. It supplements the Citywide Strategic Plan to build an effective and flexible legislative advocacy strategy.

The Policy authorizes Staff to formulate and approve official City responses for those legislative items with potentially significant impact on the City or that create an issue of timeliness for an official response, with the qualification that the position is determined to be consistent with the City’s legislative policy.

Per the Policy, t he Committee or Staff is to report to the City Council on any updates, recommendations, or actions taken by the Committee or Staff.

ISSUES/ANALYSIS
The attached September 11 , 2024 , Tracked State Legislation Report (Attachment 1) reflects City positions on active bills in the second year of the 2023-24 State legislative session . City positions are based on the Citywide Legislative Policy and/or Legislative Policy Committee and City Council direction.

Position letters recently submitted by the City are found in Attachment 2.

The Priority Legislative Items Report includes other legislative and government relations issues of note to the City (Attachment 3).

The Washington Update (Attachme nt 4) includes the most recent report(s) on federal actions and news.

35 Tracked State Legislation Page 1 9/11/24

Tracked Legislation by Measure
As of September 11, 2024

AB 40 (Rodriguez, D) Emergency medical services.

Current Text: 10/13/2023 - Chaptered HTML PDF
Last Amended: 09/01/2023
Status: 10/13/2023 - Approved by the Governor. Chaptered by Secretary of State - Chapter 793, Statutes of 2023.

Summary: This bill requires the Emergency Medical Services Authority to develop and implement an electronic signature, an audit tool, and other changes related to ambulance patient offload time. It also requires every local EMS agency to develop a standard for offload time, and for every general acute care hospital with an emergency department to develop a protocol for offload time also. The bill also imposes penalties for violations of the act or regulations. Finally, this bill specifies that no local agencies or school districts are required to be reimbursed for costs mandated by the state. (Based on 10/13/2023 text)
Position: Support
Priority: (4) Standard
Subject: Public Safety

AB 55 (Rodriguez, D) Medi-Cal: workforce adjustment for ground ambulance transports.

Current Text: 04/27/2023 - Amended HTML PDF
Last Amended: 04/27/2023
Status: 02/01/2024 - From committee: Filed with the Chief Clerk pursuant to Joint Rule 56.

Summary: The Medi-Cal program provides health care services to low-income individuals, and is partly funded by the federal Medicaid program. This bill would establish an additional payment for services provided by ground ambulance transport, with the rate varying depending on the point of pickup and whether the service was for an emergency or non- emergency. Providers who meet the workforce standards - such as emergency medical dispatchers, emergency medical technicians, paramedics, and registered nurses - set by the State Department of Health Care Services would receive the payment. The bill would authorize the department to recoup payments from providers who don't meet the standards and would condition requiring the payment on receiving necessary federal approvals. There is no required reimbursement for local agencies and school districts for this bill. (Based on 04/27/2023 text) Position: Support
Priority: (4) Standard

AB 97 (Rodriguez, D) Firearms: unserialized firearms.

Current Text: 09/26/2023 - Chaptered HTML PDF
Last Amended: 09/01/2023
Status: 09/26/2023 - Approved by the Governor. Chaptered by Secretary of State - Chapter 233, Statutes of 2023.

36 Tracked State Legislation Page 2 9/11/24
Summary: Under current law, people who manufacture or assemble a firearm without a serial number are required to apply to the Department of Justice for a unique mark of identification, which must then be affixed to the firearm. It is against the law to make or help someone make a firearm without a state or federal serial number or mark of identification. If someone knowingly possesses a firearm without a serial number or mark, they can face criminal charges. This bill would require the Department of Justice to collect and report data about arrests made for violations of the law from now until 2033. They would also have to prepare and distribute a report about the data they've collected starting in 2025 and every year afterwards. (Based on 09/26/2023 text)
Position: Support
Priority: (3) Significant

AB 296 (Rodriguez, D
) Office of Emergency Services: 9-1-1 Public Education Campaign.

Current Text: 06/29/2023 - Amended HTML PDF
Last Amended: 06/29/2023
Status: 08/15/2024 - Failed Deadline pursuant to Rule 61(b)(14). (Last location was APPR. SUSPENSE FILE on 8/9/2024)

Summary: This bill establishes the 911 Public Education Campaign which is administered by the Office of Emergency Services within the Office of the Governor. This campaign has the goals of educating the public on when to use 911 for various emergencies, reducing unnecessary calls to 911 call centers, and reducing delays in the 911 system. The campaign focuses on giving local public agencies the ability to tailor the message to their specific area, including incorporating social media, and distributing the message to the public via local public agency channels. (Based on 06/29/2023 text) Position: Support
Priority: (4) Standard
Subject: Public Safety

AB 316 (Aguiar-Curry, D
) Vehicles: autonomous vehicles.

Current Text: 09/22/2023 - Vetoed HTML PDF
Last Amended: 04/24/2023
Status: 03/03/2024 - Last day to consider Governor's veto pursuant to Joint Rule 58.5.

Summary: This bill requires manufacturers of autonomous vehicles which weigh 10,001 pounds (or more) to report certain collisions to the Department of Motor Vehicles. The bill would also prohibit the operation of these vehicles without a human safety operator. It also requires the Department of Motor Vehicles to submit a report to the appropriate policy and fiscal committees of the Legislature by January 1 2029 (or 5 years after commencement of testing) to evaluate the performance of autonomous vehicle technology and its impact on public safety and employment in the transportation sector. (Based on 09/12/2023 text)
Position: Support
Priority: (4) Standard
Subject: Public Safety

AB 367 (Maienschein, D
) Controlled substances: enhancements.

Current Text: 03/22/2023 - Amended HTML PDF
Last Amended: 03/22/2023
Status: 02/01/2024 - From committee: Filed with the Chief Clerk pursuant to Joint Rule 56.

Summary: This bill states that if a person sells, furnishes, administers, or gives away fentanyl or a related substance and that person suffers a significant or substantial physical injury as a result, then the person who sold, furnished, administered, or gave away the substance can get an added sentence of 3-5 years in state prison. This does not apply to juvenile offenders. This bill also specifies that the state of California does not have to reimburse local agencies for this program. (Based on 03/22/2023 text)
37 Tracked State Legislation Page 3 9/11/24
Position: Support
Priority: (5) Track/Watch

AB 797 (Weber, D) Local government: police review boards.

Current Text: 01/03/2024 - Amended HTML PDF
Last Amended: 01/03/2024
Status: 02/01/2024 - From committee: Filed with the Chief Clerk pursuant to Joint Rule 56.

Summary: This bill requires cities and counties to create an independent commission on law enforcement officer practices by January 1 2026. The commission can investigate any complaints from the public about an officer and make a report with its findings and a recommended action for the governing body to take regarding the officer. The state may provide reimbursement for these costs to local agencies in some cases. (Based on 01/03/2024 text) Position: Oppose
Priority: (4) Standard
Subject: Public Safety

AB 817 (Pacheco, D
) Open meetings: teleconferencing: subsidiary body.

Current Text: 05/29/2024 - Amended HTML PDF
Last Amended: 05/29/2024
Status: 07/02/2024 - Failed Deadline pursuant to Rule 61(b)(13). (Last location was L. GOV. on 5/1/2024)

Summary: The Ralph M. Brown Act stipulates that legislative bodies of local agencies must publicly notify about their meetings, allow public attendance unless a secret meeting is authorized, and adhere to certain requisites for teleconferencing. During teleconferencing, a majority of the legislating body should be within the jurisdiction of the local agency. The law permits alternative teleconferencing rules during emergencies and, until January 1, 2026, in specific scenarios. These situations demand unique requirements for transparency, agenda-setting, and public involvement when employing such teleconferencing provisions. A new bill, valid until January 1, 2026, permits a subsidiary body to use congruent teleconferencing rules, imposing requirements for notifications, agenda and public participation. The bill mandates the agency to assign at least one staff member at a designated physical site during the meeting, and the members of the subsidiary body must appear visibly on camera during the public portion of a web-accessible meeting. (Based on 05/29/2024 text)
Priority: (5) Track/Watch
Subject: Governance

AB 1034 (Grayson, D
) Labor Code Private Attorneys General Act of 2004: exemption: construction industry employees.

Current Text: 09/05/2024 - Enrolled HTML PDF
Last Amended: 08/21/2024
Status: 08/31/2024 - Senate amendments concurred in. To Engrossing and Enrolling.

Summary: The Labor Code Private Attorneys General Act of 2004 (PAGA) allows employees to file civil lawsuits on behalf of themselves and other employees for violations of the Labor Code that result in civil penalties. The act, with specified conditions, exempts construction industry employees working under a collective bargaining agreement from PAGA provisions until January 1, 2028. This exemption applies to agreements made before January 1, 2025, that cover wages, hours, conditions, overtime premium rates, and minimum hourly pay at least 30% above the state minimum wage. A proposed bill seeks to extend this exemption until January 1, 2038. (Based on 09/05/2024 text) Position: Oppose
Priority: (3) Significant
Subject: Public Safety

38 Tracked State Legislation Page 4 9/11/24
AB 1303 (Rodriguez, D) California Emergency Services Act: disaster preparedness.

Current Text: 02/16/2023 - Introduced HTML PDF
Status: 02/01/2024 - From committee: Filed with the Chief Clerk pursuant to Joint Rule 56.

Summary: The California Emergency Services Act establishes the Office of Emergency Services, which is responsible for the state’s emergency and disaster response services. This includes natural, technological, and human-induced disasters.

This bill would require the California State Warning Center within the Office of Emergency Services to develop a process for private-sector fuel transporters to voluntarily share information for the purpose of providing fuel to local and state public- safety agencies actively involved in responding to or recovering from a disaster. (Based on 02/16/2023 text) Position: Support
Priority: (4) Standard
Subject: Public Safety

AB 1318 (Rivas, Luz, D) California Environmental Quality Act: exemption: residential projects.

Current Text: 02/16/2023 - Introduced HTML PDF
Status: 07/02/2024 - Failed Deadline pursuant to Rule 61(b)(13). (Last location was E.Q. on 6/7/2024)

Summary: CEQA is a law in California that require a lead agency to prepare a report to assess how a project, such as a housing construction, will impact the environment. If the lead agency decides that the project will not have a significant effect, a negative declaration is made; if revisions in the project may avoid or mitigate the effect, a mitigated negative declaration is issued. Currently, a residential project on an urbanized infill site that is not more than 4 acres in total area is exempt from CEQA requirements. This bill expands this exemption such that a project not more than 5 acres in total area would qualify for the exemption. Additionally, a lead agency approving a qualified residential project must file a notice of exemption with the Office of Planning and Research. This will impose a cost on local agencies, but the California Constitution requires that the state reimburse local agencies and school districts for these costs. This bill states that no reimbursement is required by it. (Based on 02/16/2023 text) Position: Oppose
Priority: (5) Track/Watch
Subject: Planning, Land Use, Housing

AB 1505 (Rodriguez, D) California Earthquake Authority: closed meetings.

Current Text: 09/04/2024 - Enrolled HTML PDF
Last Amended: 08/20/2024
Status: 08/30/2024 - From committee: That the Senate amendments be concurred in. (Ayes 14. Noes 0.) (August 30).

Senate amendments concurred in. To Engrossing and Enrolling. (Ayes 74. Noes 0.).

Summary: The Bagley-Keene Open Meeting Act mandates that state body meetings be open to the public, with certain exceptions for closed sessions. The California Earthquake Authority (CEA) operates under the Insurance Commissioner and a 3-member governing board to offer residential earthquake insurance, with advice from an appointed advisory panel.

This bill introduces an exception allowing the CEA's governing board or advisory panel to hold closed sessions for discussions about rates, reinsurance, and strategy if public sessions would harm the CEA's position. Such closed sessions require a two-thirds vote of present members after public input on the appropriateness of closing the session. Post-closed session, the board or panel must reconvene in open session, disclosing that a closed session occurred. For closed sessions exceeding two hours, the public must be reasonably notified before returning to open session. The bill includes legislative findings to justify the need for these exceptions in accordance with constitutional requirements. (Based on 09/04/2024 text)
Position: Support
Priority: (5) Track/Watch
Subject: Planning, Land Use, Housing

39 Tracked State Legislation Page 5 9/11/24
AB 1708 (Muratsuchi, D) Theft.

Current Text: 04/12/2023 - Amended HTML PDF
Last Amended: 04/12/2023
Status: 02/01/2024 - From committee: Filed with the Chief Clerk pursuant to Joint Rule 56.

Summary: Proposition 47 is a law that makes shoplifting a misdemeanor and limits how much stolen property can be charged as theft, with no jail time for most cases. This bill would refine the definition of shoplifting and certain offenses, such as theft of a firearm, vehicle, identity theft, or credit card fraud, would be excluded from the provisions of the law. If a person has committed two or more prior convictions for specified theft-related offenses, they would be punished by up to a year in county jail. The bill also provides for a diversion program administered by local prosecutors, probation departments, or other entities for people who commit repeat theft offenses. This bill would need to be approved by voters before becoming effective. (Based on 04/12/2023 text)
Position: Support
Priority: (4) Standard
Subject: Public Safety

AB 1772 (Ramos, D) Theft.

Current Text: 04/03/2024 - Amended HTML PDF
Last Amended: 04/03/2024
Status: 05/16/2024 - Failed Deadline pursuant to Rule 61(b)(8). (Last location was APPR. SUSPENSE FILE on 4/24/2024)

Summary: In basic terms, the current law says that stealing property, money, or labor is a crime. The severity of the punishment depends on the value of the stolen items. If the value is under $950, it is considered petty theft and punishable by a fine and misdemeanor charge. If the value is over $950, it is considered grand theft and can be charged as a misdemeanor or felony. A new bill would require the government to keep track of how many people are convicted of theft from retail stores during the COVID-19 pandemic and report it to the Legislature by 2026. (Based on 04/03/2024 text) Priority: (4) Standard
Subject: Public Safety

AB 1779 (Irwin, D) Theft: jurisdiction.

Current Text: 08/16/2024 - Chaptered HTML PDF
Last Amended: 06/29/2024
Status: 08/16/2024 - Chaptered by Secretary of State - Chapter 165, Statutes of 2024

Summary: Existing law defines theft types such as petty theft, grand theft, and shoplifting, along with robbery and burglary.

It specifies jurisdiction rules for prosecuting theft by fraud, organized retail theft, and receiving stolen property. The jurisdiction includes where the theft or receipt occurred, where the merchandise was recovered, or where the defendant acted to promote or aid the theft offense. Currently, these jurisdiction rules only apply to criminal actions brought by the Attorney General. The proposed bill removes this limitation, allowing any party to bring a criminal action under these jurisdiction rules if multiple offenses by the same defendant occur in different jurisdictions. It allows for such actions in any of the relevant jurisdictions, given a consolidation hearing occurs. Prosecution must present written evidence of agreement from all district attorneys in the counties with jurisdiction over the offenses. Offenses from jurisdictions without this agreement must be returned to their original jurisdiction. (Based on 08/16/2024 text) Position: Oppose unless amended
Priority: (4) Standard
Subject: Public Safety

AB 1794 (McCarty, D) Crimes: larceny.

Current Text: 04/11/2024 - Amended HTML PDF
40 Tracked State Legislation Page 6 9/11/24
Last Amended: 04/11/2024
Status: 08/15/2024 - Failed Deadline pursuant to Rule 61(b)(14). (Last location was APPR. SUSPENSE FILE on 8/5/2024)

Summary: This text explains a current law called the Safe Neighborhoods and Schools Act, which was approved by the voters in 2014. This law states that stealing money, labor, or property worth less than $950 is considered petty theft and is punished as a misdemeanor. However, if the stolen property is worth more than $950, it is considered grand theft and can be punished as a misdemeanor or a felony. This law also clarifies that if someone commits multiple thefts totaling more than $950, they can be charged with grand theft even if the thefts occurred in different places or from different victims. The text also mentions a new bill that would allow counties to have a program where retailers can submit information about thefts directly to the district attorney through an online portal. This bill also requires participating counties to evaluate the program and report back to certain committees. (Based on 04/11/2024 text) Priority: (4) Standard
Subject: Public Safety

AB 1802 (Jones-Sawyer, D
) Crimes: organized theft.

Current Text: 08/16/2024 - Chaptered HTML PDF
Last Amended: 06/29/2024
Status: 08/16/2024 - Chaptered by Secretary of State - Chapter 166, Statutes of 2024

Summary: Current law, effective until January 1, 2026, defines organized retail theft as a crime committed by individuals working together to steal merchandise from physical stores or online marketplaces with the intent to sell or return it for value. It can be prosecuted as a misdemeanor or felony. This includes stealing, receiving, or possessing stolen goods, or coordinating and managing theft activities. The proposed bill seeks to make these provisions permanent. Additionally, it would indefinitely extend the operation of the regional property crimes task force coordinated by the California Highway Patrol and the Department of Justice, which assists local law enforcement in areas with high property crime rates. The California Constitution mandates state reimbursement to local agencies for certain state-imposed costs, but this bill specifies that no reimbursement is needed under these circumstances. (Based on 08/16/2024 text) Position: Oppose unless amended
Priority: (4) Standard
Subject: Public Safety

AB 1814 (Ting, D) Law enforcement agencies: facial recognition technology.

Current Text: 06/12/2024 - Amended HTML PDF
Last Amended: 06/12/2024
Status: 08/15/2024 - Failed Deadline pursuant to Rule 61(b)(14). (Last location was APPR. SUSPENSE FILE on 8/5/2024)

Summary: Existing law regulates state and local law enforcement in areas such as the selection and training of peace officers, record maintenance and release, use of force, and use of certain equipment. Previous law, valid until January 1, 2023, banned the use of real-time facial recognition technology (FRT) with body-worn cameras by law enforcement. A new bill prohibits law enforcement from using an FRT-generated match as the sole basis for establishing probable cause for an arrest or search. It also bars judges from issuing warrants solely based on an FRT match. The bill allows courts to award damages up to $25,000 and reasonable attorney's fees to individuals affected by violations of these provisions. (Based on 06/12/2024 text)
Priority: (5) Track/Watch
Subject: Public Safety

AB 1820 (Schiavo, D
) Housing development projects: applications: fees and exactions.

Current Text: 09/05/2024 - Enrollment HTML PDF
Last Amended: 08/20/2024
41 Tracked State Legislation Page 7 9/11/24
Status: 09/05/2024 - Enrolled and presented to the Governor at 4 p.m.

Summary: Existing law mandates that a city or county must consider an applicant's preliminary application for a housing development project as submitted once they provide specific information about the proposed project. This project is then subject to the ordinances, policies, and standards effective at the time of the application's submission. The bill would allow a developer to request an estimate of preliminary fees and exactions, which the city, county, or related agencies must provide within 30 business days. This estimate is solely for informational purposes and does not affect actual fees or payment timelines. Additionally, existing law requires a public agency to determine and notify the completeness of a development application within 30 calendar days. The proposed bill stipulates that after the project's final approval, an itemized list and good faith estimate of all fees and exactions must be provided within 30 business days. For fees from other agencies, the developer must request the information, which must be supplied within the same timeframe. This list is for informational purposes only and is not legally binding. The bill also clarifies that cities, counties, or special districts with internet websites must post current fee schedules and an archive of relevant studies. It specifies that these requirements do not impose additional obligations on developers and clarifies that non-response to fee-related requests carries no consequences. The bill claims that these changes address statewide concerns and apply to all cities, including charter cities. By increasing local government responsibilities, the bill imposes a state-mandated program but states that no reimbursement is required for specified reasons. (Based on 08/29/2024 text)
Position: Oppose
Priority: (4) Standard
Subject: Planning, Land Use, Housing

AB 1831 (Berman, D
) Crimes: child pornography.

Current Text: 09/05/2024 - Enrolled HTML PDF
Last Amended: 08/28/2024
Status: 08/31/2024 - Read third time. Passed. Ordered to the Assembly. (Ayes 39. Noes 0.). In Assembly. Concurrence in Senate amendments pending. Senate amendments concurred in. To Engrossing and Enrolling.

Summary: Existing law prohibits producing, distributing, or possessing content depicting minors engaged in sexual conduct. This includes enhanced penalties if such offenses are committed using government property. The bill expands these prohibitions to include digitally altered or AI-generated content depicting minors in sexual conduct. This expansion constitutes a state-mandated local program. Though the California Constitution requires reimbursement to local agencies for certain state mandates, this bill specifies that no reimbursement is necessary for this act. The bill will only take effect if SB 1381 is enacted by January 1, 2025. (Based on 09/05/2024 text) Position: Support
Priority: (4) Standard
Subject: Public Safety

AB 1845 (Alanis, R) Crimes: Grant program for identifying, apprehending, and prosecuting resale of stolen property.

Current Text: 02/21/2024 - Amended HTML PDF
Last Amended: 02/21/2024
Status: 05/16/2024 - Failed Deadline pursuant to Rule 61(b)(8). (Last location was APPR. SUSPENSE FILE on 4/24/2024)

Summary: This text discusses an existing law that was updated by the Safe Neighborhoods and Schools Act. This law makes it a crime to buy, receive, conceal, sell, or withhold property that has been stolen or obtained through theft or extortion, if the person knows that it was obtained in this way. This crime can be punished as a misdemeanor or felony, with a misdemeanor charge being given if the value of the stolen property is less than $950. The Board of State and Community Corrections oversees various programs related to the criminal justice system, and a new bill would create a grant program for investigating and prosecuting stolen property and criminal profiteering. The Board would be required to report on the impact of this grant program to the Legislature. However, this new program would only be in effect if there is funding allocated through the annual Budget Act or another statute. (Based on 02/21/2024 text) 42 Tracked State Legislation Page 8 9/11/24
Priority: (4) Standard
Subject: Public Safety

AB 1886 (Alvarez, D) Housing Element Law: substantial compliance: Housing Accountability Act.

Current Text: 09/04/2024 - Enrolled HTML PDF
Last Amended: 08/21/2024
Status: 08/30/2024 - In Assembly. Concurrence in Senate amendments pending. Senate amendments concurred in. To Engrossing and Enrolling. (Ayes 56. Noes 7.).

Summary: The Planning and Zoning Law requires cities and counties to adopt a general plan for land use that includes a housing element. According to the Housing Element Law, this housing element must meet specific criteria, and its compliance is reviewed by the Department of Housing and Community Development. If a draft or amended housing element does not meet the criteria, the legislative body must either revise it or justify why it believes it complies. A new bill asserts that a housing element is compliant if it has been adopted by the local agency, validated by the department or a court, and not overturned by subsequent findings. Additionally, the Housing Accountability Act prevents local agencies from rejecting or hindering housing projects for very low, low, or moderate-income households without specific written findings.

