Cloverdale City Council
December 14, 2022

124 N. Cloverdale Boulevard
Cloverdale, CA 95425
Phone: 707-894-2521
www.cloverdale.net

MINUTES - FINAL

REGULAR MEETING OF THE CITY COUNCIL AND JOINT MEETING OF THE CLOVERDALE COMMUNITY

DEVELOPMENT SUCCESSOR AGENCY BOARD OF DIRECTORS
WEDNESDAY, DECEMBER 14, 2022
CLOSED SESSION: 5 PM
OPEN SESSION: 6 PM

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425

CLOSED SESSION
A. OPENING CLOSED SESSION:

Call to Order - Mayor Lands called the closed session meeting to order at 5 p.m.

Roll Call - Present: Mayor Lands, Vice Mayor Wolter, Councilmembers: Cruz, Bagby, Palla - Absent: None.

Closed Session Agenda Review (Changes and/or Deletions) - None.

PUBLIC COMMENTS ON CLOSED SESSION AGENDA:

None.

RECESS TO CLOSED SESSION TO HEAR THE FOLLOWING ITEM(S):

Mayor Lands recessed the meeting to closed session at 5:01 p.m.

A.1 CONFERENCE WITH REAL PROPERTY NEGOTIATORS:
(Pursuant to Government Code Section 54956.8)
Property: APN 116-110-025, APN 116-110-024, 115-220-004 Agency negotiator: City Attorney Sanchez, City Manager Kelley, and Assistant City Manager Thompson
Negotiating parties: Johnson Michael L TR ET AL c/o Gerald Angeli Under negotiation: Price and terms of payment
Action: The item was received and filed.

Mayor Lands adjourned Closed Session at 5:29 p.m.

OPEN SESSION
B. OPENING PUBLIC SESSION
Call to Order - Mayor Lands called the open session meeting to order at 6:01 p.m.

Pledge of Allegiance - Mayor Lands led the pledge of allegiance.

Roll Call - Present: Mayor Lands, Vice Mayor Wolter, Councilmembers: Cruz, Palla - Absent: None.

Report out on Closed Session - None.

Conflict of Interest Declaration - None.

Agenda Review (Changes and/or Deletions) - Mayor Lands re-ordered the agenda to see item F. Consent Calendar, prior to item E. Proclamations/Presentations.

C. PUBLIC COMMENTS:

Shawn Bovee inquired on public comment availability for item H.4.

Tom Keaney, Citrus Fair CEO, introduced himself to Council.

D. COMMUNICATIONS
D.1 Alexander Valley Water District Proposal
City Manager Kelley introduced the item and Mike Martini presented.

Council provided direction to staff.

E. PROCLAMATIONS/PRESENTATIONS
Mayor Lands re-ordered item E in the following order: E.4, E.3, E.2, E.1 E.1 Service Recognition - Councilmember Cruz
Mayor Lands recognized Marta Cruz and their service to the community.

Public Comment - La Reva Myles spoke commending City Council and Councilmember Cruz.

E.2 Service Recognition - Councilmember Palla
Mayor Lands recognized Joe Palla and their service to the community.

E.3 Service Recognition - Vice Mayor Wolter
Mayor Lands recognized Gus Wolter and their service to the community.

E.4 Student Liaison Report
Student Liaison Garcia reported.

F. CONSENT CALENDAR:

Mayor Lands pulled item F.4 from the Consent Calendar at the request of Councilmember Cruz.

A motion was made by Councilmember Palla, seconded by Councilmember Bagby, to waive reading of the text and adopt items F.1-F.7, excluding item F.4, of the Consent Calendar.

ACTION: The motion carried by the following vote:

Yes (5) - Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Cruz, Palla No (0) - None
F.1 Approval of Minutes - November 9, 2022
ACTION: Approved as submitted.

F.2 A Resolution of the City Council of the City of Cloverdale Authorizing Remote Teleconference Meetings of the City in Compliance with Assembly Bill 361 ACTION: Resolution was adopted
RESOLUTION NO. 117-2022 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE AUTHORIZING REMOTE TELECONFERENCE MEETINGS OF THE CITY OF CLOVERDALE OF THE CITY IN COMPLIANCE WITH ASSEMBLY BILL 361 F.3 A Resolution Accepting the Annual AB 1600 Report of Development Impact Fee Activity for Fiscal Year 2021-2022.

ACTION: Resolution was adopted
RESOLUTION NO. 118-2022 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE ACCEPTING THE ANNUAL AB 1600 REPORT OF DEVELOPMENT IMPACT FEE ACTIVITY FOR FISCAL YEAR 2021-2022
F.5 Resolution of the City Council (1) awarding the purchase of one BC1000XL Vermeer 74hp Chipper in an amount not to exceed $67,862 to Jet Equipment Corporation and (2) awarding purchase of a 2022 Chevrolet Silverado 3500HD not to exceed $91,013 to Dublin Chevrolet the FY 2022-23 Budget contains $140,000 for both items, leaving a shortfall of $32,875 (includes 10% contingency) to be covered by the Parks & Rec Impact Fee Fund.

ACTION: Resolution was adopted
RESOLUTION NO. 119-2022 ENTITLED: RESOLUTION OF THE CITY OF COUNCIL OF THE CITY OF

CLOVERDALE APPROVING A PURCHASE AGREEMENT WITH DUBLIN CHEVROLET IN THE AMOUNT OF $91,013 FOR THE PURCHASE OF ONE 2022 CHEVROLET SILVERADO 3500HD AND A PURCHASE AGREEMENT WITH JET EQUIPMENT CORPORATION IN AN AMOUNT NOT TO EXCEED $67,862 FOR THE PURCHASE OF A BC1000XL VERMEER 74HP CHIPPER AND APPROVAL OF A BUDGET AMENDMENT IN THE AMOUNT OF $34,762 TO COVER A 10% CONTINGENCY AND HIGHER THAN

BUDGETED EXPENSES AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID PURCHASE F.6 Resolution No. SA 001-2022 of the Cloverdale Community Development Successor Agency, Adopting the Recognized Obligation Payment Schedule 23-24 for the Period July 1, 2023 to June 30, 2024, and Administrative Budget for Fiscal Year 2023-24 ACTION: Resolution was adopted
RESOLUTION NO. SA 001-2022 ADOPTING THE RECOGNIZED OBLIGATION PAYMENT SCHEDULE 23-24 FOR THE PERIOD JULY 1, 2023 TO JUNE 30, 2024, AND THE SUCCESSOR AGENCY’S ADMINISTRATIVE BUDGET FOR FISCAL YEAR 2023-24
F.7 Resolution Approving the City of Cloverdale’s Records Retention Schedule ACTION: Resolution was adopted
RESOLUTION NO. 120-2022 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE UPGRADING ITS RECORDS MANAGEMENT PROGRAM, INCLUDING ITS

RECORDS RETENTION POLICIES
F.4 Memorandum of Understanding between the City of Cloverdale and Cloverdale Unified School District for a School Resource Officer
Councilmember Cruz and Palla commented on the item.

ACTION: A motion was made by Vice Mayor Wolter, seconded by Councilmember Palla, to waive reading of the text and adopt:

RESOLUTION NO. 121-2022 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF

CLOVERDALE AND CLOVERDALE UNIFIED SCHOOL DISTRICT FOR A SCHOOL RESOURCE

OFFICER AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID AGREEMENT The motion carried by the following vote:

Yes: (4) Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Palla No: (1) Councilmember Cruz

Absent: (0) None
Councilmember Cruz left the meeting at 6:44 p.m.

G. PUBLIC HEARINGS
G.1 Adoption of the 2022 California Building Standards Codes and the 2022 Fire Code by Reference and amending Title 15, “Buildings and Construction” of the Cloverdale Municipal Code.

Mayor Lands introduced the item, and Assistant City Manager Thompson presented the second reading of the ordinance.

Mayor Lands opened and closed the Public Hearing at 6:45 p.m.

ACTION: A motion was made by Councilmember Bagby, seconded by Councilmember Palla, to waive reading of the text and adopt:

ORDINANCE NO. 750-2022 ENTITLED: ORDINANCE OF THE CITY OF CLOVERDALE REPEALING AND REPLACING CLOVERDALE MUNICIPAL CODE CHAPTERS 15.00 THROUGH 15.18 AND ADOPTING BY REFERENCE THE 2022 CALIFORNIA BUILDING STANDARDS CODE, TITLE 24; THE 2022 CALIFORNIA ADMINISTRATIVE CODE (PART 1) INCLUDING TABLES; THE 2022 CALIFORNIA BUILDING CODE (PART 2) INCLUDING TABLES AND APPENDICES C, I, J, O AND P; THE 2022 CALIFORNIA RESIDENTIAL BUILDING CODE (PART 2.5) INCLUDING TABLES AND APPENDICES AH, AQ, AS, AX, AND AZ; THE 2022 CALIFORNIA ELECTRICAL CODE (PART 3) INCLUDING TABLES AND APPENDICES A, B, C, F, AND G; THE 2022 CALIFORNIA MECHANICAL CODE (PART 4) INCLUDING TABLES AND APPENDICES B, C AND F; THE 2022 CALIFORNIA PLUMBING CODE (PART 5) INCLUDING TABLES AND APPENDICES A, B, C, D, G, I, J AND K; THE 2022 CALIFORNIA ENERGY CODE (PART 6) INCLUDING TABLES AND APPENDIX 1-A; THE 2022 CALIFORNIA HISTORICAL BUILDING CODE (PART 8) INCLUDING TABLES AND APPENDIX A; THE 2022 CALIFORNIA FIRE CODE (PART 9) WITH APPENDICES, STANDARDS AND NFPA STANDARDS BY REFERENCE; THE 2022 CALIFORNIA EXISTING BUILDING CODE (PART 10) INCLUDING TABLES AND APPENDIX A, CHAPTERS A1 THROUGH A5 ; THE 2022 CALIFORNIA GREEN BUILDING STANDARDS CODE (PART 11) INCLUDING TABLES AND APPENDICES A4 AND A5; THE 2022 CALIFORNIA REFERENCED STANDARDS CODE (PART 12 OF TITLE 24) INCLUDING TABLES; AND THE 2021 INTERNATIONAL PROPERTY MAINTENANCE CODE.