This includes conditions where the local jurisdiction has an approved housing element and has met its regional housing needs. The bill further specifies that a housing element is only considered compliant if it was determined to be so when a preliminary or complete application for a project was submitted. (Based on 09/04/2024 text) Position: Oppose
Priority: (4) Standard
Subject: Planning, Land Use, Housing

AB 1893 (Wicks, D
) Housing Accountability Act: housing disapprovals: required local findings.

Current Text: 09/05/2024 - Enrolled HTML PDF
Last Amended: 08/23/2024
Status: 08/31/2024 - Read third time. Passed. Ordered to the Assembly. (Ayes 26. Noes 4.). In Assembly. Concurrence in Senate amendments pending. Senate amendments concurred in. To Engrossing and Enrolling.

Summary: The Planning and Zoning Law mandates that cities and counties create a general plan for land use development, which includes a housing element. This housing element must meet specific requirements set by the Housing Element Law and be reviewed for compliance by the Department of Housing and Community Development. The Housing Accountability Act prevents local agencies from disapproving or making infeasible housing projects for low to moderate- income households unless they provide written findings under certain conditions. Specifically, local agencies can disapprove projects not aligning with their zoning ordinances and general plan if they have an adopted housing element in substantial compliance with the law. The new bill proposes changes to this process. It would allow local agencies to disapprove housing projects if they do not have a compliant housing element and the project is not a “builder’s remedy project.” It also expands the definition of "housing development project" to include more mixed-use developments and farmworker housing, while altering the definition of "disapproving" a project to include indirect administrative actions and non-compliance with the law. Additionally, the bill modifies the definition of housing for different income levels and adds new terms for “housing for lower-income households,” “housing for mixed-income households,” and “housing for moderate- income households.” A separate provision, the Affordable Housing and High Road Jobs Act of 2022, allows for streamlined approval processes for compliant mixed-income housing projects until 2033. This bill builds on that by setting requirements for “builder’s remedy projects,” ensuring they meet certain density and zoning standards for streamlined approval. Finally, the bill outlines that courts must provide relief if local agencies violate these provisions and specifies that no state reimbursement is needed due to the bill. This bill also incorporates additional changes contingent on the enactment of another bill, AB 1413. (Based on 09/05/2024 text)
Position: Oppose
Priority: (4) Standard
Subject: Planning, Land Use, Housing

AB 1954 (Alanis, R
) Sexually violent predators.

Current Text: 09/04/2024 - Enrolled HTML PDF
43 Tracked State Legislation Page 9 9/11/24
Last Amended: 08/08/2024
Status: 08/30/2024 - In Assembly. Concurrence in Senate amendments pending. Senate amendments concurred in. To Engrossing and Enrolling. (Ayes 75. Noes 0.).

Summary: The text describes the existing legal framework for civilly committing a person recognized as a sexually violent predator. It outlines the process by which such individuals can petition for conditional release. The law mandates that the committed individual's legal counsel, local law enforcement, county counsel, and district attorney assist the State Department of State Hospitals in finding housing for the individual, requiring them to share their contact information and participate in a committee. Generally, the individual is to be placed in their home county, but extraordinary circumstances may allow for placement in another county. The Department must notify specific persons about its recommendations for conditional release or outpatient treatment and provide related information. The new bill expands these requirements to include law enforcement and officials from the alternative placement county, obligating them to assist in housing processes and share contact information. These officials must also attend committee meetings, which can now be held via teleconference. Notifications must be sent electronically and by certified mail. The bill imposes additional service requirements on local governments, necessitating state reimbursement for these costs if mandated by the Commission on State Mandates, following certain statutory procedures. (Based on 09/04/2024 text) Priority: (5) Track/Watch
Subject: Public Safety

AB 1960 (Rivas, Robert, D
) Sentencing enhancements: property loss.

Current Text: 09/03/2024 - Enrollment HTML PDF
Last Amended: 06/30/2024
Status: 09/03/2024 - Enrolled and presented to the Governor at 3:30 p.m.

Summary: As of January 1, 2018, the state law requiring additional imprisonment for those who take, damage, or destroy property during a felony was repealed. This bill proposes to reinstate such sentencing enhancements until January 1, 2030.

By adding these enhancements, it creates a state-mandated local program. According to the California Constitution, the state must reimburse local agencies and school districts for specific state-mandated costs. However, this bill states that no reimbursement is necessary for this act for a specified reason. (Based on 08/31/2024 text) Priority: (4) Standard
Subject: Public Safety

AB 1972 (Alanis, R
) Regional property crimes task force.

Current Text: 08/16/2024 - Chaptered HTML PDF
Last Amended: 06/26/2024
Status: 08/16/2024 - Chaptered by Secretary of State - Chapter 167, Statutes of 2024

Summary: The current law allows the Governor to appoint individuals designated by railroad companies to serve as police officers. Until January 1, 2026, the California Highway Patrol (CHP), in coordination with the Department of Justice, is required to establish a regional property crimes task force to identify areas with rising property crime levels and assist local law enforcement with resources. This new bill mandates that the task force also support railroad police and explicitly includes cargo theft as a property crime to be considered. The bill is intended to take effect immediately as an urgency statute. (Based on 08/16/2024 text)
Priority: (4) Standard
Subject: Public Safety

AB 1990 (Carrillo, Wendy, D
) Criminal procedure: arrests: shoplifting.

Current Text: 04/16/2024 - Amended HTML PDF
Last Amended: 04/16/2024
44 Tracked State Legislation Page 10 9/11/24
Status: 07/02/2024 - Failed Deadline pursuant to Rule 61(b)(13). (Last location was PUB. S. on 6/5/2024)

Summary: Existing law prohibits shoplifting, which is defined as entering a store with the intent to steal while it is open for business, as long as the value of the items taken or intended to be taken does not exceed $950. This law requires that any act falling under this definition be charged as shoplifting and not as burglary or theft. Shoplifting is typically considered a misdemeanor, unless the person has previous convictions for the same crime. Police officers are allowed to make an arrest without a warrant if they have probable cause to believe the person committed the misdemeanor in their presence. Private citizens can also make an arrest for a misdemeanor if it happens in their presence, but they must turn the person over to the police. Merchants are allowed to detain a person they suspect of shoplifting for a reasonable amount of time and in a reasonable manner. There are certain misdemeanors, such as domestic violence, violation of a restraining order, and carrying a concealed firearm at an airport, for which officers can make an arrest without a warrant even if the crime did not happen in their presence. This bill adds shoplifting to that list of misdemeanors. Existing law requires people arrested for misdemeanors to be released with a signed promise to appear in court, unless they ask to be taken before a magistrate.

However, there are exceptions to this rule, such as if the person is intoxicated or needs medical attention, unable to provide identification, or has outstanding arrest warrants. (Based on 04/16/2024 text) Priority: (4) Standard
Subject: Public Safety

AB 2034 (Rodriguez, D
) Crimes: loitering for the purpose of engaging in a prostitution offense.

Current Text: 02/01/2024 - Introduced HTML PDF
Status: 04/25/2024 - Failed Deadline pursuant to Rule 61(b)(5). (Last location was PUB. S. on 2/12/2024)

Summary: The current legislation, valid until the 1st of January, 2023, considers loitering in public places with the intent to engage in prostitution, a misdemeanor crime. A newly proposed bill would perpetuate this notion, maintaining the act as a misdemeanor and inducing other corresponding changes. This proposal can be viewed as creating a new crime, thereby mandating a state-enforced local program. (Based on 02/01/2024 text) Position: Support
Priority: (3) Significant
Subject: Public Safety

AB 2035 (Patterson, Joe, R) Sexually violent predators: conditional release.

Current Text: 02/22/2024 - Amended HTML PDF
Last Amended: 02/22/2024
Status: 04/25/2024 - Failed Deadline pursuant to Rule 61(b)(5). (Last location was PUB. S. on 2/12/2024)

Summary: Current legislation permits the civil commitment of convicted offenders identified as sexually violent predators to secure state hospital facilities for treatment. It also allows for their conditional release under certain circumstances, with the State Department of State Hospitals accountable for organizing appropriate community placement. However, the proposed bill would restrict the department from placing an individual released conditionally in a community, unless the person has accommodation in a 'qualified dwelling'. A 'qualified dwelling' is defined as a structure intended for the solo occupancy of an individual or a single family, which is not situated within 10 feet of another residence. (Based on 02/22/2024 text) Priority: (5) Track/Watch
Subject: Public Safety

AB 2117 (Patterson, Joe, R
) Development permit expirations: actions or proceedings.

Current Text: 08/23/2024 - Enrolled HTML PDF
Last Amended: 06/12/2024
Status: 08/23/2024 - Enrolled and presented to the Governor at 4 p.m. 45 Tracked State Legislation Page 11 9/11/24

Summary: The existing Planning and Zoning law mandates that any challenge to a public agency's decision on permits, such as variances or conditional use permits, must be initiated and served within 90 days of the decision. The proposed bill seeks to exclude the time period during which legal actions involving the permit approval are pending from counting towards the permit's expiration date. Consequently, this bill would extend the validity of local development permits and project approvals. This extension would be considered a state-mandated local program. Although the California Constitution requires the state to reimburse local agencies and school districts for certain costs mandated by the state, this bill specifies that no reimbursement is required for its implementation. (Based on 08/19/2024 text) Priority: (5) Track/Watch
Subject: Planning, Land Use, Housing

AB 2243 (Wicks, D
) Housing development projects: objective standards: affordability and site criteria.

Current Text: 09/05/2024 - Enrolled HTML PDF
Last Amended: 08/27/2024
Status: 08/31/2024 - Read third time. Passed. Ordered to the Assembly. (Ayes 28. Noes 0.). In Assembly. Concurrence in Senate amendments pending. Senate amendments concurred in. To Engrossing and Enrolling.

Summary: The text summarizes a bill amending the Middle Class Housing Act of 2022 and the Affordable Housing and High Road Jobs Act of 2022, focusing on streamlined approval for housing developments under specific criteria: 1. The bill allows housing projects on regional mall sites up to 100 acres, an increase from the current 20-acre limit. 2. It changes criteria for affordable and mixed-income housing, prohibiting demolition of historic structures and adjusting standards related to industrial site use. 3. Permits housing developments within 500 feet of freeways if they meet ventilation system requirements and eliminates certain density limits for mixed-income projects converting existing buildings. 4. Affordability requirements for rental and owner-occupied units are clarified to apply only to base units, excluding units added by density bonuses. 5. Definitions are updated, particularly “use by right” to exclude any discretionary review, and urban uses are expanded to encompass additional types of developments. 6. The timeframe for local governments to review and approve development proposals is specified, requiring written determination and prompt approval once standards are met. 7. Local governments must designate exempted and reclassified parcels on zoning maps. 8. Development applications submitted by December 31, 2024, can choose between current or new act provisions effective January 1, 2025. 9. The bill includes various technical and clarifying changes. 10. New requirements on local governments are imposed, establishing a state- mandated local program. 11. The bill asserts statewide concern, applying to all cities, including charter cities. 12. No reimbursement is required by the act for certain specified reasons. (Based on 09/05/2024 text) Position: Oppose
Priority: (3) Significant
Subject: Planning, Land Use, Housing

AB 2485 (Carrillo, Juan, D
) Regional housing need: determination.

Current Text: 07/03/2024 - Amended HTML PDF
Last Amended: 07/03/2024
Status: 08/15/2024 - Failed Deadline pursuant to Rule 61(b)(14). (Last location was APPR. SUSPENSE FILE on 8/5/2024)

Summary: The Planning and Zoning Law mandates that each county and city adopt a comprehensive long-term plan for physical development, which includes a housing element. For housing element revisions (4th and beyond), the Department of Housing and Community Development (HCD), in consultation with councils of governments, determines housing needs for each region based on population projections from the Department of Finance and regional forecasts. The HCD must consult councils on assumptions and methodologies, and can accept or reject their data. This bill requires, starting from the 8th revision, the HCD to engage stakeholders to improve housing need determination. Before finalizing regional determinations, the HCD must publish summaries, data sources, analyses, methodologies, and assumptions for public review on its website. The HCD must also publish its decisions regarding methodologies and data used for determining regional housing needs. (Based on 07/03/2024 text)
Position: Support
46 Tracked State Legislation Page 12 9/11/24
Priority: (4) Standard
Subject: Planning, Land Use, Housing

AB 2557 (Ortega, D) Local agencies: contracts for special services and temporary help: performance reports.

Current Text: 07/03/2024 - Amended HTML PDF
Last Amended: 07/03/2024
Status: 08/15/2024 - Failed Deadline pursuant to Rule 61(b)(14). (Last location was APPR. SUSPENSE FILE on 8/5/2024)

Summary: Existing law permits county boards of supervisors to contract for special services and specifies that these contracts must be with qualified experts. This bill, effective July 1, 2025, mandates that boards of supervisors post these contracts and related documents online. By July 1, 2026, such contracts must include objectives and goals. Boards must notify relevant employee representatives before starting the procurement process and at least 30 days before contract modification or renewal. Additionally, the bill introduces similar requirements for county contracts involving temporary help, including posting and notification procedures. It extends these requirements to city councils and legislative bodies of public or municipal corporations for contracting special services. The bill asserts that the changes address statewide concerns and are applicable to all counties and cities, including charter ones, creating a state-mandated local program. It stipulates that if the bill incurs state-mandated costs, local agencies and school districts will be reimbursed according to statutory procedures. (Based on 07/03/2024 text)
Position: Oppose
Priority: (4) Standard
Subject: Municipal Funding and Procurement

AB 2561 (McKinnor, D
) Local public employees: vacant positions.

Current Text: 09/05/2024 - Enrolled HTML PDF
Last Amended: 08/23/2024
Status: 08/31/2024 - Read third time. Passed. Ordered to the Assembly. (Ayes 27. Noes 10.). In Assembly. Concurrence in Senate amendments pending. Senate amendments concurred in. To Engrossing and Enrolling.

Summary: The Meyers-Milias-Brown Act allows local public employees to form and join employee organizations for labor representation. The act mandates that the governing bodies of public agencies negotiate in good faith with these organizations on matters like wages, hours, and employment conditions. This bill would require public agencies to report the status of job vacancies, recruitment, and retention efforts at a public hearing at least once annually. Recognized employee organizations would have the right to present at these hearings. If job vacancies exceed 20% within a bargaining unit, the public agency must include additional specified information upon request. The bill imposes new responsibilities on local public agencies, indicating a state-mandated local program. It includes legislative findings to ensure compliance with public access requirements under the California Constitution. Although the state usually reimburses local agencies and school districts for certain mandated costs, this bill states no reimbursement will be provided, but local agencies can seek remedies for these costs. (Based on 09/05/2024 text)
Priority: (2) Priority
Subject: Human Resources

AB 2632 (Wilson, D
) Planning and zoning: thrift retail stores.

Current Text: 09/09/2024 - Enrollment HTML PDF
Last Amended: 07/02/2024
Status: 09/09/2024 - Enrolled and presented to the Governor at 3:30 p.m.

Summary: The Planning and Zoning Law requires counties and cities to adopt a comprehensive long-term general plan for physical development, which can be amended if it serves the public interest. It also allows local governments to adopt ordinances regulating land use, including industry, businesses, residences, and open spaces. This bill mandates that local agencies treat thrift retail stores the same as non-thrift retail stores selling similar new items concerning zoning, 47 Tracked State Legislation Page 13 9/11/24
development standards, and permitting. Local agencies can impose aesthetic or design standards on thrift stores but cannot prohibit them from receiving used or donated items for resale, recycling, or reuse. The bill imposes additional responsibilities on local officials, establishing a state-mandated local program. It clarifies that it does not prevent the adoption of reasonable local ordinances on retail stores selling new items similar to those in thrift stores. The bill asserts that its changes address statewide concerns and thus apply to all cities, including charter cities. It specifies that no state reimbursement to local agencies is necessary for implementing the bill's mandates. (Based on 08/31/2024 text) Position: Oppose
Priority: (4) Standard
Subject: Planning, Land Use, Housing

AB 2715 (Boerner, D
) Ralph M. Brown Act: closed sessions.

Current Text: 08/27/2024 - Enrolled HTML PDF
Last Amended: 04/24/2024
Status: 08/27/2024 - Enrolled and presented to the Governor at 12 p.m.

Summary: The Ralph M. Brown Act mandates that meetings of local legislative bodies be open to the public, allowing everyone to attend and participate. It permits closed sessions only for certain issues, such as threats to essential public services. The new bill extends this to allow closed sessions with additional law enforcement or security personnel for cybersecurity threats to critical infrastructure. According to constitutional provisions, any law limiting public access to meetings or officials' writings must include findings justifying the need to protect certain interests. The bill includes such legislative findings to comply with these constitutional requirements, ensuring transparency and public access. (Based on 08/22/2024 text)
Priority: (5) Track/Watch
Subject: Legal and Records Management, Public Safety

AB 2729 (Patterson, Joe, R
) Development projects: permits and other entitlements.

Current Text: 09/05/2024 - Enrolled HTML PDF
Last Amended: 08/21/2024
Status: 08/31/2024 - Read third time. Passed. Ordered to the Assembly. (Ayes 36. Noes 2.). In Assembly. Concurrence in Senate amendments pending. Senate amendments concurred in. To Engrossing and Enrolling.

Summary: The Planning and Zoning Law mandates that each county and city must develop a comprehensive long-term general plan for its physical development, including specified areas outside its boundaries, which must contain a housing element. The Permit Streamlining Act requires lead public agencies to decide on development projects within specific time frames. Existing law extended the validity of housing entitlements issued before March 4, 2020, for 18 months, if they were set to expire before December 31, 2021. This bill further extends the expiration of housing entitlements issued before January 1, 2024, for an additional 18 months if they are due to expire before December 31, 2025. The extension is tolled if the entitlement is under legal challenge. This bill imposes additional responsibilities on local officials regarding housing entitlements and applies statewide, including to charter cities. The bill also states that no state reimbursement to local agencies and school districts is required by this act based on a specified reason. (Based on 09/05/2024 text) Position: Oppose
Priority: (4) Standard
Subject: Planning, Land Use, Housing

AB 2814 (Low, D
) Crimes: unlawful entry: intent to commit package theft.

Current Text: 02/15/2024 - Introduced HTML PDF
Status: 05/16/2024 - Failed Deadline pursuant to Rule 61(b)(8). (Last location was APPR. SUSPENSE FILE on 4/17/2024)

48 Tracked State Legislation Page 14 9/11/24
Summary: According to the current laws, it is considered burglary if a person enters a house, room, apartment, or other designated space with the intention of committing theft or any other felony. The punishment for burglary ranges from 1-6 years in prison. This new bill aims to extend this law to include the curtilage (surrounding area) of a home, specifically targeting individuals attempting to steal packages delivered by mail or carrier. This bill would classify the violation of this law as either a misdemeanor or a felony, and would require the state to provide reimbursement to local agencies for any associated costs. However, the bill also states that no reimbursement would be given for a specific reason. (Based on 02/15/2024 text)
Priority: (4) Standard
Subject: Public Safety

AB 2854 (Irwin, D
) Bradley-Burns Uniform Local Sales and Use Tax Law.

Current Text: 09/09/2024 - Enrollment HTML PDF
Last Amended: 08/15/2024
Status: 09/09/2024 - Enrolled and presented to the Governor at 3:30 p.m.

Summary: The Bradley-Burns Uniform Local Sales and Use Tax Law allows counties and cities to impose their own sales and use taxes in line with the Sales and Use Tax Law. Since January 1, 2016, local agencies are prohibited from entering agreements that would lead to the redistribution or rebate of Bradley-Burns local tax revenues if it reduces the amount another local agency would receive, and the retailer still has a presence in that agency's territory, with some exceptions. A new bill mandates local agencies to annually report such agreements to the California Department of Tax and Fee Administration and publish this information on their websites, with penalties for non-compliance. It also creates additional state-mandated duties for local agencies, for which the California Constitution requires state reimbursement. (Based on 08/31/2024 text)
Priority: (5) Track/Watch
Subject: Municipal Funding and Procurement

AB 2911 (McKinnor, D) Campaign contributions: agency officers.

Current Text: 04/16/2024 - Amended HTML PDF
Last Amended: 04/16/2024
Status: 07/02/2024 - In committee: Set, first hearing. Held without recommendation.

Summary: The Political Reform Act of 1974 is a law that prevents government officials from accepting large contributions from individuals or groups while a decision is being made about a license, permit, or other use. This rule applies for 12 months after a decision is made, if the official is aware that the contributor has a financial interest in the matter. If the official violates this rule, they can fix it by returning the amount over $250 within 14 days. The law also stops parties and their representatives from giving more than $250 to an official in the same situation. This proposal suggests increasing the limit to $1500. This law was created to prevent corruption in politics and can be changed by a 2/3 vote in the Legislature with certain procedures. This proposal is in line with the law's purpose. (Based on 04/16/2024 text) Priority: (5) Track/Watch
Subject: Elections and Campaigns

AB 2943 (Zbur, D
) Crimes: shoplifting.

Current Text: 08/16/2024 - Chaptered HTML PDF
Last Amended: 08/05/2024
Status: 08/16/2024 - Chaptered by Secretary of State - Chapter 168, Statutes of 2024

Summary: 1. Existing law differentiates theft into grand theft and petty theft, penalizing petty theft as a misdemeanor and grand theft as either a misdemeanor or a felony. Grand theft includes thefts over $950 from related acts. The bill extends this to acts against multiple victims or in different counties and clarifies that evidence of related acts can include those involving similar motives, nature, or occurring within 90 days. 2. Possessing unlawfully acquired property worth over $950 49 Tracked State Legislation Page 15 9/11/24
from shoplifting, theft, or burglary with intent to sell or act with others for resale is proposed as a crime, punishable as a misdemeanor or felony. Property value is aggregated with related possessions over two years. 3. Shoplifting, defined as theft from an open business of property not exceeding $950, is currently a misdemeanor. The bill lets officers arrest for shoplifting without a warrant based on probable cause and prevents nuisance actions against businesses for reporting retail crime unless the report is false. 4. Law mandates releasing misdemeanor arrestees unless exceptions apply, including intoxication, medical needs, or lacking identification. Currently, organized retail theft exemption lasts until January 1, 2026; this bill extends it to January 1, 2031. 5. The bill extends the authorization for diversion programs for repeat theft offenders from January 1, 2026, to January 1, 2031. 6. Courts can suspend sentences and set probation terms, usually up to one year for misdemeanors and up to three years for specific theft cases. This bill proposes a two-year probation for petty theft or shoplifting, with potential referral to rehabilitation programs, particularly for offenders under 25, focusing on restorative and positive youth development. 7. The California Constitution mandates state reimbursement for certain local costs. This bill states that if the Commission on State Mandates identifies state-mandated costs, reimbursement procedures will follow established statutory provisions. (Based on 08/16/2024 text) Position: Oppose unless amended
Priority: (4) Standard
Subject: Public Safety

AB 3021 (Kalra, D
) Criminal procedure: interrogations.