The motion carried by the following vote:

Yes: (4) Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Palla

Absent: (1) Councilmember Cruz
H. NEW BUSINESS
H.1 Consider adopting a Resolution approving an Individual At-Will Employment Agreement with Derrick Montanye for the position of Public Works Director for the City of Cloverdale City Manager Kelley introduced the item and Derrick Montanye addressed Council.

ACTION: A motion was made by Councilmember Palla, seconded by Councilmember Bagby, to waive reading of the text and adopt:

RESOLUTION NO. 122-2022 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING AN AT-WILL EMPLOYMENT AGREEMENT WITH DERRICK MONTANYE

FOR THE CITY OF CLOVERDALE PUBLIC WORKS DIRECTOR AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AGREEMENT ON BEHALF OF THE CITY.

The motion carried by the following vote:

Yes: (4) Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Palla

Absent: (1) Councilmember Cruz
H.2 Adopting the Official Canvass of the Votes Cast at the General Municipal Election Held on November 8, 2022, for Ballot Measure K, To Prohibit the Sale of Fireworks, and the Election of Three Members of the City Council and the City Treasurer; Declaring the Election of Such Council Members and Declaring the Results of Said Election and Such Other Matters as Provided by Law.

Mayor Lands introduced the item.

ACTION: A motion was made by Councilmember Palla, seconded by Councilmember Bagby, to waive reading of the text and adopt:

RESOLUTION NO. 123-2022 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE, ADOPTING THE OFFICIAL CANVASS OF THE VOTES CAST AT THE GENERAL MUNICIPAL ELECTION HELD ON NOVEMBER 8, 2022, FOR BALLOT MEASURE K, TO PROHIBIT

THE SALE OF FIREWORKS, AND THE ELECTION OF THREE MEMBERS OF THE CITY COUNCIL AND THE CITY TREASURER; AND DECLARING THE ELECTION OF SUCH COUNCIL MEMBERS AND

DECLARING THE RESULTS OF SAID ELECTION AND SUCH OTHER MATTERS AS PROVIDED BY LAW.

The motion carried by the following vote:

Yes: (4) Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Palla

Absent: (1) Councilmember Cruz
Mayor Lands recessed the meeting at 6:57 p.m. and reconvened the meeting at 7:11 p.m.

H.3 Council Reorganization

Councilmember Lands introduced the item.

City Clerk Maloney swore newly elected Councilmembers Morgenstern, Wolter, and Wheeler into office and they joined Councilmembers Bagby and Lands at the dais.

H.4 Selection of Mayor & Vice Mayor
Councilmember Lands introduced the item.

Election of Mayor:

ACTION: Councilmember Wolter nominated Councilmember Lands to the position of Mayor. Councilmember Wheeler seconded the nomination.

Public Comment:

La Reva Myles requested consideration of Councilmember Bagby for the position of Mayor.

Angela Cordova requested consideration of Councilmember Lands for the position of Mayor.

Shawn Bovee requested consideration of Councilmember Lands or an alternate.

City Manager Kelley informed the council of multiple late correspondence received.

The nomination carried by the following vote:

Yes: (4) Councilmember Lands, Councilmembers: Morgenstern, Wheeler, Wolter No: (1) Councilmember Bagby.

Election of Vice Mayor:

ACTION: Councilmember Wheeler nominated Councilmember Wolter to the position of Vice Mayor. Councilmember Morgenstern seconded the nomination.

Public Comment:

La Reva Myles requested consideration of Councilmember Bagby for the position of Vice Mayor.

The nomination carried by the following vote:

Yes: (4) Mayor Lands, Councilmembers: Morgenstern, Wheeler, Wolter No: (1) Councilmember Bagby.

H.5 Review and discussion of Updated City Council 2023 Subcommittee, Joint Committee and Regional Board/Committee Appointments
City Manager Kelley introduced the item and responded to Councilmember inquiries and comments.

I. SUBCOMMITTEE REPORTS
No additional reports.

Finance, Administration & Police:

Last Meeting Agenda | Next Meeting - February 6, 2023 (January 2, 2023 Cancelled) Planning & Sustainability:

Last Meeting Agenda | Next Meeting - February 21, 2023 (December 20, 2022 Cancelled) Public Works & Facilities:

Last Meeting Agenda | Next Meeting - January 24, 2023
Joint City/Cloverdale Unified School District:

Last Meeting Agenda | Next Meeting - January 16, 2023
Homelessness Community Advisory Group:

Last Meeting Agenda | Next Meeting - January 10, 2023
J. COUNCIL REPORTS
None.

K. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
None.

L. CITY MANAGER/CITY ATTORNEY REPORT(S)
City Manager Kelley reported.

Councilmember Bagby acknowledged Staff.

City Attorney Sanchez reported.