Current Text: 05/09/2024 - Amended HTML PDF
Last Amended: 05/09/2024
Status: 08/31/2024 - Ordered to inactive file at the request of Senator Gonzalez.

Summary: This law states that a prosecuting attorney or an investigator cannot speak to a victim or witness without first identifying themselves and their employment and clarifying if they are working for the prosecution or the defendant. This also applies to interviews that take place in person, where the interviewer must show official identification. This bill requires peace officers, attorneys, and investigators to clearly identify themselves and provide specific information when interviewing a family member of someone who has been killed or seriously injured by a peace officer. This may increase responsibilities for local law enforcement and is considered a state-mandated program. In accordance with the California Constitution, the state must reimburse local agencies and school districts for costs mandated by the state. If the Commission on State Mandates deems this bill to have such costs, reimbursement will be made according to established procedures. (Based on 05/09/2024 text)
Position: Oppose
Priority: (4) Standard
Subject: Public Safety

AB 3161 (Bonta, D
) Health facilities: patient safety and antidiscrimination.

Current Text: 09/06/2024 - Enrollment HTML PDF
Last Amended: 08/23/2024
Status: 09/06/2024 - Enrolled and presented to the Governor at 4 p.m.

Summary: Existing law mandates health facilities to be licensed and regulated by the State Department of Public Health and requires them to implement a patient safety plan aimed at improving patient safety and reducing preventable incidents.

The plan must include a reporting system for patient safety events and a process for staff to conduct root cause analyses.

The proposed bill introduces the requirement for this reporting system to facilitate anonymous reporting and mandates that patient safety event analyses consider sociodemographic factors to identify disparities. Health facilities must stratify data according to prescribed categories, disclosing certain sociodemographic factors only if voluntarily provided by patients.

Additionally, the bill requires the safety plan to address racism and discrimination's effects on patient health and safety. This includes monitoring disparities, developing interventions, and encouraging staff to report racism and discrimination. From January 1, 2026, health facilities must submit patient safety plans to the department’s licensing and certification division biannually. The department can impose fines up to $5000 for non-compliance and grant 60-day extensions for submissions.

These safety plans will be publicly accessible on the department's website. The bill expands the definition of a crime by broadening health facility requirements and specifying no state reimbursement to local agencies for the mandated costs. (Based on 08/31/2024 text)
50 Tracked State Legislation Page 16 9/11/24
Position: Support
Priority: (4) Standard
Subject: Public Safety

AB 3171 (Soria, D) Controlled substances: fentanyl.

Current Text: 04/23/2024 - Amended HTML PDF
Last Amended: 04/23/2024
Status: 05/16/2024 - Failed Deadline pursuant to Rule 61(b)(8). (Last location was APPR. SUSPENSE FILE on 5/1/2024)

Summary: There are laws that divide drugs into 5 categories and have strict punishments for those in Schedule I. Fentanyl is currently in Schedule II. Possessing a controlled substance for sale can lead to up to 4 years in jail, while transportation and sale can result in 5 years in jail. However, this bill proposes to increase penalties for larger amounts of fentanyl or similar drugs, with potential sentences of up to 9 years for transportation. This bill may require local agencies to implement these penalties, but it will not result in any additional costs for the state to reimburse them. (Based on 04/23/2024 text) Priority: (5) Track/Watch
Subject: Public Safety

AB 3182 (Lackey, R) Land conservation: California Wildlife, Coastal, and Park Land Conservation Act: County of San Bernardino.

Current Text: 04/24/2024 - Amended HTML PDF
Last Amended: 04/24/2024
Status: 08/15/2024 - In committee: Held under submission.

Summary: The California Wildlife Coastal and Park Land Conservation Act, which was approved by voters in 1988, provides money to protect and conserve wildlife, coastal, and parkland areas. This act can be changed by a 2/3 vote if it stays true to its original purpose. People who receive money from this act must keep the land forever and only use it for conservation purposes. The act also allows the County of San Bernardino to sell or exchange their land, but only if certain conditions are met and the land is used for community gardens, education, or conserving wildlife. A new bill has been proposed that would allow the land to also be used for parks, recreation, and preserving historical sites. The county must have a detailed land plan before they can sell or exchange land, and this bill eliminates the specific procedures for using any extra money from these exchanges. The bill also allows for the use of income generated from the protected areas for various purposes, as long as it aligns with the act's goals. (Based on 04/24/2024 text) Position: Support
Priority: (2) Priority
Subject: Planning, Land Use, Housing

AB 3209 (Berman, D
) Crimes: theft: retail theft restraining orders.

Current Text: 08/16/2024 - Chaptered HTML PDF
Last Amended: 06/29/2024
Status: 08/16/2024 - Chaptered by Secretary of State - Chapter 169, Statutes of 2024

Summary: Existing law prohibits the theft of merchandise from retail establishments and allows courts to issue protective orders against individuals convicted of certain offenses, such as stalking and elder abuse, prohibiting them from contacting their victims. This bill expands the court's authority to issue protective orders to include individuals convicted of theft, vandalism, or battery at retail establishments. The orders would bar these individuals from entering the affected retail establishment, its parking lots, and other franchise or chain locations. Additionally, prosecuting attorneys and other legal representatives can request these protective orders against individuals who have been arrested multiple times for related offenses at the same retail location. Violating such protective orders would be punishable as a misdemeanor. The bill exempts violations of these retail establishment restraining orders from the general requirement that arrested individuals for 51 Tracked State Legislation Page 17 9/11/24
misdemeanors be released upon a signed promise to appear. Lastly, the bill specifies that no state reimbursement is required for the associated local costs, per the California Constitution. (Based on 08/16/2024 text) Position: Oppose unless amended
Priority: (4) Standard
Subject: Public Safety

AB 3241 (Pacheco, D) Law enforcement: police canines.

Current Text: 08/15/2024 - Amended HTML PDF
Last Amended: 08/15/2024
Status: 08/31/2024 - Ordered to inactive file at the request of Senator Gonzalez.

Summary: Existing law mandates that all law enforcement agencies maintain a use of force policy and that the Commission on Peace Officer Standards and Training (POST) provide training courses on the use of force. This bill requires the commission, by July 1, 2026, to study and recommend to the Legislature the use of canines by law enforcement. Current law also mandates that law enforcement agencies report monthly instances of use of force resulting in serious injury or death to the Department of Justice, which then posts an annual summary online. This bill adds that agencies with canine units must annually publish a report on their use of canines online. It imposes additional duties on local law enforcement and provides that required reimbursements to local agencies will be handled according to statutory procedures if deemed state-mandated costs. The bill's enforcement depends on the passing of AB 2042 in the 2023-24 Regular Session. (Based on 08/15/2024 text)
Priority: (5) Track/Watch
Subject: Public Safety

SB 4 (Wiener, D
) Planning and zoning: housing development: higher education institutions and religious institutions.

Current Text: 10/11/2023 - Chaptered HTML PDF
Last Amended: 09/01/2023
Status: 10/11/2023 - Approved by the Governor. Chaptered by Secretary of State. Chapter 771, Statutes of 2023.

Summary: This bill would make it easier for certain development projects to get approval. It would require local governments to approve projects on certain land owned by an independent institution of higher education or religious institution if the project meets certain criteria. This includes that 100% of the project's units are affordable to lower income households, and that the project is located close to a public transit stop or car sharing vehicle. The bill also prohibits local governments from imposing certain kinds of requirements on these projects, such as more parking than necessary. Finally, the bill would prevent the California Environmental Quality Act from applying to these projects. (Based on 10/11/2023 text) Priority: (4) Standard

SB 31 (Jones, R) Encampments: sensitive areas: penalties.

Current Text: 03/22/2023 - Amended HTML PDF
Last Amended: 03/22/2023
Status: 02/01/2024 - Returned to Secretary of Senate pursuant to Joint Rule 56.

Summary: This bill would prohibit a person from sitting, lying, sleeping, or placing personal property on any street sidewalk or other public right-of-way within 1000 feet of a sensitive area, such as an intersection or school, as defined. A violation of this prohibition would be considered a public nuisance, and can be abated and prevented as provided by law. A violation could be charged as either a misdemeanor or an infraction. In order to enforce these rules, the prosecutor must provide at least 72 hours of notice before commencing any action. This bill would also prohibit the state from being required to reimburse for costs associated with enforcing these rules. (Based on 03/22/2023 text) Position: Support if amended
Priority: (3) Significant
52 Tracked State Legislation Page 18 9/11/24

SB 50 (Bradford, D) Vehicles: enforcement.

Current Text: 09/07/2023 - Amended HTML PDF
Last Amended: 09/07/2023
Status: 09/14/2023 - Failed Deadline pursuant to Rule 61(a)(14). (Last location was INACTIVE FILE on 9/14/2023)(May be acted upon Jan 2024)

Summary: This bill proposes to change existing law by prohibiting a police officer from making a stop or detaining a person for a minor infraction (like a traffic violation) unless they have a separate independent ground for doing so. It also would allow police officers to send out citations and warnings to vehicle or bicycle owners if they can identify the owner but don’t have grounds to stop them. Additionally, it authorizes local authorities to enforce Vehicle Code violations without involving a peace officer. This proposed change in the law is subject to the passage of two other bills (AB 436 and AB 825). (Based on 09/07/2023 text)
Position: Oppose
Priority: (3) Significant
Subject: Public Safety

SB 94 (Cortese, D) Recall and resentencing: special circumstances.

Current Text: 09/07/2023 - Amended HTML PDF
Last Amended: 09/07/2023
Status: 08/13/2024 - From inactive file. Ordered to third reading.

Summary: This bill would allow people convicted of murder in the first degree and sentenced to life imprisonment without the possibility of parole, before the June 5, 1990, statewide primary election to petition the court for a court case re-hearing if they have served at least 25 years in custody. The court would consider mitigating circumstances presented by the petitioner and to look at changes in law that would reduce sentences or allow for judicial discretion. Victims of the crime would also be entitled to receive notice of all proceedings and specified rights under the Victims' Bill of Rights Act of 2008 (Marsy's Law). (Based on 09/07/2023 text)
Position: Oppose
Priority: (4) Standard
Subject: Public Safety

SB 423 (Wiener, D
) Land use: streamlined housing approvals: multifamily housing developments.

Current Text: 10/11/2023 - Chaptered HTML PDF
Last Amended: 09/01/2023
Status: 10/11/2023 - Approved by the Governor. Chaptered by Secretary of State. Chapter 778, Statutes of 2023.

Summary: This bill would make changes to the Planning and Zoning Law, which authorizes a streamlined ministerial approval process for multifamily housing developments that satisfy specific objective planning standards. Under the bill, the Department of General Services would be able to act in the place of a locality or local government. The bill would extend the operation of the streamlined ministerial approval process until January 1, 2036. It would also provide changes to the objective planning standards, such as revising the standard that prohibits a multifamily housing development from being subject to the streamlined ministerial approval process if it’s located in a coastal zone, and removing a prohibition on a development being located in a High Fire Severity Zone. The bill would also require a local government’s Planning Director or equivalent to determine that the development is consistent with the objective planning standards in order for it to be approved, as well as require a public meeting if the development is located in a census tract designated as a Moderate Resource Area, Low Resource Area, or Area of High Segregation and Poverty. The bill would also prohibit design reviews and public oversight of the development, and would impose a state-mandated local program. (Based on 10/11/2023 text) Position: Oppose
53 Tracked State Legislation Page 19 9/11/24
Priority: (3) Significant

SB 450 (Atkins, D) Housing development: approvals.

Current Text: 09/09/2024 - Enrollment HTML PDF
Last Amended: 08/22/2024
Status: 09/09/2024 - Enrolled and presented to the Governor at 3 p.m.

Summary: The text describes a legislative bill that amends existing planning and zoning laws governing housing development and the Subdivision Map Act: 1. The bill changes the approval process for small-scale housing developments (up to 2 residential units) in single-family zones by removing the restriction that no more than 25% of the exterior structural walls can be demolished, and by mandating that objective zoning, subdivision, and design standards must apply uniformly to development within a zone or be more permissive. The bill also stipulates that local agencies must decide on proposed housing development applications within 60 days, and if denied, must provide detailed feedback on how to remedy deficiencies. 2. In the context of the Subdivision Map Act, the bill specifies that any imposed zoning and design standards must relate to the design or improvement of parcels. It similarly removes the provision allowing local agencies to deny proposals based on adverse impacts on the physical environment, and includes the same 60-day decision timeline and requirement for feedback on denied applications. 3. The bill makes additional non-substantive adjustments to align with these changes. 4. It also updates findings to declare that the amendments address statewide concerns, thus applying to all cities, including charter cities. 5. By adding responsibilities for local agencies regarding land use regulations, the bill defines these duties as part of a state-mandated local program, and specifies that no state reimbursement is required for the costs incurred by local agencies due to these changes. (Based on 09/03/2024 text) Position: Oppose
Priority: (4) Standard
Subject: Planning, Land Use, Housing

SB 536 (Rubio, D
) Surplus state real property: Heman G. Stark Youth Correctional Facility.

Current Text: 09/10/2024 - Enrollment HTML PDF
Last Amended: 08/19/2024
Status: 09/10/2024 - Enrolled and presented to the Governor at 4 p.m.

Summary: Existing law mandates that state agencies assess and report surplus lands to the Department of General Services. There is a prescribed process for disposing of such surplus state property. This bill would enable the Director of General Services to sell or lease the Department of Corrections and Rehabilitation Heman G Stark Youth Correctional Facility in Chino to the City of Chino at fair market value, or below for affordable housing, with the sale’s proceeds funding bond payments and associated costs. It would also exempt the sale from the California Environmental Quality Act. Any net proceeds would be deposited into the Special Fund for Economic Uncertainties, making it a continuously appropriated fund.

Additionally, after December 31, 2028, the director could dispose of the property following standard surplus property disposal procedures. (Based on 09/04/2024 text)
Position: Support
Priority: (1) Sponsored
Subject: Planning, Land Use, Housing

SB 690 (Rubio, D
) Domestic violence.

Current Text: 09/05/2024 - Enrolled HTML PDF
Last Amended: 08/19/2024
Status: 08/31/2024 - Read third time. Passed. Ordered to the Senate. In Senate. Concurrence in Assembly amendments pending. Assembly amendments concurred in. (Ayes 40. Noes 0.) Ordered to engrossing and enrolling.

Summary: Existing law punishes causing corporal injury resulting in a traumatic condition to certain victims, such as a spouse or former spouse, with imprisonment for 2, 3, or 4 years, or up to one year in county jail, a fine up to $6000, or both. 54 Tracked State Legislation Page 20 9/11/24
Prosecution must start within 5 years for crimes committed from January 1, 2020. The bill proposes extending the prosecution period to 7 years for crimes committed from January 1, 2025, and for crimes not yet expired under the previous statute of limitations. (Based on 09/05/2024 text)
Position: Support
Priority: (4) Standard
Subject: Public Safety

SB 796 (Alvarado-Gil, R
) Threats: schools and places of worship.

Current Text: 04/27/2023 - Amended HTML PDF
Last Amended: 04/27/2023
Status: 08/15/2024 - Failed Deadline pursuant to Rule 61(b)(14). (Last location was APPR. SUSPENSE FILE on 7/2/2024)

Summary: This bill would make it a crime for someone to threaten to commit a crime that would result in death or great bodily injury to someone at a school or place of worship. The person making the threat must have the intent that it is a serious threat and it must cause sustained fear in anyone who hears it. If they are over 18 years old they could be guilty of a felony, punishable by up to a year in prison. Under 18 and it would be a misdemeanor. The state would not have to reimburse local agencies or school districts for any costs associated with this new crime. (Based on 04/27/2023 text) Position: Support
Priority: (4) Standard
Subject: Public Safety

SB 905 (Wiener, D) Crimes: theft from a vehicle.

Current Text: 08/16/2024 - Chaptered HTML PDF
Last Amended: 07/01/2024
Status: 08/16/2024 - Approved by the Governor. Chaptered by Secretary of State. Chapter 170, Statutes of 2024.

Summary: Existing law defines burglary to include entering a locked vehicle with the intent to commit theft or a felony and penalizes it as either a misdemeanor or a felony. The proposed bill would make forcibly entering a vehicle with such intent punishable by up to one year in county jail or 16 months, 2 years, or 3 years in state prison, thereby creating a new crime and imposing a state-mandated local program. Furthermore, existing law bans taking another's property, removing vehicle parts without consent, and possessing stolen property, with such violations punishable as misdemeanors or felonies. The bill adds that unlawfully possessing stolen property worth over $950 from vehicle-related thefts or tampering, with the intent to sell or exchange, is a crime punishable as a misdemeanor or felony. It allows aggregation of the value of stolen property over the past two years for this determination. The California Constitution requires the state to reimburse local agencies and school districts for certain state-mandated costs. The bill states no reimbursement is needed for this act for a specified reason. (Based on 08/16/2024 text)
Position: Oppose unless amended
Priority: (2) Priority
Subject: Public Safety

SB 937 (Wiener, D
) Development projects: fees and charges.

Current Text: 09/04/2024 - Enrollment HTML PDF
Last Amended: 08/22/2024
Status: 09/04/2024 - Enrolled and presented to the Governor at 4 p.m.

Summary: The Mitigation Fee Act regulates fees imposed on development projects, such as water and sewer connection fees and fees for solar energy systems. Local agencies must comply with various conditions when imposing these fees. The Act generally prohibits collecting fees for residential developments until the final inspection or issuance of a certificate of occupancy, except for utility service fees, which can be collected when the application is received. Certain non-profit 55 Tracked State Legislation Page 21 9/11/24
housing developments are exempt from these fees. A new bill modifies existing provisions by: 1. Limiting utility service fees to costs related to connections and capping them at the actual costs incurred. 2. Extending fee exemptions to all housing developers meeting specified conditions. 3. Prohibiting fee collection for public improvements until the first certificate of occupancy is issued, with exceptions allowing earlier collection if specific conditions are met. 4. Allowing developers to post a performance bond or letter of credit to guarantee fee payment. 5. Authorizing local agencies to require contracts for unpaid fees at the building permit stage. The bill also allows local agency officials to approve and execute these contracts and requires posting a model contract on the agency's website. (Based on 08/30/2024 text) Priority: (5) Track/Watch
Subject: Planning, Land Use, Housing

SB 982 (Wahab, D
) Crimes: organized theft.

Current Text: 08/16/2024 - Chaptered HTML PDF
Last Amended: 07/01/2024
Status: 08/16/2024 - Approved by the Governor. Chaptered by Secretary of State. Chapter 171, Statutes of 2024.

Summary: Existing law, effective until January 1, 2026, classifies organized retail theft as punishable by misdemeanor or felony. This includes acting with others to steal merchandise from physical or online stores to sell or return it for profit, knowingly receiving or possessing stolen goods, and organizing or managing theft plans. The bill proposes to extend this law indefinitely. Since this extension involves an existing crime, it would require a state-mandated local program. Although the California Constitution requires state reimbursement for certain local costs, this bill specifies that no reimbursement is necessary for the extension. (Based on 08/16/2024 text) Position: Support
Priority: (4) Standard
Subject: Public Safety

SB 989 (Ashby, D) Domestic violence: deaths.

Current Text: 09/04/2024 - Enrollment HTML PDF
Last Amended: 08/22/2024
Status: 09/04/2024 - Enrolled and presented to the Governor at 4 p.m.

Summary: The text describes a proposed bill involving procedures and authorizations related to the handling of deceased individuals' photographs and investigations during autopsies and death inquiries under specific conditions: 1. **Existing Law on Photographs of Deceased Individuals**: Current law largely prohibits reproducing or distributing photographs or videos of deceased persons taken by coroners unless used in particular circumstances, such as civil actions, with written authorization from a legal heir or representative. This bill expands the authorization to include family members and reinforces identity verification to prevent perjury. 2. **Coroner's Investigation of Suicides**: Current law mandates coroners investigate deaths where suicide is suspected, adding that the bill specifies these should include cases where the deceased had a history of domestic violence. It allows coroners to consult with forensic pathologists if there is a reasonable suspicion involving domestic violence. 3. **Law Enforcement Requirements**: Law enforcement must interview family members before determining the cause of death if the deceased had a history of domestic violence. Officers can request a full autopsy under certain conditions and must be updated on domestic violence training. 4. **Peace Officer Training**:

Guidelines for law enforcement response to domestic violence must now include indicators of domestic homicide and the identification of staged crime scenes. 5. **Financial Implications**: The bill makes provisions for state reimbursement to local agencies for mandated costs, except where specified otherwise. The bill aims to tighten procedures surrounding the investigation of deaths potentially related to domestic violence, ensure proper training for officers, and expand the scope of who can authorize the use of sensitive photographs. (Based on 08/30/2024 text) Position: Support
Priority: (4) Standard
Subject: Public Safety

SB 1000 (Ashby, D
) Connected devices: device protection requests.

Current Text: 06/24/2024 - Amended HTML PDF
56 Tracked State Legislation Page 22 9/11/24
Last Amended: 06/24/2024
Status: 08/15/2024 - Failed Deadline pursuant to Rule 61(b)(14). (Last location was APPR. SUSPENSE FILE on 8/7/2024)

Summary: Existing law allows courts to issue restraining orders to prevent abuse based on reasonable proof of past abuse.

These orders can be issued based solely on the affidavit or testimony of the person requesting the order. Furthermore, manufacturers of connected devices are required to implement appropriate security features to protect against unauthorized access and misuse of information. This bill, effective January 1, 2026, requires account managers to disable a perpetrator's access to a device or account within two days of a protection request from a survivor. Survivors can include a signed affidavit with their requests, expanding the crime of perjury. The bill mandates that account managers keep survivors' information confidential and securely dispose of it. Additionally, enforcement can be sought through court actions by various legal authorities or injured parties. The bill extends existing prohibitions to internet-connected devices and requires vehicle manufacturers to allow drivers to manually disable remote technology in vehicles. Survivors must submit a vehicle separation notice through secure remote means within seven days of disabling the remote technology. (Based on 06/24/2024 text)
Position: Support
Priority: (4) Standard
Subject: Public Safety

SB 1034 (Seyarto, R
) California Public Records Act: state of emergency.

Current Text: 07/18/2024 - Chaptered HTML PDF
Last Amended: 06/05/2024
Status: 07/18/2024 - Chaptered by Secretary of State - Chapter 161, Statutes of 2024

Summary: The California Public Records Act mandates that state and local agencies must allow public access to their records unless specified otherwise. Existing law requires agencies to determine if requested records can be disclosed and to inform the requester within 10 days. This period can be extended by up to 14 days under certain "unusual circumstances." The new bill updates the definition of "unusual circumstances" to include delays caused by a state of emergency, affecting the agency's ability to respond due to staffing issues or facility closures. Additionally, the California Constitution requires local agencies to provide access to public meetings and writings, and any new laws that amend public records or open meetings must show how they further these constitutional requirements. This bill includes such legislative findings. (Based on 07/18/2024 text)
Position: Support
Priority: (3) Significant
Subject: Legal and Records Management

SB 1037 (Wiener, D
) Planning and zoning: housing element: enforcement.