M. STATUS UPDATES
CURRENT IMPACTS TO WATER - City Manager Kelley reported.

SUPPLY COVID-19 EMERGENCY - City Manager Kelley reported.

N. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
None.

O. ADJOURNMENT
Mayor Lands adjourned the meeting at 7:45 p.m. to the meeting of January 11, 2023.

Approved On: January 11, 2023
_____________________
Mike Maloney, City Clerk
124 N. Cloverdale Boulevard
Cloverdale, CA 95425
Phone: 707-894-2521
www.cloverdale.net
CLOSED SESSION: 5 PM
THIS PORTION OF THE MEETING WILL BE CLOSED TO THE PUBLIC IN PERSON.

THE ZOOM LINK IS AVAILABLE BELOW FOR PUBLIC COMMENTS PRIOR TO CLOSED SESSION.

OPEN SESSION: 6 PM

THIS PORTION OF THE MEETING WILL BE OPEN TO THE PUBLIC

BOTH IN PERSON AND VIA THE ZOOM LINK BELOW
PUBLIC PARTICIPATION:

City Council welcomes your interest, attendance, and participation at meetings.

Attendees may join in-person at the Cloverdale Performing Arts Center - 209 N. Cloverdale Blvd, virtually at www.zoom.us/join, or by telephone: 1-(669) 900-6833, both using Meeting ID: 886 4841 6804, or directly at https://us02web.zoom.us/j/88648416804?pwd=QjFHTkt1TGIwMVN4V1lQR0FLRmw1UT09.

Regular City Council meetings are also streamed on YouTube via live webcast at cloverdale.net/youtube.

Members of the public can provide comment on an agenda item in-person or online via Zoom during the public comment periods. Zoom attendees will be muted until they are called upon by the Mayor or City Clerk. To make a public comment on Zoom, use the raise hand icon, or dial*9 if you are calling in. Please state your name for the record. Once you start, you will have three (3) minutes to speak. Please note the Council is unable to respond directly to questions or enter into dialogue with commenters. Written comments may alternatively be submitted prior to the meeting via email to the City Clerk at [email protected]. Please note, all written comments received are considered public records and subject to disclosure under the California Public Records Act.

Council may recess for breaks and agenda items may be taken out of order.

Members of the City Council may participate in the meeting in person or via Zoom consistent with the provisions of Assembly Bill 361 amending the Brown Act.

AGENDA

REGULAR MEETING OF THE CITY COUNCIL AND JOINT MEETING OF THE CLOVERDALE COMMUNITY

DEVELOPMENT SUCCESSOR AGENCY BOARD OF DIRECTORS
WEDNESDAY, DECEMBER 14, 2022

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
1 A. OPENING CLOSED SESSION:

Call to Order
Roll Call
Closed Session Agenda Review (Changes and/or Deletions) PUBLIC COMMENTS ON CLOSED SESSION AGENDA:

Prior to recessing into Closed Session, the public may speak on items to be addressed in Closed Session. Per City Council Policy, three minutes are allotted to each speaker.

RECESS TO CLOSED SESSION TO HEAR THE FOLLOWING ITEM(S):

A.1 CONFERENCE WITH REAL PROPERTY NEGOTIATORS:
(Pursuant to Government Code Section 54956.8)
Property: APN 116-110-025, APN 116-110-024, 115-220-004 Agency negotiator: City Attorney Sanchez, City Manager Kelley, and Assistant City Manager Thompson
Negotiating parties: Johnson Michael L TR ET AL c/o Gerald Angeli Under negotiation: Price and terms of payment

OPEN SESSION
B. OPENING PUBLIC SESSION
Call to Order
Pledge of Allegiance
Roll Call
Report out on Closed Session
Conflict of Interest Declaration
Agenda Review (Changes and/or Deletions)
C. PUBLIC COMMENTS:

Any person wishing to speak to the City Council on any item not listed on the agenda may do so at this Ime.

Members of the public have the right to speak on any item on the Council Agenda at the Ime the item comes up for consideration. Pursuant to the Brown Act, the City Council is not allowed to consider issues or take action on any item not listed on the agenda. Three minutes are typically allotted to each speaker.

D. COMMUNICATIONS
Council may discuss at this Ime wriJen communicaIons sent to Councilmembers since the last council meeting. Written communications to be discussed will be listed below, if any.

D.1 Alexander Valley Water District Proposal
E. PROCLAMATIONS/PRESENTATIONS
E.1 Service Recognition - Councilmember Cruz
E.2 Service Recognition - Councilmember Palla
Alexander Valley Water District Proposal
Draft Letter of Support AV District Formation
2 E.3 Service Recognition - Vice Mayor Wolter
E.4 Student Liaison Report
F. CONSENT CALENDAR:

All items under the Consent Calendar will be considered together by one acIon of the City Council unless any Councilmember or member of the public requests that an item be removed and considered separately.

F.1 Approval of Minutes - November 9, 2022
F.2 A Resolution of the City Council of the City of Cloverdale Authorizing Remote Teleconference Meetings of the City in Compliance with Assembly Bill 361 Recommended Action(s):

Adopt a Resolution entitled, “A Resolution of the City Council of the City of Cloverdale Authorizing Remote Teleconference Meetings of the City of Cloverdale of the City in Compliance with Assembly Bill 361.”
F.3 A Resolution Accepting the Annual AB 1600 Report of Development Impact Fee Activity for Fiscal Year 2021-2022.

Recommended Action(s):

Adopt a Resolution Entitled, “A Resolution of the City Council of the City Of Cloverdale Accepting the Annual AB 1600 Report of Development Impact Fee Activity for Fiscal Year 2021-2022.” F.4 Memorandum of Understanding between the City of Cloverdale and Cloverdale Unified School District for a School Resource Officer
Recommended Action(s):

Adopt a Resolution Entitled, “Resolution of the City Council of the City of Cloverdale approving a Memorandum of Understanding Between the City of Cloverdale and Cloverdale Unified School District for a School Resource Officer and Authorizing the City Manager to Execute said Agreement.” F.5 Resolution of the City Council (1) awarding the purchase of one BC1000XL Vermeer 74hp Chipper in an amount not to exceed $67,862 to Jet Equipment Corporation and (2) awarding purchase of a 2022 Chevrolet Silverado 3500HD not to exceed $91,013 to Dublin Chevrolet the FY 2022-23 Budget contains $140,000 for both items, leaving a shortfall of $32,875 (includes 10% contingency) to be covered by the Parks & Rec Impact Fee Fund.

Recommended Action(s):

Adopt a resolution entitled, “A Resolution of the City of Council of the City of Cloverdale approving a November 9, 2022 - Draft Minutes
Agenda Report
Attachment 1 - Resolution
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Fee Report
Agenda Report
Attachment 1 - Resolution
Attachment 2 - SRO MOU
Attachment 3 - School District Cooperative Agreement
3 purchase agreement with Dublin Chevrolet in the amount of $91,013 for the purchase of one 2022 Chevrolet Silverado 3500HD and a purchase agreement with Jet Equipment Corporation in an amount not to exceed $67,862 for the purchase of a BC1000XL Vermeer 74hp chipper and approval of a budget amendment in the amount of $34,762 to cover a 10% contingency and higher than budgeted expenses and authorizing the city manager to execute said purchase.” F.6 Resolution No. SA 001-2022 of the Cloverdale Community Development Successor Agency, Adopting the Recognized Obligation Payment Schedule 23-24 for the Period July 1, 2023 to June 30, 2024, and Administrative Budget for Fiscal Year 2023-24
Recommended Action(s):

Adopt a Resolution entitled, “Resolution No. SA 001-2022 adopting the Recognized Obligation Payment Schedule 23-24 for the Period July 1, 2023 to June 30, 2024, and the Successor Agency’s Administrative Budget for Fiscal Year 2023-24.”
F.7 Resolution Approving the City of Cloverdale’s Records Retention Schedule Recommended Action(s):

Adopt a resolution entitled, “A Resolution of the City Council of the City of Cloverdale upgrading its records management program, including its records retention policies.” G. PUBLIC HEARINGS
G.1 Adoption of the 2022 California Building Standards Codes and the 2022 Fire Code by Reference and amending Title 15, “Buildings and Construction” of the Cloverdale Municipal Code.

Recommended Action(s):

Hold the Second Reading and Adopt by Title Only an Ordinance entitled, “An Ordinance of the City of Cloverdale Repealing and Replacing Cloverdale Municipal Code Chapters 15.00 through 15.18 and Adopting By Reference the 2022 California Building Standards Code, Title 24; the 2022 California Administrative Code (Part 1) including Tables; the 2022 California Building Code (Part 2) including Tables and Appendices C, I, J, O and P; the 2022 California Residential Building Code (Part 2.5) including Tables and Appendices AH, AQ, AS, AX, and AZ; the 2022 California Electrical Code (Part 3) including Tables and Appendices A, B, C, F, and G; the 2022 California Mechanical Code (Part 4) including Tables and Appendices B, C and F; the 2022 California Plumbing Code (Part 5) including Tables and Appendices A, B, C, D, G, I, J and K; the 2022 California Energy Code (Part 6) including Tables and Appendix 1-A; the 2022 California Historical Building Code (Part 8) including Tables and Appendix A; the 2022 California Fire Code (Part 9) with Appendices, Standards and NFPA Standards Agenda Report
Attachment 1 - Resolution
Attachment 2 - Wood Chipper Quote
Attachment 3 - Dump truck quote
Attachment 4 - Budget Amendment Form
Agenda Report
Attachment 1 - Resolution No. SA001-2022
Attachment 2 - Exhibit A - ROPS 23-24
Attachment 3 - Exhibit B - SA Admin Budget 23-24
Agenda Report
Attachment 1 - Resolution
Exhibit A - Retention Schedule
4 by Reference; the 2022 California Existing Building Code (Part 10) including Tables and Appendix A, Chapters A1 through A5 ; the 2022 California Green Building Standards Code (Part 11) including Tables and Appendices A4 and A5; the 2022 California Referenced Standards Code (Part 12 of Title 24) including Tables; and the 2021 International Property Maintenance Code." H. NEW BUSINESS
H.1 Consider adopting a Resolution approving an Individual At-Will Employment Agreement with Derrick Montanye for the position of Public Works Director for the City of Cloverdale Recommended Action(s):