Current Text: 09/06/2024 - Enrolled HTML PDF
Last Amended: 08/23/2024
Status: 08/31/2024 - Read third time. Passed. Ordered to the Senate. In Senate. Concurrence in Assembly amendments pending. Assembly amendments concurred in. (Ayes 23. Noes 9.) Ordered to engrossing and enrolling.

Summary: The Planning and Zoning Law requires cities and counties to adopt a general plan for land use development, which includes a housing element. The Department of Housing and Community Development (HCD) checks if the housing element follows specified legal provisions. If a city or county violates these provisions, HCD can notify the local government and the Attorney General. Housing development applications must follow certain streamlined approval processes if they meet objective standards. If a court finds a city's or county's general plan or mandatory elements invalid, the government must comply with specific corrective actions within set timelines. The proposed bill states that if the Attorney General or HCD sues to enforce housing element revisions or related state laws, offending cities or counties could face civil penalties ranging from $10,000 to $50,000 per month. These penalties apply when the local agency's actions are arbitrary, capricious, unsupported by evidence, contrary to public policy, unlawful, or procedurally unfair. Penalties would be directed 57 Tracked State Legislation Page 23 9/11/24
to the Building Homes and Jobs Trust Fund for affordable housing development in the offending jurisdiction, subject to legislative appropriation. If a city or county fails to pay the penalties, the court can order the State Controller to divert state and local funds to the Trust Fund. This bill also declares that these changes address a statewide concern and thus apply to all cities, including charter cities. (Based on 09/06/2024 text) Position: Oppose
Priority: (2) Priority
Subject: Planning, Land Use, Housing

SB 1046 (Laird, D) Organic waste reduction: program environmental impact report: small and medium compostable material handling facilities or operations.

Current Text: 09/03/2024 - Enrollment HTML PDF
Last Amended: 06/12/2024
Status: 09/03/2024 - Enrolled and presented to the Governor at 3 p.m.

Summary: Existing law requires the Department of Resources Recycling and Recovery, in consultation with the State Air Resources Board, to implement regulations to reduce organic waste in landfills and assess progress by the waste sector, state, and local governments. If progress is insufficient, the department can offer incentives. The California Environmental Quality Act (CEQA) mandates a lead agency to prepare an environmental impact report for projects with potential significant environmental effects or adopt a negative declaration if there are no significant effects. Current regulations outline the benefits of a program environmental impact report. This bill mandates the Department of Resources Recycling and Recovery to prepare and certify a program environmental impact report by January 1, 2027, to simplify the development and siting of small and medium compostable material handling facilities for processing organic material. (Based on 08/28/2024 text)
Priority: (5) Track/Watch

SB 1055 (Min, D
) Accessory dwelling units: regional housing need.

Current Text: 02/08/2024 - Introduced HTML PDF
Status: 04/25/2024 - Failed Deadline pursuant to Rule 61(b)(5). (Last location was HOUSING on 2/21/2024)

Summary: Current laws require that the Department of Housing and Community Development (HCD) works with each council of governments (COG) to determine the housing needs for each region. COGs or HCD must create a final regional housing plan for cities and counties, which divides the regional housing needs among them and helps to achieve certain goals. The city or county's planning agency must provide an annual report by April 1st to its legislative body, the Office of Planning and Research, and HCD. This report should include progress made in meeting its share of regional housing needs. The Planning and Zoning Law allows local agencies to approve accessory dwelling units (ADUs) in residential areas through an ordinance or simple approval process. These ADUs must comply with certain standards such as parking, height, setback, landscape design, and maximum size. However, the law prohibits local agencies from setting height limits for attached ADUs that would prevent them from reaching a height of 25 feet. This new bill would prohibit qualifying local agencies, determined by HCD to have entitled more housing units than their share of regional housing needs for low- and very low-income categories, from setting height limitations that would restrict attached ADUs from reaching at least 16 feet in height. (Based on 02/08/2024 text)
Position: Oppose
Priority: (4) Standard
Subject: Planning, Land Use, Housing

SB 1122 (Seyarto, R
) Peace officers: educational requirements.

Current Text: 03/18/2024 - Amended HTML PDF
Last Amended: 03/18/2024
Status: 06/13/2024 - Withdrawn from engrossing and enrolling. Ordered to the Assembly. In Assembly. Held at Desk.

58 Tracked State Legislation Page 24 9/11/24
Summary: Under existing law, peace officers in our state must meet certain standards, including age and education requirements. The Chancellor of the California Community Colleges, with input from the Commission on Peace Officer Standards and Training and other advisors, is developing a new degree program in modern policing. This program will also include recommendations for a bachelor's degree in a related discipline, and a report outlining how this program will be implemented must be submitted to the Legislature by June 1, 2023. Within two years of this report, the Commission will adopt the recommended criteria. This new bill clarifies that officers may obtain a bachelor's or associate's degree after completing the Peace Officer Standards and Training program, within 36 months of being hired as an officer. (Based on 03/18/2024 text)
Priority: (5) Track/Watch
Subject: Public Safety

SB 1123 (Caballero, D
) Planning and zoning: subdivisions: ministerial review.

Current Text: 09/09/2024 - Enrollment HTML PDF
Last Amended: 08/19/2024
Status: 09/09/2024 - Enrolled and presented to the Governor at 3 p.m.

Summary: The Starter Home Revitalization Act of 2021 mandates that local agencies must review housing development projects meeting certain criteria without discretionary review. The Act applies to developments with 10 or fewer units, zoned for multifamily use, no larger than 5 acres, with parcels no smaller than 600 square feet. It prohibits imposing certain zoning or design standards that would impede these developments. Proposed amendments include: 1. Accessory dwelling units (ADUs) or junior ADUs will not count towards the 10-unit limit. 2. The land can be zoned for single-family residential use if it is vacant and no larger than 1.5 acres, with parcels no smaller than 1200 square feet. 3. Local agencies can impose height limits on vacant lots zoned for single-family residential use. Additionally, the amendments expand ownership conditions to include tenancy in common. It also lowers the required density for developments on non-identified parcels to at least 66% of the maximum allowable density. The provisions of this bill will take effect on July 1, 2025. The bill states that these changes address statewide concerns and include provisions for state reimbursement to local agencies for any mandated costs. (Based on 09/03/2024 text)
Position: Oppose
Priority: (4) Standard
Subject: Planning, Land Use, Housing

SB 1144 (Skinner, D
) Marketplaces: online marketplaces.

Current Text: 08/16/2024 - Chaptered HTML PDF
Last Amended: 07/01/2024
Status: 08/16/2024 - Approved by the Governor. Chaptered by Secretary of State. Chapter 172, Statutes of 2024.

Summary: Existing law necessitates that online marketplaces require high-volume third-party sellers to disclose specific information and suspend sales if they don't comply. It also mandates certain data retention and security practices. A high- volume third-party seller is defined by a set number of sales transactions processed by the online marketplace. An online marketplace is defined as a platform enabling sales, payments, and deliveries of consumer products with a contractual relationship with consumers. The new bill revises these definitions. It removes the requirement that transactions be processed by the marketplace and instead requires that transactions simply utilize the marketplace. It also removes the need for the platform’s features to be used by third-party sellers and the necessity of a contractual relationship with consumers. The bill also requires online marketplaces to establish policies against selling stolen goods and to provide mechanisms for reporting such activities. Marketplaces must alert law enforcement if they know or should know about the sale of stolen goods to California residents. Violations of these provisions can result in civil penalties up to $10,000 and legal fees. The bill extends the right to bring civil actions to district attorneys, city attorneys, or county counsels, beyond the Attorney General. These changes will take effect on July 1, 2025. (Based on 08/16/2024 text) Position: Support
Priority: (4) Standard
Subject: Public Safety

SB 1164 (Newman, D
) Property taxation: new construction exclusion: accessory dwelling units. 59 Tracked State Legislation Page 25 9/11/24
Current Text: 05/16/2024 - Amended HTML PDF
Last Amended: 05/16/2024
Status: 06/24/2024 - June 24 set for first hearing canceled at the request of author.

Summary: The California Constitution places a limit of 1% on ad valorem taxes for real property. This means that property taxes cannot exceed 1% of the full cash value of the property. The full cash value is determined by the assessor and can be found on the 1975-76 tax bill or the appraised value of the property if there has been a change in ownership or new construction. This bill excludes newly constructed accessory dwelling units from being classified as new construction until January 1, 2030, as long as the unit is used as residential housing. To claim this exclusion, the property owner must inform the assessor and submit an affidavit stating that the unit will be used for residential housing. The State Board of Equalization will provide the forms for claiming this exclusion. This bill may impose additional responsibilities on property owners and assessors and therefore may require reimbursement from the state. However, for certain mandates, no reimbursement is required. This bill also changes the way the state reimburses local agencies for property tax revenue lost due to exemptions or property classifications. This bill goes into effect immediately as a tax levy. (Based on 05/16/2024 text)
Position: Oppose
Priority: (3) Significant
Subject: Municipal Funding and Procurement, Planning, Land Use, Housing

SB 1211 (Skinner, D
) Land use: accessory dwelling units: ministerial approval.

Current Text: 09/09/2024 - Enrollment HTML PDF
Last Amended: 08/19/2024
Status: 09/09/2024 - Enrolled and presented to the Governor at 3 p.m.

Summary: Under existing law, local agencies can create laws to allow accessory dwelling units (ADUs) in residential zones. When demolishing or converting a garage, carport, or covered parking structure to build an ADU, local agencies cannot require the replacement of offstreet parking spaces. This bill extends that rule to uncovered parking spaces. Local agencies must also approve ADU applications in a streamlined manner if they meet certain criteria. The bill prohibits local agencies from imposing unauthorized development or design standards on any ADUs that conform to the specified criteria.

For multifamily dwelling structures, if certain unused portions are converted to ADUs, each unit must comply with state building standards. This bill defines "livable space" as areas intended for human habitation including living, sleeping, eating, cooking, or sanitation. Previously, local agencies had to approve up to 2 detached ADUs on lots with existing or proposed multifamily dwellings, subject to specific limitations. The bill changes this to allow up to 8 detached ADUs on a lot with existing multifamily dwellings, provided the total does not exceed the number of existing units, and allows up to 2 detached ADUs on lots with proposed multifamily dwellings. The bill mandates new duties for local governments regarding ADU approval, creating a state-mandated local program. However, it specifies that no state reimbursement is required for these changes. (Based on 09/03/2024 text)
Position: Oppose
Priority: (4) Standard
Subject: Planning, Land Use, Housing

SB 1242 (Min, D
) Crimes: fires.

Current Text: 08/16/2024 - Chaptered HTML PDF
Last Amended: 07/01/2024
Status: 08/16/2024 - Approved by the Governor. Chaptered by Secretary of State. Chapter 173, Statutes of 2024.

Summary: Existing law criminalizes recklessly setting fires to structures, forest land, or property, punishable as a misdemeanor or felony. This bill introduces an aggravating factor for sentencing if the fire was set within a merchant's premises to facilitate organized retail theft, thereby increasing the punishment. The bill would create a state-mandated local 60 Tracked State Legislation Page 26 9/11/24
program by increasing penalties. While the California Constitution mandates state reimbursement to local agencies for certain state-imposed costs, this bill specifies that no reimbursement is required for this act. (Based on 08/16/2024 text) Position: Oppose unless amended
Priority: (4) Standard
Subject: Public Safety

SB 1255 (Durazo, D) Public water systems: needs analysis: water rate assistance program.

Current Text: 06/19/2024 - Amended HTML PDF
Last Amended: 06/19/2024
Status: 08/15/2024 - Failed Deadline pursuant to Rule 61(b)(14). (Last location was APPR. SUSPENSE FILE on 8/7/2024)

Summary: The California Safe Drinking Water Act ensures the safe operation of public water systems and assigns the State Water Resources Control Board the duty to regulate drinking water for public health. A related fund, the Safe and Affordable Drinking Water Fund, is in place to help water systems provide safe drinking water and requires an annually adopted fund expenditure plan based on a needs assessment. This bill mandates the state board to update its needs analysis to assess necessary funds for providing a 20% bill credit to low-income households in smaller community water systems by specific deadlines. Additionally, the bill proposes a Low-Income Water Rate Assistance Program requiring water suppliers with over 3300 residential connections to offer rate assistance to eligible low-income households by July 1, 2027.

This assistance will be automatically enrolled based on available information or self-certification under penalty of perjury. To fund this program, starting January 1, 2025, water suppliers must allow ratepayers to make voluntary contributions through their water bills, ensuring the amount collected is sufficient for rate assistance and covering administrative costs. The contributions will be clearly stated, and ratepayers can opt out if they choose. The bill also permits the use of state or federal funds to support the assistance program and allows the Attorney General to take legal action against non- compliance. (Based on 06/19/2024 text)
Position: Oppose unless amended
Priority: (2) Priority
Subject: Trash, Recycling, Water, Resources

SB 1381 (Wahab, D
) Crimes: child pornography.

Current Text: 09/06/2024 - Enrolled HTML PDF
Last Amended: 08/27/2024
Status: 08/31/2024 - Read third time. Passed. Ordered to the Senate. In Senate. Concurrence in Assembly amendments pending. Assembly amendments concurred in. (Ayes 38. Noes 0.) Ordered to engrossing and enrolling.

Summary: Existing law prohibits the production, duplication, distribution, or possession of material depicting minors engaging in or simulating sexual conduct. This includes prohibiting these actions if done for payment or shared with a minor. It also prohibits using or allowing a minor to be used in creating such material, and authorizes the forfeiture and destruction of the material, irrespective of whether there is a conviction. The bill expands these prohibitions to include digitally altered or AI-generated depictions of minors in sexual conduct. By broadening the definition of the crime, it imposes a state-mandated local program. The California Constitution mandates state reimbursement to local agencies for specific costs, but this bill specifies that no reimbursement is needed for this act. It will only take effect if AB 1831 of the 2023–24 Regular Session is enacted by January 1, 2025. (Based on 09/06/2024 text) Priority: (4) Standard
Subject: Public Safety

SB 1414 (Grove, R) Crimes: solicitation of a minor.

Current Text: 09/05/2024 - Enrolled HTML PDF
Last Amended: 08/22/2024
Status: 08/31/2024 - In Senate. Concurrence in Assembly amendments pending. Assembly amendments concurred in. (Ayes 38. Noes 0.) Ordered to engrossing and enrolling. 61 Tracked State Legislation Page 27 9/11/24

Summary: Under existing law, soliciting, agreeing to engage in, or engaging in prostitution for compensation is a misdemeanor. If the person solicited is a minor and the soliciting person knew or should have known this, the punishment includes a mandatory minimum jail sentence of 2 days and a fine up to $10,000. This bill changes the law to apply only if the defendant is 18 years or older. It increases penalties if the minor is under 16 or a victim of human trafficking, classifying some offenses as "wobblers," which can be charged as misdemeanors or felonies. Repeat offenses would always be treated as felonies. Additionally, those 18 years or older convicted of soliciting minors, with a prior conviction, must register as sex offenders for 10 years if they are at least 10 years older than the minor. The bill aligns with certain other legislative changes and specifies no state reimbursement is required for local costs. (Based on 09/05/2024 text) Position: Support
Priority: (4) Standard
Subject: Public Safety

SB 1416 (Newman, D
) Sentencing enhancements: sale, exchange, or return of stolen property.

Current Text: 08/16/2024 - Chaptered HTML PDF
Last Amended: 07/01/2024
Status: 08/16/2024 - Approved by the Governor. Chaptered by Secretary of State. Chapter 174, Statutes of 2024.

Summary: Existing law categorizes theft into petty theft, grand theft, and shoplifting, and defines burglary as entering certain structures or vehicles with the intent to commit theft or a felony. This bill, effective until January 1, 2030, introduces additional sentencing enhancements for individuals who sell, exchange, or return property obtained through shoplifting, theft, or burglary from retail businesses if the property's value exceeds certain amounts. These enhancements would also apply to individuals collaborating with others to commit these crimes. The bill imposes a state-mandated local program due to the new sentencing enhancements but specifies that no reimbursement is required for local agencies or school districts under this act. (Based on 08/16/2024 text)
Position: Oppose unless amended
Priority: (4) Standard
Subject: Public Safety

SB 1494 (Glazer, D
) Local agencies: Sales and Use Tax: retailers.

Current Text: 05/20/2024 - Amended HTML PDF
Last Amended: 05/20/2024
Status: 05/24/2024 - Failed Deadline pursuant to Rule 61(b)(11). (Last location was INACTIVE FILE on 5/24/2024)

Summary: The Bradley-Burns Uniform Local Sales and Use Tax Law allows counties and cities to impose a local sales and use tax on certain sold or stored goods and obliges them to collaborate with the California Department of Tax and Fee Administration for tax administration. Current law prevents a local agency from creating agreements that reduce the revenues of another local agency by redirecting local tax revenues. A new proposal would extend this to prohibit local agencies, from January 1, 2024, from entering into agreements that transfer their tax revenues to retailers in exchange for those retailers maintaining a place of business within their jurisdiction. Previously existing agreements will become void and unenforceable on January 1, 2030, and must be posted on the local agency's website until they expire or become void. The proposal asserts that these changes address concerns of statewide relevance and apply to all cities, including charter cities. (Based on 05/20/2024 text)
Priority: (5) Track/Watch
Subject: Municipal Funding and Procurement

Total Measures: 76
Total Tracking Forms: 76
62 63
64 65
66 67
68 EUNICE M. ULLOA CURTIS BURTON
Mayor CHRISTOPHER FLORES

MARC LUCIO
Council Members

KAREN C. COMSTOCK DR. LINDA REICH
Mayor Pro Tem City Manager
CITY of CHINO

13220 Central Avenue, Chino, California 91710
Mailing Address: P.O. Box 667, Chino, California 91708-0667 (909) 334-3250 • (909) 334-3720 Fax
Web Site: www.cityofchino.org

September 10, 2024

The Honorable Gavin Newsom
Governor of California
1021 O Street, Suite 9000
Sacramento, CA 95814
ATTN: Legislative Unit, Brady Borcherding
[email protected]

RE: AB 2561 (McKinnor) Local public employees: vacant positions - Request for VETO

Dear Governor Newsom,

The City of Chino respectfully requests a veto on 2561 (McKinnor), which would require all local agencies to hold a public hearing on the status of vacancies before their governing board at least once per fiscal year. This will inherently create an expensive reimbursable state mandate, adding needless pressure on the state budget at a time of significant budget challenges. Based on conservative estimate of costs, AB 2561 will result in annual reimbursable costs of up to $13.5 million, or more - not including the additional reporting costs imposed upon agencies with bargaining units that experience vacancy rates exceeding 20%.

The City of Chino agrees with the author - the status quo is not sustainable. However, the measure does not address the root causes of low labor force participation rates in California across all sectors. Instead, the measure would create additional layers of bureaucracy t hat distract from meaningful efforts to recruit and retain the public sector workforce.

Labor Force Participation Rates and Barriers to Work
Vacancies are unavoidable for both the public and private sectors. A nonexistent vacancy rate for any duration of time is an unreasonable expectation in our modern labor market, particularly for public agencies that lack the financial resources to encourage recruitment and remote work flexibility enjoyed by many employers in the private sector. Public agencies have been frustrated by persistent high vacancy rates in certain fields despite genuine efforts to bolster the public sector workforce. It is an unfortunate reality that many of the contributing factors that affect public sector hiring are forces of the market that are outside of our immediate control. California’s growing workforce needs are constrained by the labor supply.

Local Public Agencies Are Addressing Labor Shortages Directly Every Day Local government decision makers and public agency department leaders recognize the impact that long-term vacancy rates have, both on current employees and those who receive services from those departments. The City of Chino is also competing with both the private sector and other government agencies to attract new talent.

69 Honorable Gavin Newsom
September 10, 2024
AB 2561 (McKinnor) – Request for Veto
P. 2

Despite these efforts, vacancies persist. If the true intent of AB 2561 is to provide a path for public agencies to reduce staff vacancies, diverting staff away from core service delivery and mandating they spend time preparing for public hearings on their vacancy rates will not achieve that goal. Adding another mandate on public agencies will not solve the problem this bill has identified. It is just as likely to create even more burn - out from employees who will be tasked with producing the very report this bill mandates.

Cities Are Committed to Partnership to Identify Better Solutions Local agencies are committed to continuing the work happening now between all levels of government and the workforce to expand pipeline programs, build pathways into public sector jobs, modernize the hiring process, and offer competitive compensation. The City of Chino cannot close its workforce shortages overnight.

It will take investment from educational institutions, all levels of government, and the private sector to meet the workforce demands across the country. We must use our limited human resources staff to hire and train employees rather than diverting resources to prepare for unnecessary public hearings that will tell us what we already know.

For these reasons, the City of Chino requests a veto on AB 2561.

Sincerely,

Linda Reich
City Manager

cc: The Honorable Tina McKinnor, [email protected] Laura Varela, League of Cities Regional Public Affairs Manager, [email protected] League of California Cities, [email protected]
70 EUNICE M. ULLOA CURTIS BURTON
Mayor CHRISTOPHER FLORES

MARC LUCIO
Council Members

KAREN C. COMSTOCK DR. LINDA REICH
Mayor Pro Tem City Manager
CITY of CHINO

13220 Central Avenue, Chino, California 91710
Mailing Address: P.O. Box 667, Chino, California 91708-0667 (909) 334-3250 • (909) 334-3720 Fax
Web Site: www.cityofchino.org

September 11, 2024

The Honorable Gavin Newsom
Governor of California
1021 O Street, Suite 9000
Sacramento, CA 95814
ATTN: Legislative Unit, Brady Borcherding
[email protected]

Subject: SB 450 (Atkins) – Housing development: approvals – Request for VETO

Dear Governor Newsom,

On behalf of the City of Chino, I request that you VETO SB 450. This bill will not create more aﬀordable housing. Instead, it will widen an already paved road for developers and institutional buyers to purchase more land and homes and subdivide them, selling and renting them out at market rate in already dense neighborhoods and communities.

Considering the already high cost of land and housing units and the high labor and materials costs within the State's urban areas, it is unlikely that most of the new housing created under SB 450 will be ﬁnancially aﬀordable to middle-income or lower-income households. Rather, SB 450 will exacerbate unaﬀordability by taking away potential aﬀordable housing locations. In some dense urban areas, residential parcels valued at $1.5 million may result in a lot split, with new housing units valued at $1.0 to $1.2 million each. With a surplus of high market-rate units and insuﬃcient aﬀordable homes, SB 450 will do nothing to alleviate the housing aﬀordability issue. In fact, it will likely further alienate middle and lower-income households from entering the market and threaten those looking to achieve the American Dream.