The City Manager recommends that the City Council adopt a Resolution entitled “A Resolution of the City Council of the City of Cloverdale approving an At-Will Employment Agreement with Derrick Montanye for the City of Cloverdale Public Works Director and authorizing the City Manager to execute the agreement on behalf of the City.”
H.2 Adopting the Official Canvass of the Votes Cast at the General Municipal Election Held on November 8, 2022, for Ballot Measure K, To Prohibit the Sale of Fireworks, and the Election of Three Members of the City Council and the City Treasurer; Declaring the Election of Such Council Members and Declaring the Results of Said Election and Such Other Matters as Provided by Law.

Recommended Action(s):

Adopt a Resolution entitled, “A Resolution of the City Council of the City of Cloverdale, Adopting the Official Canvass of the Votes Cast at the General Municipal Election Held on November 8, 2022, for Ballot Measure K, To Prohibit the Sale of Fireworks, and the Election of Three Members of the City Council and the City Treasurer; and Declaring the Election of Such Council Members and Declaring the Results of Said Election and Such Other Matters as Provided by Law." H.3 Council Reorganization
Recommended Action(s):

Newly Elected Councilmembers Sworn into Office and Seated at the Dais.

H.4 Selection of Mayor & Vice Mayor
Recommended Action(s):

Select a Mayor and a Vice Mayor for a one-year term ending December 2023.

H.5 Review and discussion of Updated City Council 2023 Subcommittee, Joint Committee and Regional Agenda Report
Attachment 1 - Ordinance
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Draft At-Will Agreement
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Cloverdale Statement of Votes Cast Attachment 3 - Exhibit B - Measure K
Oath of Office - Blank
Agenda Report
Late Correspondence as of 4:15 p.m.
5 Board/Committee Appointments
Recommended Action(s):

Staff recommends that the City Council review and discuss Subcommittee, Joint Committee and Regional Board/Council Assignments, and complete preference forms (Attachments 2 & 3) to enable staff to make a recommendation to the City Council at the January 11, 2023 City Council meeting.

I. SUBCOMMITTEE REPORTS
Subcommittee Agendas, Approved Minutes, and Media are available at www.cloverdale.net/agendacenter Finance, Administration & Police:

Last Meeting Agenda | Next Meeting - February 6, 2023 (January 2, 2023 Cancelled) Planning & Sustainability:

Last Meeting Agenda | Next Meeting - February 21, 2023 (December 20, 2022 Cancelled) Public Works & Facilities:

Last Meeting Agenda | Next Meeting - January 24, 2023
Joint City/Cloverdale Unified School District:

Last Meeting Agenda | Next Meeting - January 16, 2023
Homelessness Community Advisory Group:

Last Meeting Agenda | Next Meeting - January 10, 2023
J. COUNCIL REPORTS
J.1 Councilmember Reports
K. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
L. CITY MANAGER/CITY ATTORNEY REPORT(S)
M. STATUS UPDATES

CURRENT IMPACTS TO WATER SUPPLY
COVID-19 EMERGENCY
N. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
O. ADJOURNMENT
To the next regularly scheduled meeting of January 11, 2023.

Agenda Report
Attachment 1 - Resolution No. 006-2022
Attachment 2-3 - Subcommittees and Regional Board Preference Ranking Councilmember Bagby
6 CERTIFICATE OF POSTING
I, Mike Maloney, City Clerk, do hereby declare under penalty of perjury that the foregoing agenda was posted on 1) the outdoor bulletin board at City Hall, 124 N. Cloverdale Blvd., Cloverdale, CA 95425, and 2) Cloverdale Performing Arts Center, 209 N. Cloverdale Blvd., Cloverdale, CA 95425; online at cloverdale.net/agendacenter and made available for public review at least 72 hours prior to the meeting as required by the Brown Act.

Date posted: 12.8 Time posted: 5:30 p.m. City Clerk Signature: s/Mike Maloney

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AB343 REQUIREMENTS: Any wriIngs or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspecIon in the City Hall offices located at 124 N. Cloverdale Blvd., Cloverdale, CA 95425 during normal business hours.

WAIVER WARNING: If you challenge decisions/direcIons of the City Council in court, you may be limited to raising only those issues you or someone else raised at public hearings described in this agenda, or in wriJen correspondence delivered to the City of Cloverdale, or prior to, the public hearing.