Additionally, SB 450 does not allow a city to adequately address public health or safety concerns of the cumulative impacts of multiple SB 450 housing projects in a neighborhood or community. It makes i t e v e n h a r d e r f o r c i ti e s t o d e n y a n y p r o j e c t s b a s e d o n health or safety concerns and practically impossible to address any adverse physical environmental impacts. If California is supposed to be the leader in clima t e issu es, w h y do es t he en vir o nm en t t ak e a back s ea t t o d e v eloper s a nd ins tit u tio ns getting a free pass at making more money? Also, the cumulative impacts of several projects within a single neighborhood on public health or safety or physical environmental constraints could be very signiﬁcant. This will further worsen parking and traﬃc problems. Moreover, it will prohibit and restrict 71 Honorable Gavin Newsom
September 11, 2024
P. 2
emergency access of ﬁrst responders and other emergency vehicles from responding to calls for service in increasingly dense neighborhoods.

Furthermore, having HCD oversight and enforcement authority over SB 9/SB 450 projects will remove local control or community input from voters and cities. There are no administrative review or appeal procedures and a complete lack of due process or checks and balances. Therefore, we implore you to vote NO on SB 450.

If you have any additional questions regarding the City’s opposition to SB 450, please contact my oﬃce at (909) 334-3290.

Sincerely,

Linda Reich
City Manager
72 EUNICE M. ULLOA CURTIS BURTON
Mayor CHRISTOPHER FLORES

MARC LUCIO
Council Members

KAREN C. COMSTOCK DR. LINDA REICH
Mayor Pro Tem City Manager
CITY of CHINO

13220 Central Avenue, Chino, California 91710
Mailing Address: P.O. Box 667, Chino, California 91708-0667 (909) 334-3250 • (909) 334-3720 Fax
Web Site: www.cityofchino.org

September 10, 2024

The Honorable Gavin Newsom
Governor of California
1021 O Street, Suite 9000
Sacramento, CA 95814
ATTN: Legislative Unit, Brady Borcherding
[email protected]

RE: SB 1037 (Wiener) Planning and zoning: housing element: enforcement - Request for VETO

Dear Governor Newsom,

The City of Chino regretfully requests a veto on SB 1037 (Wiener), which would allow the Attorney General to take legal action against a city and seek fines up to $50,000 a month for failure to adopt a compliant housing element or if the city does not follow state laws tha t require ministerial approval of certain housing projects.

Under existing law, cities can be subject to significant fines and penalties for violating certain housing laws. However, before fines are imposed, a city has the ability to correct the action. Additionally, enhanced fines are not imposed unless the city fails to follow a court’s order or acts in bad faith.

Contrary to the author’s assertion that fines will only be “ against cities that commit egregious violations of the law” and that “SB 1037 applies only in jurisdictions that have acted arbitrarily, not to cities that make good faith errors,” this measure leaves cities vulnerable to violations and hefty fines based on the Attorney General’s interpretations of “egregious” and “arbitrary.”

Unfortunately, as currently drafted, SB 1037 does not provide an opportunity for cities to correct an honest mistake or address a genuine difference in interpreting the law. Even those jurisdictions acting in good faith could be subject to significant fine s and be required to pay the Attorney General for all costs investigating and prosecuting the action, including expert witness fees and attorney’s fees.

The City of Chino believes that instead of creating new fines and penalties, lawmakers and the Department of Housing and Community Development should provide cities with clear guidance and technical assistance to help them finalize their housing elements and put those plans to work so much- needed housing construction can occur.

73 Honorable Gavin Newsom
September 10, 2024
SB 1037 (Wiener) – Request for Veto
P. 2

For these reasons, the City of Chino requests your veto on SB 1037. If you have any questions, do not hesitate to contact Deputy City Manager Vivian Castro at [email protected] or 909-334-3307.

Sincerely,

Linda Reich

cc: The Honorable Scott Wiener (Via email: [email protected]) Laura Varela, League of Cities Regional Public Affairs Manager, [email protected] League of California Cities, [email protected]
74 1

CITY OF CHINO – HIGH-PRIORITY LEGISLATIVE ITEMS
As of September 11, 2024

PRIORITY LEGISLATION
SB 536 (Rubio) - Surplus state real property: Heman G. Stark Youth Correctional Facility • Sponsored by the City of Chino. Request for Governor’s signature. • SB 536 authorizes the Director of DGS to sell or lease property known as the California Department of Corrections and Rehabilitation Heman G. Stark Youth Correctional Facility (Stark), located in the City of Chino, to the City at fair market value upon terms and conditions the Director determines are in the best interests of the State. • The bill authorizes the Director to sell the property below fair market value to provide housing to persons and families of low or moderate income, subject to reporting specified information 30 days before the sale to the chairpersons of the fiscal committees of the Legislature.
• The bill is on the Governor ’s desk. The City of Chino, Supervisor Curt Hagman, the Chino Valley Fire District, and numerous neighboring cities and stakeholders have sent letters to the Governor asking him to sign SB 536 (City of Chino letter in Attachment 2).

AB 98 (Carrillo and Reyes) -
• Oppose position. Request for Governor’s veto.
• AB 98 is a “gut and amend” bill introduced in the final week of the legislative session after months of private closed-door negotiations, which excluded city and county associations and other key stakeholders from the discussions. While the bill's intentions aim to address air quality -related concerns adjacent to warehouse operations, it includes stringent requirements that will severely impact the ability of local jurisdictions to site facilities based on unique geographic and community characteristics and stifle economic and workforce development in their communities.
• The bill is on the Governor’s desk. The City of Chino sent a letter to the Governor requesting that he veto this bill. Additionally, Mayor Ulloa signed joint letters with the cities of Chino Hills, Ontario, Corona, Fontana, Montclair, Rialto, and Upland opposing the bill and asking that it be vetoed (letters to Governor in Attachment 2).

AB 2561 (McKinnor) Local public employees: vacant positions • Oppose position. Request for Governor’s veto.
• This bill would require all local agencies to hold a public hearing on the status of vacancies before their governing board at least once per fiscal year. This will inherently create an expensive reimbursable state mandate, adding needless pressure on the state budg et at a time of significant budget challenges.
• The bill is on the Governor’s desk. The City of Chino sent a letter to the Governor requesting that he veto this bill (Attachment 2).
75 2

SB 450 (Atkins) – Housing development: approvals
• Oppose position. Request for Governor’s veto.
• Among other provisions imposing additional requirements on local jurisdictions, this bill would require a local agency to consider and approve or deny a proposed housing development application within 60 days from the date the local agency receives the completed application and would deem the application approved after that time. If it denies an application, the bill would require a permitting agency to provide a full set of comments to the applicant with a list of items that are defective or deficient and a description of how the applicant can remedy the application. • The bill is on the Governor’s desk. The City of Chino sent a letter to the Governor requesting that he veto this bill (Attachment 2).

SB 1037 (Wiener) Planning and zoning: housing element: enforcement • Oppose position. Request for Governor’s veto.
• This bill would allow the Attorney General to take legal action against a city and seek fines up to $50,000 a month for failure to adopt a compliant housing element or if the city does not follow state laws that require ministerial approval of certain housing projects. • The bill is on the Governor’s desk. The City of Chino sent a letter to the Governor requesting that he veto this bill (Attachment 2).

INFORMATIONAL ITEMS
2023-24 Legislative Session – List of Tracked Bills
Attachment 1 contains a full list of the bills tracked by the City during the 2023 -24 legislative session, their current status, and the current City position as of September 11.

Washington Update
Washington Updates for July and August, provided by Turch & Associates, are included in Attachment 4.

State Legislative Calendar
• Sept. 30 - Last day for Governor to sign or veto bills passed by the Legislature before Sept. 1 and in the Governor's possession on or after Sept. 1. • Oct. 2 - Bills enacted on or before this date take effect January 1, 2025. • Nov. 5 - General Election.

76 WASHINGTON UPDATE
July 12, 2024

CONGRESSIONAL BUDGET ACTIVITY
The House has been busy moving the appropriations bills forward. The House Appr opriations Committee has approved all twelve of their bills. They completed action on the Transportation-HUD, the Labor-HHS-Education and Agriculture bills on July 10.

The House has passed the following bills on the floor: Defense, Homeland Security, Military Construction-VA, and the State- Foreign Operations. The House Republicans attempted to pass the Legislative Branch bill this week also; however, it was defeated 205-213. The bill would block a cost- of-living adjustment (COLA) for members as h as been done for more than a decade. Congressman Andrew Clyde (R-GA) led a charge against the bill, saying the COLA provision violates the Constitution's 27th Amendment because pay legislation must be considered separately and not take effect until after an intervening election. Ten Republicans voted against the bill due to the COLA provision and the increase in spending the bill provides.

The House leadership still hopes to complete action on the floor for all twelve bills before the August recess. However, the House will be in recess next week for the national convention of Republicans as they nominate their Presidential candidate next week. That leaves eight bills for the floor and some of those bills tend to be the more difficult bills to pass.

The Senate has also finally made progress on their spending bills . The Senate Appropriations Committee has approved the Agriculture, Legislative Branch and Military Construction-VA bills this week. All three bills were adopted by strong bipartisan votes of 27 to 0. Chair of the Senate Appropriations Committee, Senator Patty Muray (D -WA), released subcommittee allocations or 302(b) allocations. This allows the subcommittees to draft their bills. Four more bills are expected to be marked up in two weeks: Commerce-Justice-Science, Interior-Environment, Transportation-HUD, and State-Foreign Operations.

NOTEABLE ACTIONS

The House considered holding Attorney General Merrick Garland in inherent contempt of Congress this week. Congresswoman Anna Paulina Luna (R-FL) has led the charge on this concern. The charge stems from DOJ’s failure to turn over the audio recording of the interview of President Biden with Special C ounsel Robert Hur . A transcript of the interview has been provided to the House . The resolution to fine Garland $10,000 per day was rejected 204- 210. Luna amended her resolution that previously had called for the House Sargeant at Arms to arrest Attorney General Garland.

The Senate took a step toward imposing hefty fines on members of Congress and their families who trade individual stocks. A bipartisan group comprised of Senators Gary Peters (D-MI), Jeff Merkley (D-OR), 77 Josh Hawley (R-MO), and Jon Ossoff (D-GA) introduced legislation that seeks to bar members of Congress, their spouses, and dependent children from buying and selling stocks. The idea is popular but similar proposals have faced hurdles in the past. Under the bill, offending lawmakers would face fines equal to their monthly salary or 10% of the value of each improper investment. The Senate Homeland Security and Governmental Affairs Committee will consider the legislation on July 24.

QUOTABLE QUOTE(S)
Mr. Ron Klain, former Chief of Staff to President Biden, said in an interview, “I think if a meteor came down and hit Joe Biden in the Rose Garden and squished him…she (Vice President Kamala Harris) would do a great job as President. But I think, with no disrespect to the vice president and all her skills and talents, President Biden is the person who’s beaten Trump.”
78 WASHINGTON UPDATE
July 26, 2024

CONGRESSIONAL BUDGET ACTIVITY
The House Appropriations Committee has approved all twelve of their bills . The House has passed the following bills on the floor: Interior-Environment, Defense, Homeland Security, Military Construction-VA, and the State- Foreign Operations. The House Republicans attempted to pass the Legislative Branch bill; however, it was defeated 2 05-213. The bill would block a cost-of-living adjustment (COLA) for members as h as been done for more than a decade. Congressman Andrew Clyde (R-GA) led a charge against the bill, saying the COLA provision violates the Constitution's 27th Amendment because pay legislation must be considered separately and not take effect until after an intervening election. Ten Republicans voted against the bill due to the COLA provision and the increase in spending the bill provides.

The House has also attempted to pass the Energy and Water Development bill but had to pull it from the floor before a final vote. The leaders did not have the votes to pass it as there were issues related to the lack of funding needed to dredge the channel to the Port of Sava nnah deeper to accommodate the larger ocean cargo ships.

The Senate continues to make progress on their spending bills. The Senate Appropriations Committee has approved the Transportation-HUD, Commerce-Justice-Science, Interior-Environment, State- Foreign Operations, Agriculture, Legislative Branch and Military Construction-VA bills.

The House is now in recess until the beginning of September. The Senate will be in session next week.

NOTEABLE ACTIONS

Senator Bob Menendez (D -NJ) was convicted of all sixteen federal charges against him related to bribery and acting as a foreign agent. He has now indicated that he will resign on August 20.

Israeli Prime Minister Benjamin Netanyahu delivered a speech to a joint session of Congress on Wednesday. This led to many protests outside the Capitol including the protest at Union Station, which is one block from our office.

QUOTABLE QUOTE(S)

House Republican leaders are urging members to stick to policy arguments, not personal or demographic ones when discussing the candidacy of Kamala Harris. “This election … is going to be about policies, not personalities. This isn’t personal with regard to Kamala Harris,” Speaker Johnson said in a press conference Tuesday. “Her ethnicity, her gender, has nothing to do with this whatsoever.”

79 Speaker Mike Johnson (R-LA) added, saying Harris will be held to account for Biden’s record. “This has nothing to do with race. It has to do with the competence of the person running for president, the relative strength of the two candidates and what ideas they have on how to solve America’s problems.

And I think in that comparison, we’ll win in a landslide,” Johnson said. 80 WASHINGTON UPDATE
August 2, 2024

CONGRESSIONAL BUDGET ACTIVITY
The Senate continues to make progress on their spending bills. The Senate Appropriations Committee has approved the Defense, Financial Services , Energy- Water Development and Labor-HHS- Education this week. The Senate Appropriations Committee has one bill left to markup – the Homeland Security bill. This is contentious as it funds border security and the Secret Service.

The House Appropriations Committee has approved all twelve of their bills . The House has passed the following bills on the floor: Interior-Environment, Defense, Homeland Security, Military Construction-VA, and the State-Foreign Operations.

The House recessed a week early after they could not complete action on other spending measures.

They will be in recess until the beginning of September . The Senate will be gin their August recess next week.

NOTEABLE ACTIONS

The Senate passed by unanimous consent the Water Resources Development Act (WRDA) yesterday.

This legislation is normally passed every two years and authorizes water projects for the Army Corp of Engineers and the Bureau of Reclamation. This sets up a conference with the House.

The Senate failed to invoke cloture to limit debate on a bipartisan tax package that would expand the child tax credit and reauthorize small business tax deductions. The bill had passed the House by a vote of 357 to 70 in January. The Senate may bring it up again in September.

The Veterans Administration (VA) reported a projected $3 billion shortfall for this year. The Senate tried to take up a bill to plug the hole by unanimous consent, but it was blocked. It will now have to wait until September. Members have complained about the late notice and the need for a hearing. The VA says the shortfall is due to increased care for those exposed to toxic substances.

The three individuals held at Guantanamo Bay who planned the 9 -11 attacks have agreed to plead guilty, in exchange for not being executed.

Trump has pitched a plan to not tax social security earnings. This will prove as popular as it is costly.

It is estimated to cost $1.6 trillion over ten years. About 40 percent of seniors who receive Social Security have to pay taxes on the benefit, according to the Social Security Administration.

Beneficiaries earning less than $25,000 do not have to pay the tax; above that threshold, up to 50 percent of income is subject to the tax, and starting at $34,000, up to 85 percent is taxed.

81 QUOTABLE QUOTE(S)
Senator Mitch McConnell (R-KY), the current Senate Republican Leader, sat for an interview with a hill publication, below are some of his quotes.
“That’s what some people were trying to do January 6 — to break the system of handing an administration from one to the next,” McConnell said. “We can have our arguments, but we ought to not try to break the rules.” He said this in reference to Biden’s proposal to reform the Supreme Court. “It’s not my job to tell the president (Trump) who he ought to run (as Vice President),” McConnell said when asked if he agreed with Senator JD Vance (R-OH) as the VP nominee. “With regard to Senator Vance… yeah, we have a different point of view.” And on discussing the fact that Republicans have lost winnable seats in recent Senate races he said:
“The way you win the argument is to get more people elected and (Democrats) have done a better job of that over the years than we have.”

82 WASHINGTON UPDATE
September 6, 2024

CONGRESSIONAL BUDGET ACTIVITY
The new fiscal year begins on October 1. It is not likely that Congress will pass and send to President Biden the twelve spending bills before that date.

Speaker Mike Johnson (R-LA) has begun to prepare a temporary spending plan. The plan includes a six-month continuing resolution (CR) (funding the government at current levels and preventing a shutdown through March 2025) that will be paired with the Safeguard American Voter Eligibility (SAVE) Act (this legislation requires proof of citizenship to register to vote).

The Speaker’s plan is not likely to pass the Senate . There is doubt as well amongst the House Republicans that they can pass the bill with their slim majority. In the past, some conservatives vote against any spending measures and some moderates fear this plan may hurt them in marginal districts.

Two House Republicans have already come out against the plan. The House Republicans have a four- vote cushion.

NOTEABLE ACTIONS

Former President Donald Trump in a speech to business leaders on Thursday called for the creation of a U.S. sovereign wealth fund, a government-owned investment fund, to finance “great national endeavors.”

Former President Trump said he would establish a "government efficiency commission" if he wins in November, and billionaire ally Elon Musk would lead the effort.

QUOTABLE QUOTE(S)
“We all know the only thing that will get through is a clean CR! Other than that, it’s shut down city!” one anonymous member who was on the call with the Speaker told The Hill, calling the Speaker’s plan “fruitless.”
Both Republicans and Democrats believe raiding Congress for Cabinet positions in the next administration is a bad idea as whoever wins the House and Senate will face very slim majorities. But some are already warning against pillaging Congress to the point of losing power. “It would be unfortunate if we sought to mess up our [potential] majority because of ambition and asininity,” Congressman Emanuel Cleaver (D-MO) said.

83 MEMORANDUM

CITY OF CHINO

ADMINISTRATION DEPARTMENT

CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2024

TO: LINDA REICH, CITY MANAGER
FROM: NATALIE GONZAGA, CITY CLERK

SUBJECT
..titl e
City of Chino Record Retention Schedules Update.
..end

RECOMMENDATION
Adopt Resolution No. 2024-046 approving newly revised Citywide Record Retention Schedules. ..body

FISCAL IMPACT
There are sufficient funds in the Fiscal Year 2024-25 Budget.

CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES The recommendation detailed above furthers the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
 Financial Stability
 Responsible Long-Range Planning
 Public Service Excellence through Internal and External Partnerships  Effective Technology

Revenue: Click or tap here to enter text.

Expenditure:

Transfer In: Click or tap here to enter text. Transfer Out: Click or tap here to enter text. 84 CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2024
TITLE: CITY OF CHINO RECORD RETENTION SCHEDULES UPDATE.

PAGE: 2

BACKGROUND
In 2019, Resolution No. 2019 -004 was adopted to approve the City of Chino R ecord Retention Schedules. The current schedules were prepared by Kaizen Infosource.

The City of Chino selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its records management program. An upgrade in the existing program was necessary due to changes in law, to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology.

ISSUES/ANALYSIS
The purpose of the new record retention schedules is to apply efficient and economical methods to the creation, utilization, maintenance, retention, pr eservation and disposal of all records managed by the City.

The update to the retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. The retention periods are in current compliance with all laws and are standard business practice for California cities.

It is standard business practice for Califor nia cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Director and with the consent in writing of the City Manager, City Clerk and City Attorney, which is provided in Section 2 of the resolution. This will reduce costs and improve efficiency for the City.

It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3.

Attachment – Resolution No. 2024-046

85 RESOLUTION NO. 2024-046

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CHINO, CALIFORNIA, ADOPTING A RECORDS RETENTION

SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN

CITY RECORDS

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 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 Chino; and

WHEREAS, the City has updated the Records Retention Schedules to reflect changes in laws, operations and business needs; and

WHEREAS, the City of Chino previously adopted Resolution No. 2019-004, approving Records Retention Schedules for the City of Chino and are now required to be repealed and replaced.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CHINO does resolve, declare, determine, and order as follows:

SECTION 1. The records of the City of Chino, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Director and with the consent in writing of the City Manager, City Clerk and City Attorney, without further action by the City Council of the City of Chino.

SECTION 2. Updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Director, City Clerk, City Attorney and City Manager.

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

SECTION 4. This resolution shall become effective immediately upon its passage and adoption and repeals and replaces Resolution No. 2019-004.

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

86 Resolution 2024-046

Page 2 of 3 ends

APPROVED AND ADOPTED THIS 17th DAY OF SEPTEMBER 2024.

____________________________
EUNICE M. ULLOA, MAYOR

ATTEST:

NATALIE GONZAGA, CITY CLERK

87 STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) §.

CITY OF CHINO )

I, NATALIE GONZAGA, City Clerk of the City of Chino, do hereby certify that the forgoing Resolution was duly adopted by the City Council at a regular meeting held on the 17th day of September, 2024, by the following votes:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

NATALIE GONZAGA, CITY CLERK

88 HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

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

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 t herefore responsible for maintaining the official (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 Depart ment. 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 official (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 official (original) record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / 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 resolution).” 89

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2024 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 Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually it is the department that originates the record.

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

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

Retention/Disposition: Active: 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 is retained

For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) – 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 was microfilmed

Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format ;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes , and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
90 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Lead Dept. CW-001
Accident / Incident Reports - MEMBERS OF

THE PUBLIC
Employees are sent to Human Resources
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-002
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs
of Publications / Public Hearing Notices
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Brown Act challenges must be filed within
30 or 90 days of action; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(Class Instructors / Equipment /
Maintenance / Performers / Special Events)
(Insurance Certificates, RFP - Request for
Proposal or Successful Proposal, etc.)
Send All Original Agreements or Contracts to
the City Clerk
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
City preference; Errors & Omissions is not
applicable; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Certified Payrolls,
Insurance Certificates, Project Schedules, RFP
- Request for Proposal or Successful Proposal,
etc.)
Send All Original Agreements or Contracts to
the City Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
CITY-WIDE (Used by All Departments)
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
91 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-004
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Certified Payrolls,
Insurance Certificates, Project Schedules, RFP
- Request for Proposal or Successful Proposal,
etc.)
Send All Original Agreements or Contracts to
the City Clerk
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133GC §34090
Lead Dept. CW-005
Boards, Commissions, & Committees:

External Organizations / Regional Boards &
Commissions - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Ppr Non-records
City Clerk CW-006
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
Send Original Minutes to the City Clerk
Copies -
When No
Longer
Required

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

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AUDIO RECORDINGS
30 days, or
After Minutes
have been
Approved,
whichever is
Longer.

Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
92 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

VIDEO RECORDINGS
2 years Mag
Department preference; Video recordings
of meetings are required for 90 days; GC
§34090.7
Staffing Dept. CW-010
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Staffing Dept. CW-011
Committees: Subcommittees of the City
Council (Ad-Hoc or Standing Committees)
AGENDAS and MINUTES
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
All actions are made by the City Council;
GC §34090
Lead
(Responding)
Dept.