TRANSCRIPTIONS: The City does not transcribe its proceedings. Anyone who desires a verbal record of this meeIng should arrange for an aJendant by a court reporter or for other acceptable means of recording. Such arrangement will be at the sole expense of the individual requesIng the recordaIon. QuesIon about this agenda should be directed to City Hall at 707-894-2521. Video recordings are available at cloverdale.net/agendacenter The City of Cloverdale thanks you in advance for taking all precautions to prevent spreading COVID-19. 7 Proposal to Form an Alexander Valley Water District
Prepared by the Russian River Property Owner’s Association, November 11, 2022 This Proposal describes the efforts of the Russian River Property Owners Association (RRPOA) representing the agricultural property owners of Sonoma County’s Alexander Valley, to form a new locally governed Water District. The new Water District will pursue water supply reliability and resilience in the face of the ongoing drought conditions, future limitations on water supply from Russian River summer flows derived from the Eel River inter-basin transfer at Potter Valley in Mendocino County, and impending State regulation of a local groundwater basins. This Water District proposal must be further refined, supported by local agricultural landowners, and then presented to the Local Agency Formation Commission or through a special act of the State Legislature.

The new agricultural landowner-governed special district will enhance water supply and resilience in Alexander Valley by representing agricultural landowners in regional multiagency efforts to maintain the inter-basin transfer at Potter Valley and through local investments in water supply, conservation, and habitat restoration projects. No existing entity or agency can accomplish these objectives within the Alexander Valley.

Without such local organizing, representation, and investment, agricultural property owners and the Alexander Valley’s grape-growing and winery industry very well may lose access to water supplies previously taken for granted. Federal, State, and regional agencies may impose additional regulations, fail to achieve agricultural water supply from a new inter-basin project at Potter Valley, or alter previous water supply commitments. These issues will potentially contribute to a permanent reduction in water supply for local agriculture.

As part of the effort to achieve water supply reliability and resilience it will be necessary for the proposed Water District to coordinate with existing government agencies and entities involved in water use, supply, and management in Alexander Valley. This includes coordination with the Sonoma County Water Agency, the cities of Healdsburg and Cloverdale, other municipal water providers in the Valley, the Lytton and Dry Creek Band of Pomo Indians and with Mendocino County and the water users there as will be necessary to resolve project funding and allocation and sharing of the water resource.

Background
Alexander Valley Agriculture
Over the years, and with the growth of the premium wine industry in California, the Alexander Valley transitioned from prune and pear and grain crops to premium wine grapes. The Alexander Valley is presently planted with 15,000 acres of wine grapes. In combination with additional planted acreage in the surrounding benchlands and uplands, the area is home to approximately 100 individual growers and 31 wineries producing world-class wines, a key underpinning of the County’s economy. Together, the Valley’s beautiful vineyard landscape and its wineries, support a thriving visitor economy, a key underpinning of the County’s economy.

Existing Water Supply, Conservation and Regulatory Efforts Many organizations including federal, State, regional, and local government agencies influence water supply policy, infrastructure, use, and quality, as well as riparian and aquatic habitat values in the Russian River watershed and in the Alexander Valley. Historically these agencies have focused on maintaining supplies for municipal retail water purveyors, sustaining water quality, protecting multiple listed 8 Alexander Valley Water District Formation Proposal
November 11, 2022
2 terrestrial and aquatic species and restoring habitat. Surface and groundwater water use in the Alexander Valley has slowly, yet progressively, been regulated by multiple programs including the North Coast Instream Flows Policy (2010), Russian River Frost Regulation (2011), and drought curtailments in 2014 and those in 2021-2022. Thus, the Alexander Valley agricultural water users, as well as the municipal users in the Valley are now facing a new era of increased oversight and regulation.

In response to threats to regional water supplies for its 600,000 customers, the Sonoma County Water Agency (Sonoma Water) has initiated the formation of a ‘Water Users Forum’, an effort to engage and organize the affected cities, special districts, other domestic and industrial water purveyors, and agricultural water users toward the water infrastructure investments needed in the Russian River Watershed to secure reliable water supplies. The RRPOA and the new Water District will have the opportunity to influence these and other decisions through representation and active engagement.

Threats to Alexander Valley Water Supply
Water supply available for agricultural irrigation in Alexander Valley, including from its ample aquifer and the summer flows from Lake Mendocino (Potter Valley Project), has historically been plentiful. This lowcost water has allowed Alexander Valley agriculture to flourish with productive premium vineyards -- the foundation of the region’s agricultural and wine industry. However, at this point this agricultural economy is threatened by reductions in water supply for several reasons:

1. Measurable changes in long-term weather patterns suggest that a period of increased duration of periodic droughts and more intense storm events has arrived. This means that surface flows in the Russian River basin will be more variable, including periods when little or no surface water will be available during summer months, even with continued inter-basin transfers from the Eel River to the Russian River through the Potter Valley Project.

2. The Potter Valley Project flows are now reduced to a de minimis amount as the result of PG&E equipment failure and their choosing to abandon the power production project.

3. The continued availability of the inter-basin transfer from the Eel River to the Russian River watershed that has been functioning for over 100 years, will be significantly modified in the coming years due to license surrender of the Potter Valley project by PG&E.

4. The ongoing drought resulted in emergency curtailment orders from the State Water Board in the summer of 2021, that stopped diversions of Russian River water underflow and surface water rights.

Curtailment orders have been extended into 2022. The State Water Board staff are considering the regulation of groundwater well pumping in future drought curtailment orders, due to significant losses of Russian River flow within Alexander Valley, when surface water curtailments were in effect in summer and fall 2021. With a continuation of the present drought or in future droughts, such orders will have significant impact on the ability to irrigate vines and other crops.