CW-012 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept. CW-013 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - ROUTINE
(Content relates in a SUBSTANTIVE way to the
conduct of the public's business)
(e.g. e-mail, Letters, Memorandums, Administrative,
Chronological, General Files, Reading File, Working
Files, etc.)
IF the Content relates in a SUBSTANTIVE way to the
conduct of the public's business
2 years Mag,
Ppr
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose vs.

Superior Court, 5 Cal. 5th 608 (2017). GC
§34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
93 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social
media posting, employee directories, flyers,
invitations, instant messaging, inventories,
logs, mailing lists, meeting room registrations,
PowerPoint presentations, speaker cards,
speech notes, staff videoconference chats,
notes and recordings, supply inventories,
telephone messages, text messages,
transmittal letters, thank yous, requests from
other cities, preliminary notices for construction
projects, undeliverable envelopes / returned
mail, visitors logs, voice mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.

Records where either the Content
relates in a substantive way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are saved by placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC
§§34090, 7927.500, 7928.705.; 64 Ops.

Cal. Atty. Gen. 317 (1981)); City of San
Jose vs. Superior Court, 5 Cal. 5th 608
(2017).

Lead Dept. CW-016 Developer Deposit Accounts / Developer Impact Fee Accounts (Escrow Accounts)
Closed + 5
years
Yes: Until
Maturity
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department Preference; (meets municipal
government auditing standards); GC
§34090
Lead Dept. CW-017 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a
draft. GC §§34090, 7927.500, 7928.705
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
94 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-018 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source
data) prior to replacing the data, if they
require the data or output for historical
purposes; Department Preference
(Preliminary documents); GC §34090 et
seq.

Lead Dept. CW-019 Grant Applications funded by the City's General Fund 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept. CW-020 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-021
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years

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

QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Lead Dept. CW-022 Newspaper Clippings
When No
Longer
Required

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

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
95 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Human
Resources CW-023 Personnel Files (Department Copies)
Send all originals to Human Resources
Send to
Human
Resources
Upon
Separation or
Transfer
Before
Annual
Evaluation
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
Lead Dept. CW-024 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Notes maintained in a separate folder to
be incorporated into performance
evaluation, or to document progressive
discipline; GC §34090 et seq.

Lead Dept. CW-025 Photographs
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-026
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-027 Public Relations / Press Releases 2 years Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-028 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC
§§34090, 7928.705
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
96 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept.
(Who Ordered
the Appraisal)
CW-029 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Not accessible to the public until
purchase has been completed; meets
grant auditing requirements; 2 CFR
200.334; 24 CFR 91.105(h), &
570.502(b); 29 CFR 97.42, GC §34090
Lead Dept. CW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, Plans
/ Strategic Plans, etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-031
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Manuals,
Newsletters, Plans / Strategic Plans, etc.:

Produced by YOUR Department
Send all Administrative Policies to the City
Manager
Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-032
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, Plans / Strategic Plans,
etc.: Produced by OTHER Departments
When
Superseded
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-033 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-034 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
97 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-035 Special Event Permits Expiration + 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

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

Lead Dept. CW-036 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

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

Lead Dept. CW-037 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr,
OD, Ppr
S / I Yes: After

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

Lead Dept. CW-038
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the
survey forms are considered a draft or
transitory record, and can be destroyed as
drafts (When No Longer Required)
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-039
Training Presented by City Staff - COURSE

RECORDS
(Attendance Rosters or Sign-in Sheets,
Outlines and Materials; includes Ethics,
Harassment, & Safety Training & Tailgates)
5 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years for personnel actions; 8
CCR §3203 et seq., 29 CFR 1627.3(b)(ii),
LC §6429(c); GC §§12946, 12960,
34090, 53235.2(b), 53237.2(b)
Lead Dept. CW-040
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years
Mag,
Mfr,
OD, Ppr
S Yes: 1
year
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
98 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-041
Volunteer / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; retirement benefits is
6 years from last action; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960, 34090; 29
USC 1113
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
99 Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page AD/CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

Admin. / City
Clerk CC-001
Agenda Packets: City Council, Planning
Commission
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Admin. / City
Clerk CC-002
Agreements & Contracts, Amendments - ALL
NON-INFRASTRUCTURE / NOT IMAGED in
Laserfiche: Professional Services
Agreements, Tenant / Lease Agreements -

NOT IMAGED
Agreement or Contract includes all
contractual obligations (e.g. Scope of Work,
all attachments and exhibits), Initial insurance
certificates
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Personnel,
Professional Services, etc.

Completion
+ 10 years
Yes:

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

QC & OD
Department Preference; Statute of Limitations
is 10 years for Errors & Omissions; 4 years for
all contracts; CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)

ADMINISTRATION / CITY CLERK
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
100
Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page AD/CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

ADMINISTRATION / CITY CLERK
Admin. / City
Clerk CC-003
Agreements & Contracts, Amendments - ALL
INFRASTRUCTURE / IMAGED in
Laserfiche, JPAs, Liens, MOUs, Public
Agencies
Agreement or Contract includes all
contractual obligations (e.g. Scope of Work,
all attachments and exhibits), Initial insurance
certificates
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property
& property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, etc.

P
Yes:

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

QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
response; Statute of Limitations is 10 years for
Errors & Omissions; 4 years for all contracts;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention
requirements in 48 CFR 4.703(a)
Admin. / City
Clerk CC-004 Board & Commission / Committee
Applications (All, whether appointed or not) 2 years Mag, Ppr Yes: After QC & OD GC §34090
Admin. / City
Clerk CC-005 Board & Commission / Committee Maddy Act
Lists / Vacancy Notices 2 years Mag, Ppr Yes: After
QC & OD GC §34090
Admin. / City
Clerk CC-006
Bonds: Private Development Labor &
Materials, Performance Bonds, Letters of
Credit, Encroachment Permits, Monitoring
Bonds
Release of
Bond /
Letter of
Credit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
Admin. / City
Clerk CC-007 City Articles of Incorporation P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Admin. / City
Clerk CC-008 Claim Forms
Copies -
When No
Longer
Required
Mag, Ppr Yes: After

QC & OD
Risk Management handles Claim Files; GC
§34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
101
Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page AD/CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

ADMINISTRATION / CITY CLERK
Admin. / City
Clerk CC-009
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ELECTRONICALLY FILED /
DATABASE (Net File)
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statements filed electronically are required
for 10 years; City maintains copies only;
original statements are filed with FPPC; GC
§81009(f)(g); GC §84615
Admin. / City
Clerk CC-010
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES &
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
City maintains original statements; GC
§81009(e)&(g)
Admin. / City
Clerk CC-011
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS (elected &
not elected. Includes City Council Members,
Planning Commission Members, City
Manager, City Treasurer & City Attorney)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Standard municipal government practice; City
maintains copies only; original statements are
filed with FPPC; GC §81009(f)&(g)
Admin. / City
Clerk CC-012
FPPC Economic Interest Filings (FPPC Form
635 / 602) - Lobbyist Authorization /
Reporting
5 years Mag,
Ppr 2 CCR 18615(f), GC §34090
Admin. / City
Clerk CC-013 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
Admin. / City
Clerk CC-014 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years
Should post on website for 4 years; GC
§81009(e)
Admin. / City
Clerk CC-015 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e)
Admin. / City
Clerk CC-016 FPPC Form 806 (Agency Report of Public
Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years
Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)
Admin. / City
Clerk CC-017
Campaign Filings (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)

CITY CLERK ELECTIONS (CONSOLIDATED)
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
102
Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page AD/CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

ADMINISTRATION / CITY CLERK
Admin. / City
Clerk CC-018
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES - PRIOR TO ELECTRONIC
FILING
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
Admin. / City
Clerk CC-019
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY FILED -
WITH or WITHOUT Committees
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
Campaign statements must be posted on the
City’s website within 72 hours and remain on
line for 4 years; Statements filed electronically
are required for 10 years; GC §81009(b)&(g);
GC §84615
Admin. / City
Clerk CC-020
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
Admin. / City
Clerk CC-021
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not
candidate-controlled)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
Admin. / City
Clerk CC-022
Candidate File: Nomination Papers,
Candidate Statement Forms, Ballot
Designation Forms, etc. - SUCCESSFUL

CANDIDATES
Term of
Office + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
Admin. / City
Clerk CC-023
Candidate File: Nomination Papers,
Candidate Statement Forms, Ballot
Designation Forms, etc. - UNSUCCESSFUL

CANDIDATES
Election + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100
Admin. / City
Clerk CC-024
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Planning Commission, Precinct
Maps, County Election Services, Candidate
Statements to be printed in the Sample Ballot,
Polling Locations and Precinct Board
Members, Notices, Postings, etc.)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
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103
Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page AD/CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

ADMINISTRATION / CITY CLERKAdmin. / City
Clerk CC-025
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Admin. / City
Clerk CC-026 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year
after
petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
Admin. / City
Clerk CC-027 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
Admin. / City
Clerk CC-028 Prop. 218 (Property-based fees) - Protest
Letters / Ballots, Tabulation 2 years Mag, Ppr GC §53753(e)(2) (End of Elections Section)
Admin. / City
Clerk CC-029 Ethics Training Certificates for City Council, Board and Commission Members 5 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b)
Admin. / City
Clerk CC-030
Historical Records / Archives, Photographs, &
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
City Attorney CC-031 Lawsuits / Litigation
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
Admin. / City
Clerk CC-032 Minutes: City Council, Planning Commission P Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
104
Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page AD/CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

ADMINISTRATION / CITY CLERK
Admin. / City
Clerk CC-033 Oath of Office / Appointments: City Council, Board and Commission Members
Separation
+ 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department Preference; Statute of Limitations:

Public official misconduct is discovery of
offense + 4 years, GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC 1113
Admin. / City
Clerk CC-034 Ordinances P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
Admin. / City
Clerk CC-035
Petitions (submitted to Council on any subject
- Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 Admin. / City
Clerk CC-036 Public Records Requests / Subpoenas Duces
Tecum / Next Request Database 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Admin. / City
Clerk CC-037
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full
Reconveyance, Liens, Notice of Completion,
Rights of Way
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Admin. / City
Clerk CC-038 Recordings: Audio or Video of City Council Meetings
Minimum 5
years Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
Admin. / City
Clerk CC-039 Records Destruction Authorization Forms &
Certifications (All Departments) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Admin. / City
Clerk CC-040 Resolutions: City Council P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
105
Ver. 1.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY MANAGER
City Manager CM-001 Administrative Polices (Approved by the City Manager
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-002 Closed Session Memos 5 years Mag, Ppr Department preference; GC §34090 City Manager CM-003
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-004 Proclamations & Certificates 2 years Mag, Ppr GC §34090 City Manager CM-005 Project Files / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Finance CM-006 Travel Records / Expense Reports
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7

ECONOMIC DEVELOPMENT
Economic
Development CM-007
Economic Development Projects (Records
related to Business Recruitment or
Retention)
Minimum 2
years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference; GC §34090
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
106
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / INFORMATION TECHNOLOGY Page AD/IT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Admin. /
Information
Technology
IT-001 Backups - DAILY, WEEKLY
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery Purposes
Only; Considered a copy and can be
destroyed when no longer required; GC
§34090 et seq.

Admin. /
Information
Technology
IT-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. GC §34090 et seq.

Admin. /
Information
Technology
IT-003 Network Configuration Maps & Plans
When No
Longer
Required
Mag.

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

Admin. /
Information
Technology
IT-004

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

Admin. /
Information
Technology
IT-005
Video Recordings - Department Activity
(Employees Performing Work, Cashiering,
Building Security, etc.)
See City Clerk's schedule for City Council
Video Recordings
1 year Mag Records regular and ongoing operations;
GC §34090.6 et seq,
Admin. /
Information
Technology
IT-006 Video Recordings - Public Areas / Public
Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,

ADMINISTRATION / INFORMATION TECHNOLOGY
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
107
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES, PARKS & RECREATION Page CS-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

COMMUNITY SERVICES, PARKS & RECREATION
Community
Services, Parks
& Recreation
CS-001 _Recreation Activity Registration Database
(ActiveNet)
Indefinite -
Minimum 2
years
Mag, Department preference; GC §34090
Community
Services, Parks
& Recreation
CS-002 Activity Guide / Class Guide / Program Guide
(Final)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Community
Services, Parks
& Recreation
CS-003
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Services, Parks
& Recreation
CS-004 Armed Forces Banner Program 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Services, Parks
& Recreation
CS-005 Chino Liberty Courtyard Memorial Brick
Applications 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Services, Parks
& Recreation
CS-006 Chino Liberty Courtyard Memorial Brick Location
Map P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Community
Services, Parks
& Recreation
CS-007
Community Services, Parks & Recreation
Commission

AGENDAS & STAFF REPORTS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Services, Parks
& Recreation
CS-008
Community Services, Parks & Recreation
Commission
AUDIO or VIDEO RECORDINGS
Minimum 4
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
Community
Services, Parks
& Recreation
CS-009
Community Services, Parks & Recreation
Commission

MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
108
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES, PARKS & RECREATION Page CS-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services, Parks
& Recreation
CS-010 Evaluations / Surveys (Programmatic Evaluations
of Recreation programs)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Community
Services, Parks
& Recreation
CS-011 Incident Reports / Disruptive Patrons Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Services, Parks
& Recreation
CS-012 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Services, Parks
& Recreation
CS-013
Park Facility Use Requests / Field Rentals /
Facility Use Applications and Permits (Includes
Insurance Certificates and ABC Permits where
appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

Community
Services, Parks
& Recreation
CS-014
Program Files: Activity / Special Programs /
Event Files: After-School, Children's Programs,
Gardening, Health Programs, Sports Programs,
etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Community
Services, Parks
& Recreation
CS-015 Rosters / Sign-in / Sign-Out Sheets for classes
and programs 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Services, Parks
& Recreation
CS-016 Schedules / Hours (classes and staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Community
Services, Parks
& Recreation
CS-017 Teen Advisory Committee

AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Services, Parks
& Recreation
CS-018 Teen Advisory Committee
AUDIO or VIDEO RECORDINGS
Minimum 4
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
109
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES, PARKS & RECREATION Page CS-3 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services, Parks
& Recreation
CS-019 Teen Advisory Committee

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Lead Dept. CS-020
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Lead Dept. CS-021
Volunteer / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Community
Services /
Recreation
Services
CS-022 Volunteer Awards and Certificates UNCLAIMED
(not picked up) 1 year
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content Not Substantive; GC §34090

COUNSELING PROGRAM
Community
Services, Parks
& Recreation /
Counseling
Program
CS-023 Counseling Client Database
Indefinite -
Minimum
Last Visit +
25 years
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; Matches the
retention period for minors; Data is
interrelated; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
110
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES, PARKS & RECREATION Page CS-4 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services, Parks
& Recreation /
Counseling
Program
CS-024
Counseling Client Files - ADULTS AND
EMANCIPATED MINORS - Drug & Alcohol,
Health, Medical, Mental Health programs -
includes discontinued programs (e.g. AID) -
Confidential
Last Visit +
7 years
Yes: Until
Last Visit
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department Preference; Clinical
records must be preserved for a
minimum of seven (7) years following
discharge/termination of the client
from services, with the following
exceptions: 2.2.1 The records of un-
emancipated minors must be kept for
at least one (1) year after such minor
has reached age 18, and in any case,
not less than seven (7) years. 2.2.2
For psychologists: 2.2.2.1 Clinical
records must be kept for seven (7)
years from the client’s
discharge/termination date. 2.4
Records shall be retained beyond the
seven (7) year period if an audit
involving those records is pending,
until audit findings are resolved. H&S
§123145, 9 CCR 784.28(a), 9 CCR
9444, 22 CCR 70751(c) & 71551(c);
CMS Pub. 100-4, Chapter 1, Section
110.3; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
111
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES, PARKS & RECREATION Page CS-5 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services, Parks
& Recreation /
Counseling
Program
CS-025
Counseling Client Files- UNEMANCIPATED
MINORS (25 and Under) - Drug & Alcohol,
Health, Medical, Mental Health programs -
includes discontinued programs (e.g. AID) -
Confidential
Last Visit +
7 years
Yes: Until
Last Visit
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department Preference; Clinical
records must be preserved for a
minimum of seven (7) years following
discharge/termination of the client
from services, with the following
exceptions: 2.2.1 The records of un-
emancipated minors must be kept for
at least one (1) year after such minor
has reached age 18, and in any case,
not less than seven (7) years. 2.2.2
For psychologists: 2.2.2.1 Clinical
records must be kept for seven (7)
years from the client’s
discharge/termination date. 2.2.2.2 In
the case of a minor, (7) years after
the minor reaches age 18. 2.4
Records shall be retained beyond the
seven (7) year period if an audit
involving those records is pending,
until audit findings are resolved. H&S
§123145, 9 CCR 784.28(a), 9 CCR
9444, 22 CCR 70751(c) & 71551(c);
CMS Pub. 100-4, Chapter 1, Section
110.3; GC §34090

PARKS & FACILITIES
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
112
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES, PARKS & RECREATION Page CS-6 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services, Parks
& Recreation /
Parks &
Facilities
CS-026
Capital Improvement Projects (CIP) - where
Community Services is the Lead:

MAINTENANCE-ONLY PROJECTS (Parks
Maintenance Painting, Re-Roof, etc. - No
change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders, Notice
of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
Community
Services, Parks
& Recreation /
Parks &
Facilities
CS-027
Capital Improvement Projects (CIP) - where
Community Services is the Lead:

Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP, etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Community
Services, Parks
& Recreation /
Parks &
Facilities
CS-028
Capital Improvement Projects (CIP) - where
Community Services is the Lead: Permanent
File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative Declarations,
Categorical Exemptions, Materials Testing Reports,
Grading Permits, Hazardous Materials, Notice of
Completion, Photos, Record Drawings Soils Reports,
Studies, Submittals, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
113
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES, PARKS & RECREATION Page CS-7 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services, Parks
& Recreation /
Parks &
Facilities
CS-029
Drawings - where Community Services is the
Lead: Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Lead Dept. CS-030 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Division
Providing
Service / Work
CS-031
Work Orders / Service Requests / Service Orders -
CRM / CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
CS-032
Work Orders / Service Requests / Service Orders
- All Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
CS-033
Work Orders / Service Requests / Service Orders -
NOT entered in CRM / CMMS Database (or
partial information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 2.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

ACCESSIBILITY
Development
Services /
Accessibility
DS-001
Accessibility Studies and Reports / ADA Studies
and Reports for City Buildings, Facilities, and
Programs
P Yes
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090

BUILDING & SAFETY
Lead Dept. DS-002 _Permit Database (Accella) Indefinite (Perm) Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
Development
Services /
Building & Safety
DS-003 Activity Reports / Building
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Preliminary drafts not retained in the
ordinary course of business (Reports can
be re-run from the database); GC §34090
Development
Services /
Building & Safety
DS-004 Address Files / Building Permits P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090, H&S §19850
Development
Services /
Building & Safety
DS-005 Address Files / Building Permits - Expired
Applications
Upon
Expiration Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Content Not Substantive - Permit never
issued; GC §34090
Development
Services /
Building & Safety
DS-006
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Law requires for the life of the building
for commercial and common interest
dwellings only; CBC 104.7 & 107.5,
H&S§19850, GC §34090
Development
Services /
Building & Safety
DS-007 Building Plans - Cancelled or Withdrawn
Upon
Cancellation
or withdrawal

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

After QC
& OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Development
Services /
Building & Safety
DS-008 Building Plans - Expired, construction started
(or unknown) P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Development
Services /
Building & Safety
DS-009 Building Plans - Expired, never started
construction
Upon
Expiration
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
115
Ver. 2.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Development
Services /
Building & Safety
DS-010 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
Development
Services /
Building & Safety
DS-011 Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Development
Services /
Building & Safety
DS-012 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §50022.6
Development
Services /
Building & Safety
DS-013 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Development
Services /
Building & Safety
DS-014
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
Development
Services /
Building & Safety
& Inspections
DS-015 Correction Notices - Building After Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Development
Services /
Building & Safety
DS-016 Energy Calculations After Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
116
Ver. 2.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Development
Services /
Building & Safety
DS-017 Geotechnical and Soils Reports / Structural
Reports (all) P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Development
Services /
Building & Safety
DS-018 Plan Check Comments After Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Development
Services /
Building & Safety
and Inspections
DS-019 Stop Work Notices After Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Development
Services /
Building & Safety
DS-020 Structural Calculations P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

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

CODE ENFORCEMENT
Development
Services / Code
Enforcement
DS-021
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos,
and Code Enforcement Complaint Letters)
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090
Development
Services / Code
Enforcement
DS-022 Hearing Officer Determinations / Appeals of Code Enforcement Actions
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
GC §34090
Development
Services / Code
Enforcement
DS-023 Liens P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090(a)

HOUSING
Development
Services /
Housing
DS-024 Applications for Loans: Rejected (First Time
Home Buyers, Rehabilitation, etc.) 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
117
Ver. 2.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Development
Services /
Housing
DS-025 Construction Projects (Senior Housing, etc.) Completion + 10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5
years; CCP §§336(a), 337 et. seq., GC
§34090
Development
Services /
Housing
DS-026
Homeless Services / Homeless Outreach
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After
Funding
Agency
Audit, if
required -
Minimum 5
years

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

After QC
& OD
Meets auditing standards; Grants
covered by a Consolidated Action Plan
are required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from
expenditure report or final payment of
grantee or subgrantee; statewide
guidelines propose 4 years; 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090
Development
Services /
Housing
DS-027
Housing Files - Income Verification, racial, ethnic,
gender, disability status, HUD reports, Inspection
reports, Lead-based Paint, etc.
3 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
Department preference (consistent with
Section 8); 24 CFR 982.158(f); 29 CFR

97.42;
Development
Services /
Housing
DS-028
Housing Plans: Consolidated Annual
Performance and Evaluation Review (CAPER) /
Comprehensive Housing Affordability Strategy
(CHAS) / Consolidated Action Plan / Analysis of
Impediments to Fair Housing Choices / Citizen
Participation Plan / Action Plans, etc.

Expiration +
5 years Mag, Ppr Required for 5 years; 24 CFR 91.105(h); GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
118
Ver. 2.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Development
Services /
Housing
DS-029
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, HOME /
CDBG Housing Projects
WITHOUT a Recapture / Resale Restriction
Loan Pay-off
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
HUD requires 5 years after the
agreement terminates; Consistent with
Consolidated Plan Requirements;
Required for 3-4 years from expenditure
or performance report; 2 CFR 200.333;
24 CFR 92.508(a)(c), & 570.502,
982.158, 884.214; 29 CFR 97.42; GC
§34090
Development
Services /
Housing
DS-030
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, HOME,
Affordable Covenants and Restrictions / CDBG
Housing Projects
WITH a Recapture / Resale Restriction
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer

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

After QC
& OD
HUD requires 5 years after the project
completion; documents imposing
recapture / resale restrictions are 5 years
after the affordability period terminates;
Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report; 2 CFR 200.333; 24
CFR 92.508(a)(c)(2) & 570.502(b),
982.158, 884.214; 29 CFR 97.42, GC
§34090
Development
Services /
Housing
DS-031 Mobilehome Rent Control Hearing Determinations P Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Development
Services /
Housing
DS-032 Mobilehome Rent Control Owner Registration
Expiration /
Change in
Ownership +
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Development
Services /
Housing
DS-033
Mobilehome Rent Control Owner Registration,
Fair Return and Capital Improvement
Applications, Etc.

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

After QC
& OD
Department preference; GC §34090
Development
Services /
Housing
DS-034 Mobilehome Rent Control Tenant Petitions, etc. 10 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
119
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Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Development
Services /
Housing
DS-035 Property Management: Tenant / Leases, etc.

Completion
of Lease + 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090

INSPECTIONS
Development
Services /
Inspections
DS-036 Building Permit Inspections - Correction Notices or Stop Work Notices
After Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I
Yes:

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

PLANNING
Lead Dept. DS-037 Permit Database (Accella) Indefinite (Perm) Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
120
Ver. 2.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Development
Services /
Planning
DS-038
Planning Projects - Discretionary &
Ministerial - Approved Permanent
Entitlements & Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, Uniform Development Application,
etc.)
Examples:

Conditional Use Permits (CUPs)
Density Bonus
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Public Art
Rezones
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090,
34090.7
Development
Services /
Planning
DS-039 Advanced Planning / Long Range Planning /
Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Development
Services /
Planning
DS-040 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
121
Ver. 2.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Census Bureau DS-041 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
(Non-Records - Census Bureau is OFR)
Development
Services /
Planning
DS-042 Developer Trust Accounts Closed + 5
years
Yes: Until
Maturity
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Development
Services /
Planning
DS-043
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the
project or the agency’s CEQA
compliance with respect to the project —
are not within the scope of section
21167.6, subdivision (e) and need not be
retained." Golden Door Properties, LLC
v. Superior Court of San Diego County
(2020) 53 Cal.App.5th 733; PRC
21167,6; GC §34090
Development
Services /
Planning
DS-044
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Notice of Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Development
Services /
Planning
DS-045
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans
and Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Development
Services /
Planning
DS-046 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
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122
Ver. 2.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Development
Services /
Planning
DS-047 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Community
Services /
Recreation
Services
DS-048 Mobilehome Park Rent Stabilization Commission

AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Services /
Recreation
Services
DS-049 Mobilehome Park Rent Stabilization Commission
AUDIO or VIDEO RECORDINGS
Minimum 4
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
Community
Services /
Recreation
Services
DS-050 Mobilehome Park Rent Stabilization Commission

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090(e)
City Clerk DS-051
Planning Commission

AGENDAS & STAFF REPORTS
Send all final originals to the City Clerk
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

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

Development
Services /
Planning
DS-052 Planning Commission
AUDIO or VIDEO RECORDINGS
Minimum 4
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
City Clerk DS-053
Planning Commission

MINUTES & RESOLUTIONS
Send all final originals to the City Clerk
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

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

CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
123
Ver. 2.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Development
Services /
Planning
DS-054
Preliminary Application Form (required for a
housing development project that includes
residential units; form is provided by California
Department of Housing & Community
Development
5 years Mag, Ppr
Various benchmarks are placed using
the number of residential dwelling units
on the project site within the last five
years; GC §§34090, 66300.

Development
Services /
Planning
DS-055
Temporary Permits (Approved & Unapproved)
Banner Permits, Special Event Permits, Tree
Removal Permit, etc.

Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Development
Services /
Planning
DS-056 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Development
Services /
Planning
DS-057 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Development
Services /
Planning
DS-058 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (copies); GC
§34090.7
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
124
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

FINANCE / ADMINISTRATION
Finance /
Lead Div. FIN-001 Financial Services Database / ERP Database (Tyler Munis)
Indefinite -
Minimum 7
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Bonds &
Develop.

FIN-002
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) / General Obligation Bonds / Revenue
Bonds / Assessment District Bonds / CFD
Bonds - Includes Continuing Disclosure
Reports
See Bank Statements for statement retention.

Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After

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

FINANCE / BUDGET
Finance /
Budget &
Revenue
FIN-003 Budgets - Adopted / Final P
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After

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

Finance /
Budget &
Revenue
FIN-004 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Ppr Preliminary Drafts / Content Not
Substantive; GC §34090 et seq.

FINANCE / BUSINESS LICENSE
Finance /
Business
License
FIN-005 Business License Database / ERP Database
(Tyler Munis)
Indefinite -
Minimum 7
years
Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
Finance /
Business
License
FIN-006 Business License Applications 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Business
License
FIN-007 Business License Registrations and
Renewals 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
125
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Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-008 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Ppr
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
General
Accounting
FIN-009
Accounts Payable / Invoices and Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to pass grant
audits (meets municipal government
auditing standards); GC §34090
Finance /
General
Accounting
FIN-010
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Tenant Billing / Rent, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
General
Accounting
FIN-011
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Street Lighting Districts / Special Districts
Engineers Reports
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
General
Accounting
FIN-012
Audit Reports / Annual Comprehensive
Financial Report (ACFR) and related Audit
Opinions
P Mag, Mfr,
OD, Ppr S / I Yes: After

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

Finance /
General
Accounting
FIN-013 Audit Work Papers
Drafts -
When No
Longer
Required
Mag, Ppr Department Preference; (preliminary
drafts); GC §34090
Finance /
General
Accounting
FIN-014 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA or OES Audits, etc. P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (exceeds
municipal government auditing
standards to ensure FEMA or OES
does not recoup money); GC §34090
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
126
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Finance /
General
Accounting
FIN-015
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years Mag, Ppr Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
General
Accounting
FIN-016 Checks / Warrant Register Report (issued) 5 years Mag, Mfr, OD, Ppr S Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-017 Checks / Warrants (Cashed or Returned /
NSF) 5 years Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-018 Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years Mag, Ppr Department preference; GC §§34090, 26 CFR 31.6001-1
Finance /
General
Accounting
FIN-019 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Ppr
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Finance /
General
Accounting
FIN-020 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-021 Investment Reports 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090
Finance /
General
Accounting
FIN-022
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
Maturity + 5
years
Yes: Until
Paid Mag, Ppr
Department Preference; Meets auditing
standards; FTC Reg's rely on "self-
enforcement"; GC§§ 34090, 43900
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
127
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Finance /
General
Accounting
FIN-023 Journal Entries / Journal Vouchers / Budget
Adjustments 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; Statute of Limitations is 4
years; GC §34090, CCP § 337
Finance /
General
Accounting
FIN-024
Reports, Financial Reports Created by the
Finance Database, General Ledgers
Subsidiary Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.

When No
Longer
Required
Mag, Ppr
Department Preference; Financial
system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-025
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Mag, Ppr Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-026 W-9s
Vendor
Inactive + 5
years
Mag, Ppr Meets IRS auditing standards; GC
§34090

FINANCE / PAYROLL
Finance /
Lead Div. FIN-027 Financial Services Database / ERP Database (Tyler Munis)
Indefinite -
Minimum 7
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Payroll FIN-028
CalPERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Finance /
Payroll FIN-029 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-030 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Ppr Department Preference; GC §34090, 26 CFR 31.6001-1
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
128
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Finance /
Payroll FIN-031
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA & Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years Mag, Ppr
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-032 Employee Payroll File (Original W-4s, copies of deductions, etc.

Separation +
5 years Mag, Ppr
Department preference; W-4s are
required four years after the due date
of such tax for the return period to
which the records relate, or the date
such tax is paid, whichever is the later
GC §34090; 26 CFR 31.6001-1
Finance /
Payroll FIN-033 Garnishments, Child Support, Court Orders regarding Employee Wages
Completion
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Finance /
Payroll FIN-034 Payroll Reports (includes Leave Registers, time Transaction Reports, etc. 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-035 PERS Statements (Books) 5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-036 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
129
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Finance /
Payroll FIN-037 W-2's 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-038 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
IRS Regulation 31-6001-1 four years
after the due date of such tax for the
return period to which the records
relate, or the date such tax is paid,
whichever is the later. GC §34090; 26
CFR 31.6001-1

FINANCE / PURCHASING
Finance /
Lead Div. FIN-039 Financial Services Database / ERP Database (Tyler Munis)
Indefinite -
Minimum 7
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Purchasing FIN-040
Bid Packets / Pre-Qualification Packets /
Solicitations / Planet Bids Database
Unsuccessful Proposals, Notices, etc.

Lead Department determines successful
proposer
4 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to meet
possible grant audits; GC §34090
Finance /
Purchasing FIN-041 Bonds: Bid Bonds
After
issuance of
Notice to
Proceed
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Security; GC §34090
Finance /
Purchasing FIN-042 Bonds: Performance Bonds, Payment Bonds 45 days
After Filing
of Notice of
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Security; GC §34090
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130
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Finance /
Purchasing FIN-043 Purchase Orders & Requisitions 7 years Yes: Before Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to match
Database retention; (Professional
Services always have a contract,
therefore Errors & Omissions are not
applicable); Statute of Limitations is 4
years; 10 years for Errors & Omissions;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090
Finance /
Purchasing FIN-043.5 Fleet - Vehicle Titles ("Pink Slips") Sale or Disposal Ppr Given to Auction House / New Owner;
GC §34090
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
131
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

FINANCE / UTILITY BILLING
Finance /
Utility
Billing
FIN-044 Utility Billing Database (Tyler Munis)
Indefinite -
Minimum 7
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Utility
Billing
FIN-045 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the
ordinary course of business; GC
§34090
Finance /
Utility
Billing
FIN-046 Bankruptcies - Where a claim is filed 7 years Mag, Ppr Department Preference (negative
information remains on credit ratings
for 7 years); GC §34090
(Bank) FIN-047
Checks deposited to Bank (City scans them for
the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions Mag, Ppr These are bank instruments, and not City records; per bank agreement.

Finance /
Utility
Billing
FIN-048 Collection Agency Assignments / Unpaid
Accounts 7 years Mag, Ppr
Department Preference; Negative
credit information remains on credit
reports for 7 - 10 years; Meets auditing
standards; City does not Lien property
(Liens are good for 10 years from
recording date, and may be extended
by re-recording lien); WC 36729; GC
§34090
Finance /
Utility
Billing
FIN-049 Order to Begin Service Forms 2 years Mag, Ppr Data is entered into database; GC §34090 et seq.

Finance /
Utility
Billing
FIN-050 Payment Stubs / Water Receipts / Utility
Receipts (when payment is submitted)
When No
Longer
Required
Mag, Ppr
Preliminary Documents - payments can
be made without including the stub; GC
§34090 et seq.

Finance /
Utility
Billing
FIN-051 Prop. 218 (Property-based fees) Notices, Mailing List 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §53753(e)(2)
Finance /
Utility
Billing
FIN-052 Variance Adjustments 5 years Mag, Ppr Department preference to meet auditing standards; GC §34090
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
132
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Finance /
Utility
Billing
FIN-053 Water Billing: Appeals - Payment Delinquency
& Impending Discontinuation
Final
Decision + 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility
Billing
FIN-054
Water Billing: Non-payment Notices / Notice of
Payment Delinquency & Impending
Discontinuation
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility
Billing
FIN-055 Water Billing: NSF Checks / Adjustments to
Customer accounts
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility
Billing
FIN-056 Water Billing: Payment Plans: Amortization,
Alternative Payment Plans, Deferrals, etc.

Expiration or
Completion
of Payment
Plan
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116910
Finance /
Utility
Billing
FIN-057 Water Billing: Policy on Discontinuation of
Residential Service for Nonpayment
When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116906;
GC §34090
Finance /
Utility
Billing
FIN-058 Water Billing: Report of Annual
Discontinuations of Residential Service
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116918;
GC §34090
Finance /
Utility
Billing
FIN-059
Work Orders / Service Requests Water On &
Offs, Water Maintenance for Less than 2
inch diameter - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Mag
Data is interrelated; Meets Health
Department regulations for Potable
Water; GC §34090
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
133
Ver. 6.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

HUMAN RESOURCES
Human
Resources HR-001
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and Coverage) &
Transmittal Form)
5 years Mag, Ppr
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Human
Resources HR-002 Benefit Plan Documents (CalPERS, Dental, Vision, etc.)
Duration of
the Contract +
6 years
Yes: For
Duration of
Contract
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 4 years
after action; 29 CFR 1627.3(b)(2); 29
USC 1027; 28 CCR 1300.85.1; GC
§34090
Human
Resources HR-003
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final
disposition of formal complaint; State
requires 4 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
12960, 34090
Human
Resources HR-004
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960, 34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
134
Ver. 6.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-005 Compensation Surveys & Studies Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 12960,
34090
Human
Resources HR-006 Contracts for Investigators (Employees Only) Excludes Police
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Human
Resources HR-007 DE-34 (California EDD Report of New
Employees) 5 years Mag, Ppr
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Human
Resources HR-008 Deferred Compensation (City Statements) 5 years Mag, Ppr Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1
Human
Resources HR-009 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC
§34090
Human
Resources HR-010
EDD Claims & Forms (Employment
Development Department) / Unemployment
Claims, Claims for Paid Family Leave /
FMLA, Disability Insurance Claims &
Additional Information)
Close + 5
years Mag, Ppr
Department Preference; meets municipal
government auditing standards; GC
§34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
135
Ver. 6.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-011 Employee Investigations Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations
for EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
Human
Resources HR-012 Employment Verifications (From lenders or other outside companies)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Non-records, content is not substantive;
GC §34090 et seq.

Human
Resources HR-013 Grievances Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations
for retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; LC 1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
Human
Resources HR-014 I-9s Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 4 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
136
Ver. 6.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-015 Job Descriptions / Job Classification / Job Specifications
Minimum
Superseded +
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; retirement benefits is 6
years from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Human
Resources HR-016 Livescan Applications for Employees
Minimum
Separation +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Human
Resources HR-017 Livescan Applications for Volunteers
Minimum
Separation +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Human
Resources HR-018
Long Term Disability Claims (Includes all
Accident, Incident, or Injury Reports from
Employees)
(Workers Compensation is retained by
Legal & Risk Management)
Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8
CCR §3204(d)(1) et seq., 8 CCR 5144, 8
CCR 15400.2; 29 CFR 1910.1020(d)(1)(i),
GC §§12946, 12960, 34090
Human
Resources HR-019
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline,
Evaluations, Policy Acknowledgements,
Employee's Oath of Office / Oath for
Disaster Worker, Harassment Prevention
Training Certificates, PAF / Personnel
Action Forms, copies of W-4s, etc.)
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4 years; 29
CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; 53237.2(b),
LC 1198.5
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
137
Ver. 6.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-020
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, Respiratory
Fit Tests, etc.

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

QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately;
Claims can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090
Human
Resources HR-021
Recruitment and Testing File / NeoGov
Database
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Hiring
Decision + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Human
Resources HR-022 Retiree Medical Enrollment / Retiree Billing / COBRA Billing 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
Human
Resources HR-023
Volunteer / Unpaid Intern LiveScan
Responses / CORIs (Criminal Offender
Record Information) - Successful
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
138
Ver. 6.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-024
Volunteer / Unpaid Intern LiveScan
Responses / CORIs (Criminal Offender
Record Information) - Unsuccessful
3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1 year
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; retirement benefits is
6 years from last action; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960, 34090; 29
USC 1113

HUMAN RESOURCES / RISK MANAGEMENT
Human
Resources /
Risk Manage.

HR-025 Claim for Damages / Claims Against the City
Final
Resolution +
2 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; municipal
government auditing standards is 5 years -
Finance retains records of payments;
Statute of Limitations is 4 years; CCP
§§337 et seq., 343; GC §34090,
Human
Resources /
Risk Manage.

HR-026
Insurance Policies -
General Liability, Workers Compensation
Excess Liability
P Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Covers longest
possible statute of limitations; CCP §337
et seq.; 8 CCR §3204(d)(1) et seq., 8
CCR 5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i); GC §§ 911.2, 34090
Human
Resources /
Risk Manage.

HR-027 Insurance Policies -
Property, Fire, Theft, etc.

Expiration + 4
years
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Covers statute of
limitations for contracts; CCP §337 et
seq.; GC §34090
Human
Resources /
Risk Manage.

HR-028 OSHA Citations and Inspections 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1),
OMB 1220-0029; GC §34090; LC §6429c
Human
Resources /
Risk Manage.

HR-029 OSHA Logs - 200, 300, 301, 301A 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR 14300.33(a), 8
CCR §3203(b)(1), GC §34090.7; LC
§6429c
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
139
Ver. 6.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Human
Resources /
Risk Manage.

HR-030 Safety Committee / Safety Steering
Committee 5 years Mag, Ppr Department preference; GC §34090 et seq.

Human
Resources /
Risk Manage.

HR-031 Safety Investigations 5 years Ppr
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1), 29
CFR 1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090 et seq.; LC §6429c
Human
Resources /
Risk Manage.

HR-032 Site Inspection Forms / Self Inspections /
Job Site Inspections / Facility Inspections 5 years Mag, OD, Ppr S Yes: After

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

Human
Resources /
Risk Manage.

HR-033
Subrogation Claims:/ Property Damage
Claims / Restitution / Recovery of Damages
to City Property / City's Invoices to
Insurance Companies
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
Human
Resources /
Risk Manage.

HR-034
Workers Compensation Claims (Includes all
Accident, Incident, or Injury Reports from
Employees)
Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8
CCR §3204(d)(1) et seq., 8 CCR 5144, 8
CCR 15400.2; 29 CFR 1910.1020(d)(1)(i),
GC §§12946, 12960, 34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
140
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

POLICE ADMINISTRATION / POLICE CHIEF
Fire / Admin.
and Police /
Admin. / Chief
PD-001
Emergency Operations Plan (includes
Office of Emergency Management &
Homeland Security)
When
Superseded Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Fire / Admin.
and Police /
Admin. / Chief
PD-002
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Fire / Admin.
and Police /
Admin. / Chief
PD-003 Press Releases - Police Only 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Fire / Admin.
and Police /
Admin. / Chief
PD-004 Reports and Studies - Historical P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Fire / Admin.
and Police /
Admin. / Chief
PD-005 Ride-A-Long Waiver Form 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

OPERATIONS / COMMUNICATIONS / CAD / DISPATCH / AUDIO AND VIDEO RECORDINGS Police / Ops /
Communi-
cations
PD-006
Recordings: Audio - (CAD/RMS)
Recordings of Telephone & Radio
Communications Dispatch Tapes (CAD) /
911 Recordings, Manual Dispatch Cards
366 days Mag
Department Preference; legally mandated for
100 days; (civil suits may be filed up to 365
days); GC §§34090, 34090.6
Police / Ops /
Communi-
cations
PD-007
Recordings: Video - Jail / Temporary
Holding / Building Security / Department
Activity (Employees Performing Work,
Cashiering, Building Security, etc.)
366 days Mag Records regular and ongoing operations; GC §34090.6 et seq,
Police / Ops /
Communi-
cations
PD-008 Recordings: Video - Public Areas / Public
Activity / Pod Cameras
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police / Ops /
Communi-
cations
PD-009 Vacation Checks / Patrol Requests
When No
Longer
Required
Mag, Ppr Preliminary Draft (entered in RMS / CAD
system; GC §34090 et seq.

CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
141
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

OPERATIONS / EXPLORERS PROGRAM
Police /
Operations /
Explorers
Program
PD-010 Background Files - Successful Explorers Separation + 3 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Courts may treat volunteers as employees in
some actions; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Police /
Operations /
Explorers
Program
PD-011 Background Files - Unsuccessful
Explorers 3 years Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

OPERATIONS / FIELD OPERATIONS / PATROL & TRAFFIC UNIT
Police / Ops /
Patrol & Traffic PD-012 Canine (Police Service Dogs) Program Files: Animal Files
Separation +
2 years Mag, Ppr Department preference; GC §34090 et seq.

Police / Ops /
Patrol & Traffic PD-013 Hearing Officer Determinations (Citation Appeals, Tows, etc.) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police / Ops /
Patrol & Traffic PD-014 Ops Plans (CIB Search Warrant Operations Plans, Fourth of July, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police / Ops /
Patrol & Traffic PD-015 PAS Device Calibration Logs 4 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police / Ops /
Patrol & Traffic PD-016 Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts (the timecard / timesheet is
the final); GC §34090 et seq.

CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
142
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police / Ops /
Patrol & Traffic PD-017 Recordings: Automated License Plate Readers (ALPR)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police / Ops /
Patrol & Traffic PD-018 Recordings: Drone (Unmanned Aerial Vehicle)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police / Ops /
Patrol & Traffic PD-019 Speedometer Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police / Ops /
Patrol & Traffic PD-020 Traffic Control: Radar Calibration Records Life of the Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police / Ops /
Patrol & Traffic PD-021 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

SUPPORT SERVICES / CRIME PREVENTION & COMMUNITY RELATIONS State of
California PD-022 Alcoholic Beverage Control Licenses / Permits / ABC Permit Applications
When No
Longer
Required
Mag, Ppr Not a City record
Police /
Support
Services /
Crime
Prevention
PD-023 Crime Prevention & Community Relations
Programs
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Crime
Prevention
PD-024
Regulatory Permits & Licenses: Dance,
Entertainment, Firearms Dealers, Pawn,
Secondhand Dealer, Massage, Security
Guard,, Solicitors Permits, etc.

Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
143
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

SUPPORT SERVICES / INVESTIGATIONS
Police /
Support
Services /
Investigations
PD-025 Criminal Intelligence Files Last Entry +
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal conduct
or activity. Misleading, obsolete or unreliable
information is required to be destroyed;
remaining records must not be retained
longer than 5 years; 28 CFR 23.20(h); GC
§34090
Police /
Support
Services /
Investigations
PD-026 Detectives Investigation Files and Arrest
Files
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.

Police /
Support
Services /
Investigations
PD-027 Informant Files / Gang Files Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
Police /
Support
Services /
Investigations
PD-028 Registrants: Gang Adults Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); GC §34090
Police /
Support
Services /
Investigations
PD-029 Registrants: Gang Juveniles Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); Records are destroyed
pursuant to W&I §781;GC §34090
Court or
District
Attorney
PD-030 Subpoenas (Personal Appearance of Police
Employees)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Court or District Attorney records; GC §34090
et seq.

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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

SUPPORT SERVICES / PROFESSIONAL STANDARDS & TRAINING
Police /
Support
Services /
Professional
Standards
PD-031
Background Files - Successful, Sworn,
Non-Sworn and Volunteer Applicants
(Cadets, CERT, Chaplains, Interns, etc.)
Separation +
4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Courts may treat
volunteers as employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 2 -3 years; 29
CFR 1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090
Police /
Support
Services /
Professional
Standards
PD-032
Background Files - Unsuccessful
Volunteer Applicants (Cadets, CERT,
Chaplains, Interns, etc.)
3 years Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Courts may treat volunteers as employees in
some actions; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Police /
Support
Services /
Professional
Standards
PD-033
Background Files - Unsuccessful
Employee Sworn and Non-Sworn
Applicants (Employees only)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Police /
Support
Services /
Professional
Standards
PD-034
Complaints from Employees / Internal
Complaints - WITH or WITHOUT
Sustained Finding of Misconduct (no
Employment Action - no demotion or
termination)
If there are any employment actions, the
record is retained in the personnel file
Final
Disposition +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Professional
Standards
PD-035
Complaints from Members of the Public -
Internal Affairs Investigations WITH
Sustained Finding of Misconduct -
Pursuant to Penal Code 832.5(b)
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
PC §§832.5, 832.7; GC §§12946, 12960,
34090;
Police /
Support
Services /
Professional
Standards
PD-036
Complaints from Members of the Public -
Internal Affairs Investigations WITH
Sustained Finding of Misconduct - NOT
Pursuant to Penal Code 832.5(b)
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §§12946, 12960, 34090;
Police /
Support
Services /
Professional
Standards
PD-037
Complaints from Members of the Public -
Internal Affairs Investigations WITHOUT
Sustained Finding of Misconduct -
SWORN Employees
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by
members of the public; other State & Federal
laws require retention until final disposition of
formal complaint; State requires 2 years after
action is taken; Statute of Limitations is 4
years for misconduct after the discovery of
the offense for misconduct in office; EVC
§1045, GC §§12946,12960, 34090, PC
§§801.5, 803(c), 832.5, 832.7, VC §2547
Police /
Support
Services /
Professional
Standards
PD-038
Reviews: On-Duty Traffic Accidents, Use of
Force, Vehicle Pursuits - Not as a result of
a complaint from a member of the public
2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §§12946, 12960,
34090
Police /
Support
Services /
Professional
Standards
PD-039 Recordings: Body-Worn Cameras – LOGS
of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Professional
Standards
PD-040
Recordings: Body-Worn Cameras - that
ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et
seq.

Police /
Support
Services /
Professional
Standards
PD-041 Recordings: Body-Worn Cameras - that
are NOT evidence
Minimum 90
days Mag,
Department preference (law recommends 90
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Support
Services /
Professional
Standards
PD-042
Reports to State or Federal Agencies:

Report to POST Commission of peace
officer employment, compliant, finding,
disposition, or judgement pursuant to §PC
13510.9, etc.

Report of data regarding the number, type,
or disposition of complaints made against
its officers
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Support
Services /
Professional
Standards
PD-043
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters or Sign-in Sheets,
Outlines and Materials; Includes Use of
Force training, safety training, etc.

Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 8 CCR §3203
et seq., 29 CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Police /
Support
Services /
Professional
Standards
PD-044
Training - Department Training Records -

EMPLOYEE FILE
Training Certificates / Training Records
Separation 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Rosters are sent to
POST; OSHA requires safety training 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 2 -3 years; 8
CCR §3203 et seq., 29 CFR 1602.31 , LC
§6429(c); GC §§12946,12960, 34090,
53235.2(b)
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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Professional
Standards
PD-045
Weapons Inventory: Department-owned
weapons, personal weapons, alternate
weapons, secondary handguns, etc.

P Mag, Department preference; GC §34090

SUPPORT SERVICES / PROPERTY AND EVIDENCE
Police /
Support
Services /
Property &
Evidence
PD-046 Property & Evidence Database
Indefinite -
Follows the
Retention of
the Evidence
Mag Department Preference (data is interrelated);
GC §34090
Police /
Support
Services /
Property &
Evidence
PD-047 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Police /
Support
Services /
Property &
Evidence
PD-048 Gun and Narcotics Destruction Log
(Documents related to)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Police /
Support
Services /
Property &
Evidence
PD-049 Property & Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Property &
Evidence
PD-050 Recordings: Video - Evidence Room Minimum 18
months Mag Pursuant to Evidence Auditor's
recommendation; GC §34090.6 et seq,
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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Property &
Evidence
PD-051 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090

SUPPORT SERVICES / RECORDS
Police /
Support
Services /
Records
PD-052 RMS Database
Indefinite -
Follows the
Retention of
the Crime
Report
Yes Mag Data Fields / Records are interrelated; GC
§34090
Police /
Support
Services /
Records
PD-053 Bicycle Licenses Expiration +
2 years
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090 et seq.

Police /
Support
Services /
Records
PD-054
CHP Forms: Pursuit Report (CHP 187A),
Vehicle Report (CHP 180), etc. that are not
filed with Crime Report
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-055
Citations or Notice of Violations (Parking,
Traffic, Marijuana / Cannabis). Includes
requests for dismissals, cancellations, and
appeals.
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090 et seq.

State of
California PD-056
Crime Statistics / National Incident-Based
Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Entered Directly into DOJ’s portal (a State
record)
Police /
Support
Services /
Records
PD-057 Department of Justice Validation Lists 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-058 Holding Cell Logs / Temporary Holding
Facility Logs (Juveniles & Adults) 2 years Mag, Ppr Department preference; Preliminary drafts; GC §34090 et seq.

Police /
Support
Services /
Records
PD-059 Local Criminal History Checks / Records
Background Checks
When No
Longer
Required
Mag, Ppr These are copies / printouts from the RMS
database; GC §34090 et seq.

Police /
Support
Services /
Records
PD-060 Pawn Slips / Secondhand Dealer
Transaction Records 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-061 Parking Permits / Preferential Parking
Permits / Oversized Vehicle Parking Permits
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-062
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault After January 1, 2024
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support
Services /
Records
PD-063
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault Before January 1, 2024
Age of
Majority + 22
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support
Services /
Records
PD-064
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing Date
+ 5 years)
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD W&I §§389(a), 781(d), GC §34090;
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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-065
POLICE REPORTS:

Lost Property: Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
Police /
Support
Services /
Records
PD-066
POLICE REPORTS:

ALL Capital Crimes, Homicide, Juvenile
Child Abuse (substantiated), Elder Abuse
(substantiated), & Sexual Assault (Rape),
Arson (Suspected or Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799;
803(h), 11169 et seq.; 11170(a); WIC 707(b)
Police /
Support
Services /
Records
PD-067
POLICE REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD PC §§11169(c),11170(a)(3)
Police /
Support
Services /
Records
PD-068
POLICE REPORTS:

Except those specifically mentioned in
the schedule (ALL Others, Including
Felonies and Misdemeanors) Includes
Traffic Collisions / Fatals, Miscellaneous
non-criminal reports, etc.
5 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; Provided there are
no outstanding warrants, unrecovered
identifiable items, criminal deaths, they are
not historically significant, and it is not
classified under PC §800 & 290; Stat. of
Limit. is 2 yrs; Destroy juvenile marijuana
after age18; H&S §11361.5, GC §34090, PC
§802, PC §§187, 800 et seq.

Police /
Support
Services /
Records
PD-069
POLICE REPORTS:

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

QC & OD
("Shall" Destroy); GC §§68152(c)(8); H&S
§11361.5
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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-070
POLICE REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E) -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Support
Services /
Records
PD-071
POLICE REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD Department Preference; GC §34090
Police /
Support
Services /
Records
PD-072
POLICE REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090;
PC §851.8(a)
Police /
Support
Services /
Records
PD-073
POLICE REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Support
Services /
Records
PD-074
POLICE REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, or Victim of Intimate
Partner Violence or Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Individual petitions Court ("Shall" Destroy);
GC §34090; PC §§236.14(k); 236.15(k)
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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-075 Public Records Act Requests - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-076 Records Destruction Certificates - Police
Only (CLETS, etc.) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-077 Registrants: Arson Registrations: Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Pursuant to PC
§457.1 et seq.; required to register for life; If
released from DOJJ, records are destroyed
after age 25 or sealing pursuant to W&I §781;
GC §34090.7
Police /
Support
Services /
Records
PD-078
Registrants: Arson Registrations:

Juveniles released from Division of
Juvenile Justice
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Pursuant to PC §457.1 et seq.; If released
from CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC
§34090.7
Police /
Support
Services /
Records
PD-079 Registrants: Narcotics 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-080 Registrants: Sex Offender Registrations:

Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10 or
20 years after offense, provided there are no
subsequent offenses; Pursuant to PC §290
et seq.

Police /
Support
Services /
Records
PD-081 Registrants: Sex Offender Registrations:

Juveniles
P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10 or
20 years after offense, provided there are no
subsequent offenses; Pursuant to PC §290
et seq.

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153
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Court PD-082
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing,
Proof of Service (When Not filed with the
case file)
Expiration of
the Order
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD Not a City record
Police /
Support
Services /
Records
PD-083 STOP Source Data, Audit Log / Racial and
Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After

QC & OD
11 CCR 999.228; 11 CCR 999.229; GC
§34090
Court or
District
Attorney
PD-084 Subpoenas Duces Tecum
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Court or District Attorney records; GC §34090
et seq.

CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
154
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

PUBLIC WORKS / ENGINEERING
Lead Dept. PW-001 Permit Database (Accella) Indefinite (Perm) Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
City Clerk PW-002
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Special Districts:

Engineers Reports
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Retained in City Council Agenda Packets;
GC §34090.7
Public Works /
Engineering PW-003
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Special Districts:

Formation, Historically Significant Records
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-004 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-005
Bonds: Labor & Materials, Performance Bonds,
Letters of Credit, Encroachment Permits,
Monitoring Bonds
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
Public Works /
Engineering PW-006
Capital Improvement Projects (CIP) - where
Engineering is the Lead: MAINTENANCE-
ONLY PROJECTS (Painting, Re-Roof, etc. -
No change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
155
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public Works /
Engineering PW-007
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP,
etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-008
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Hazardous
Materials, Notice of Completion, Photos, Record
Drawings Soils Reports, Studies, Submittals, Surveys,
etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
City Clerk PW-009
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases - Supporting Documents
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD City Clerk retains final; GC §34090(a)
Public Works /
Engineering PW-010
Design & Construction Standards - Authored by
the City for Construction of City Infrastructure
(CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-011
Drawings - where Engineering is the Lead:

Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
156
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public Works /
Engineering PW-012
Encroachment Permits / License Agreements:

Permanent (Structures in the City's Right of
Way, Retaining Walls, etc.)
Includes Insurance Certificates
P Yes: Until
Completion Mag, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-013
Encroachment Permits: Temporary (Banner
Permit, Block Park, Excavation, Street Closure
Permits, Street Cuts, Street & Sidewalk Repair,
Streetlight Repair, Traffic Control,
Transportation Permits, Utility Cuts (Installation
& Patching), etc.)
Includes Insurance Certificates
Minimum
Expiration +
3 years
Yes: Until
Completion Mag, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept. PW-014
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Public Works /
Engineering PW-015 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-016
Land Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

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

QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
157
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public Works /
Engineering PW-017
Land Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-018 Sewer Master Plan P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-019 Subdivision Maps / Parcel Maps P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-020 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-021 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Police or Sheriff PW-022 Traffic Collision Reports / SWTRS Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Copies or Not City Records; GC
§34090.7
Public Works /
Engineering PW-023 Traffic Counts / Traffic Studies 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-024 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
158
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public Works /
Engineering PW-025 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-026 Transportation Permits / Wide Load Permits, Heavy Load Permits, etc.

Expiration +
2 years
Yes: Until
Expiration Mag, Ppr S / I Yes: After
QC & OD GC § 34090
Public Works /
Engineering PW-027 Transportation Plans / Master Plans P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090

PUBLIC WORKS / ENVIRONMENTAL
Public Works /
Environmental PW-028 FOG (Fats, Oil & Grease) Inspections / Pretreatment Annual & Quarterly Reports 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Environmental PW-028.5
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs are
required to be updated every 6 years;
SSOs are required for a minimum of 5
years; 40 CFR 122.41(j)(2); SWRCB
General Order 2006-03; & 2022-0103-
DWQ; GC §34090
Public Works /
Environmental PW-029
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste Collection
and Recycling) . CalRecycle Annual Waste
Diversion Report / Measure D annual report /
Form 303 report (HHW report) Household
Hazardous Waste Reports / CalREcycle Used
Oil report / CalREcycle Bottles & Cans report /
Construction Waste Management Forms, State
Waste Reduction Reports, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; required for 5
years; Low-Carbon Fuel Standard
regulations credits can be received for 10
years, and are eligible for an extension;
14 CCR 18812.4, 14 CCR § 18995.2;
H&S §39730.7; GC §34090
Public Works /
Environmental PW-030 Solid Waste Tonnage Reports / Statistics 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
159
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public Works /
Environmental PW-031 Solid Waste: Construction Waste Management 10 years Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Environmental PW-032 Storm Drain Inspections / Catch Basin Inspections 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Environmental PW-033 Stormwater Illicit Discharges 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 3 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works /
Environmental PW-034
Stormwater Inspections (Business Inspections,
O&M related inspections, and Development
Inspections)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Environmental PW-035 Stormwater: NPDES Annual Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Environmental PW-036 Stormwater: NPDES Permits (Co-Permittee) Superseded + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Environmental PW-037 Street Sweeping Tonnage Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Environmental PW-038 Water Conservation Programs (Shower Heads, Turf Replacement, Washer Replacement, etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; (meets auditing
standards); GC §34090

PUBLIC WORKS / SERVICES
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
160
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public Works /
Lead Div. PW-039 AQMD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Services PW-040
Confined Space Entries / Hot Work Permits /
Lock Out / Tag Out / Energy Control Procedures
(ECP) / Air Monitoring Calibrations
5 years Ppr
Department preference; 8 CCR
5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6); GC §34090
Public Works /
Lead Div. PW-041 Fleet - Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Services PW-042
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Public Works /
Services PW-043 Fleet - Tire Disposal / Waste Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
Public Works /
Services PW-044 Fleet - Used Oil Disposal Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Services PW-045
Fleet - Vehicle & Equipment History Files /
Database
Maintenance, Brakes, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
161
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public Works /
Services PW-046
Maintenance Only Projects / Goods And
Services (Slip lining, turf replacement, etc. - No
change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623
Public Works /
Lead Div. PW-048 Operations & Maintenance Manuals (O&M
Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Services PW-049 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Services PW-050
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims 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)(i), GC §34090
Public Works /
Services PW-051 Sewer - CCTV Videos of Sewer Lines Minimum 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
162
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public Works /
Services PW-052 Sewer - Sanitary Spills and Overflows (SSOs) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years;
SWRCB Order 2002-0103-DWQ & 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Services PW-053 Street Light Maintenance 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Services PW-054 Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs and Forms) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Services PW-055 Tree DATABASE (West Coast Arborists)
Indefinite -
Minimum 3
years
Mag Data is interrelated; GC §34090
Public Works /
Services PW-056 Tree Maintenance, Trimming, Arborists Reports (ALL City-owned trees) 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-057 Underground Service Alerts (USA's) / Dig Alerts 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The Regional Notification Center has the
obligation to retain the notice for 3 years;
GC §§4216.2(f) & 4216.3(e), 34090
Division
Providing
Service / Work
PW-058
Work Orders / Service Requests / Daily Work
Reports - Excludes Infrastructure & Water -
CRM / CMMS DATABASE (Computerized
Maintenance Management System)
When ALL information is entered into the
database
Indefinite -
Minimum 2
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-059
Work Orders / Service Requests / Daily Work
Reports - All Information Entered in CRM /
CMMS Database - Excludes Infrastructure &
Water
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
163
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Division
Providing
Service / Work
PW-060
Work Orders / Service Requests / Daily Work
Reports - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database) Excludes Infrastructure &
Water
(Division providing service retains originals;
Division requesting service is considered a
copy)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / WATER
Public Works /
Water PW-061 SCADA Database (Water)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Public Works /
Water PW-062 Backflow Test Results / Backflow Assembly Test Reports 5 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference; 17 CCR 7605(f);
GC §34090
Public Works /
Water PW-063
Capital Improvement Projects (CIP) - where
Water is the Lead: MAINTENANCE-ONLY
PROJECTS (Slip Lining, etc. - No change in
Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
164
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-11
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public Works /
Water PW-064
Capital Improvement Projects (CIP) - where
Water is the Lead: Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP,
etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Public Works /
Water PW-065
Capital Improvement Projects (CIP) - where
Water is the Lead: Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Hazardous
Materials, Notice of Completion, Photos, Record
Drawings Soils Reports, Studies, Submittals, Surveys,
etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Water PW-066 Consumer Confidence Report - Annual Water
Quality Report P Mag,
OD, Ppr S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, federal 10 years; 22
CCR §§ 64400.25; 64470, 64483(g), 40
CFR 141.33(a); 40 CFR 141.91 40 CFR
141.33(a); GC §34090
Public Works /
Water PW-067
Drawings - where Water is the Lead: Record
Drawings, Maps, Large-Format Drawings,
Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Water PW-068 Fire Hydrant Flow Tests / Flushing, Valve
Exercises, Maintenance
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water PW-069 Lab Reports & Chains of Custody: Potable
Water Bacteriological and Organics
Minimum 5
years
Mag,
OD, Ppr S / I Yes - After

QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
165
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-12
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public Works /
Water PW-070 Lab Reports & Chains of Custody: Potable
Water Chemical (Includes Chlorine Residuals)
Minimum 12
years
Mag,
OD, Ppr S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, Federal 10 years; 40
CFR 141.33(a); 22 CCR §64692
Public Works /
Water PW-071 Lab Reports & Chains of Custody: Potable
Water Lead & Copper
Minimum 12
years
Mag,
OD, Ppr S / I Yes - After

QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91
Public Works /
Water PW-072
Lab Reports & Chains of Custody: ALL Potable
Water (Bacteriological and Organics,
Chemical, Lead & Copper)
Minimum 12
years
Mag,
OD, Ppr S / I Yes - After

QC & OD
Department Preference; Only Lead &
Copper is Required for 12 years or 2
compliance cycles; Chemical is 10 years,
B 22 CCR 64400.25; 22 CCR §64470, 40
CFR 141.33(a); 40 CFR 141.91;
Public Works /
Water PW-073 Reservoirs: Dive Videos 10 years
Mag,
Mfr, OD,
Ppr
S Yes - After

QC & OD
Department preference (covers 2
mandated cycles); GC §34090
Public Works /
Water PW-074 Reservoirs: Inspection Reports, Maintenance Records P
Mag,
Mfr, OD,
Ppr
S Yes - After
QC & OD Department preference; GC §34090
Public Works /
Water PW-075 Water Leaks 5 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference for meet DPH
regulations; GC §34090
Public Works /
Water PW-076 Water Rights P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
Public Works /
Water PW-077
Water Supply Assessments, Studies, Reports /
Stream Studies and Flow / Water Planning
Studies
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
Public Works /
Water PW-078 Water System Variances P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
166
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-13
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public Works /
Water PW-079 Wells / Well History (including abandoned or destroyed wells) P
Mag,
Mfr, OD,
Ppr
S Yes - After
QC & OD Department preference; GC §34090
Division
Providing
Service / Work
PW-080
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-081
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S Yes - After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-082
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S Yes - After

MEMORANDUM

CITY OF CHINO

ADMINISTRATION DEPARTMENT

CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2024

TO: LINDA REICH, CITY MANAGER
FROM: RYAN SHUMWAY, INFORMATION TECHNOLOGY MANAGER

SUBJECT
..titl e
Microsoft Enterprise Agreement with Dell Marketing LP.
..end

RECOMMENDATION
1) Approve a three-year Microsoft Enterprise Agreement with Dell Marketing LP to provide the necessary Microsoft software licenses, including Outlook and Microsoft 365 ; 2) approve the annual amount of up to $429,076.08 for a total 3-year cost no to exceed $1,287,228.24; and 3) authorize the City Manager to execute all necessary documents on behalf of the City. ..body

FISCAL IMPACT
There are sufficient funds in the adopted Fiscal Year 202 4-25 Operating Budget and will continue to be budgeted in the next two budget cycles.

CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES The recommendation detailed above further the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
 Superior Customer Service
 Responsible Long-Range Planning
 Public Service Excellence through Internal and External Partnerships  Effective Technology

Revenue: Click or tap here to enter text.

Expenditure: 6102050-43070
Transfer In: Click or tap here to enter text. Transfer Out: Click or tap here to enter text. 168
CITY COUNCIL MEETING DATE: SEPTEMBER 17, 2024
TITLE: MICROSOFT ENTERPRISE AGREEMENT WITH DELL MARKETING LP.

PAGE: 2

BACKGROUND
The City of Chino relies on Microsoft software across its desktop computers, servers, and cloud- based services. This includes Office 365, Windows operating sys tems, productivity tools, and SQL database licenses. To effectively manage its technology environment and cloud computing strategies, it is essential for the City to maintain its Enterprise Agreement.

ISSUES/ANALYSIS
The Microsoft Enterprise Licensing Agreement, negotiated by Riverside County through a competitive solicitation process, has been utilized by other organizations across California. By piggybacking on Riverside County’s Microsoft Master Enterprise Agreement with Dell Marketing LP, the City of Chino can secure more favorable pricing compared to establishing an independent agreement. Dell has agreed to extend the same pricing and terms to the City, ensuring current lower rates are locked in for the next three years. The annual payment for the agreement, covering the period from September 1, 2024, to August 31, 2025, is $399,076.08.

Additionally, staff is requesting an extra $30,000 as a contingency for any unforeseen license needs that may arise. This ensures uninterrupted operations across departments. Any additional licenses or overages during the contract term will be purchased at the agreed -upon rate.

Under the provisions of the City of Chino Municipal Code Section 3.32.070 (D)(2) , the City Council is autho rized to acquire this licensing agreement through a cooperative purchasing agreement. The City’s Purchasing Manager has reviewed the request and concurs that leveraging Riverside County’s agreement, which is utilized by numerous California public agencies, would be more cost-effective than an independent agreement.

Funding for this three -year agreement has been budgeted within the Administration Department’s FY 2024-25 Budget and will be included in future budget requests for FY 2025 -26 and FY 2026-27.

Staff recommends that the City Council approve the award of a three -year Microsoft Enterprise Software Licensing Agreement to Dell Marketing LP, leveraging Riverside County’s statewide competitively awarded Microsoft Enterprise Agreement. The total amount will not exceed $1,287,228.24 for the period of September 1, 2024, through August 31, 2027.

Attachments – Microsoft Agreement
Dell - Microsoft Quote
County of Riverside Agreement

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AmendmentApp v4.0 M97,M318 B

Page 2 of 4 ends

Chino City CouncilSeptember 17, 2024

Chino City Council
September 17, 2024