5. Urban users along with federally regulated minimum instream flows to support anadromous fish species will typically receive priority over agricultural users during periods of reduced water supply, given applicable regulations and political reality.

6. State scrutiny regarding pumping of groundwater in Alexander Valley may cause the California Department of Water Resources to reprioritize the Alexander Valley basins as “Medium” Priority, thus invoking the Sustainable Groundwater Management Act (SGMA) requirements to prepare a management plan that could include restrictions on existing agricultural and residential/urban wells. 9 Alexander Valley Water District Formation Proposal
November 11, 2022
3 Ongoing Alexander Valley Water Management Action Initiatives There are five ongoing water supply and conservation initiatives underway in the Alexander Valley along with new opportunities arising. Pursuing such actions prior to and following formation the Water District with other entities strengthens justification and support for formation of the Water District. Additionally, the Water District offers agricultural landowners the ability to directly address threats to agricultural water supply as well as assuring participation in regulatory decisions and rulings.

1. Participate in 2023 Russian River Water Sharing Program The State’s 2022 drought water right curtailment regulation provided water users an opportunity to avoid curtailments later in the summer because a critical mass of water users committed to conserve water in a regional, coordinated Voluntary Water Sharing Program. RRPOA provided technical assistance to growers participating in the 2022 program and has committed to assist with future water sharing programs. In the future, the Voluntary Water Sharing Program will need an organization to manage the program. This effort may involve or anticipate other Action Initiatives presented below.

2. Participate in Potter Valley Project Deliberations
The decision by PG&E to surrender its Potter Valley Project hydropower license sets in motion a multiyear technical and legal negotiation before the Federal Energy Regulatory Commission (FERC) to decommission the project. All decommissioning scenarios require Russian River watershed beneficiaries to financially contribute for continued transfer of water from the Eel River to the Russian River. This has heightened concerns for all those agencies dependent upon Russian River water supply. While presently monitoring and engaging, having formal standing in ongoing deliberations regarding the Potter Valley project through creation of the Water District will advance local agricultural landowner interests.

3. Expand Well Monitoring Efforts
The Alexander Valley region requires better documentation and monitoring of groundwater elevations and agricultural well production. The Sonoma Resource Conservation District has established a well monitoring program that could be expanded through cooperation with the RRPOA.

The Sonoma Alliance for Vineyards & Environment (SAVE) organization is also conducting well monitoring in the Alexander and Russian River Valleys that can be part of this program. The RRPOA could formally cooperate with the RCD and SAVE to expand well monitoring to develop an effective sampling of the Valley’s agricultural wells and document natural and artificial groundwater recharge.

4. Continue Groundwater Sustainability Planning
The State is likely to elevate the priority of the Alexander Valley basins and require that Groundwater Sustainability Plans (GSPs) be prepared. Unlike the three existing medium priority basins in Sonoma County with substantial municipal and rural residential water use and multiple responsible public agencies, Alexander Valley groundwater use is predominately agricultural, and there is no existing agricultural-oriented public agency capable of serving as Groundwater Sustainability Agency.

5. Expand Demonstration Groundwater Recharge Study
The demonstration groundwater recharge project conducted by the Dry Creek Rancheria Tribe and partners will explored the feasibility of diverting surface water to vineyards in Alexander Valley during periods of high Russian River flow with the goal of recharging the shallow groundwater aquifer and increasing groundwater accretions to the Russian River and tributaries during low flow periods. The 10 Alexander Valley Water District Formation Proposal
November 11, 2022
4 Tribe has received a substantial $7 million grant from the Department of Water Resources for the current study and at the same time the Sonoma County Water Agency has an interest in supporting the monitoring component of the project. The RRPOA, and eventually the new Water District, can help expand the project’s coverage to a more comprehensive geography that would consider recharge opportunities for the two groundwater basins (north and south Alexander Valley).

Achieving Water Security through Water District Formation Following the example in other parts of California that are grappling with water supply and groundwater management regulations, local agricultural landowners formed a working group of in early 2021 to respond to drought conditions, new water diversion and use regulations, and potential loss of the interbasin transfers from the Eel River. This working group effort has included research, engagement with the regulating agencies, consideration of governance options, and a survey of Alexander Valley agricultural property owners. As a part of this effort, the Russian River Property Owners Association (501c4) (RRPOA), an existing public benefit corporation, with broad membership of Alexander Valley agricultural landowners, was determined to be the appropriate entity to formally propose formation of the new Water District and to manage the formation process.

Purpose of the Water District
The new Water District would have the following specific purposes for agricultural property owners:
1) to gain the official legal standing to participate in regional water supply discussions and projects, including the disposition of the Potter Valley Project and the Eel River inter-basin transfer in coordination with State and federal agencies, the Sonoma County Water Agency, other County agencies, nearby cities, tribes, non-governmental organizations, and other affected water users; 2) to invest in and operate infrastructure that expands and conserves water supply through monitoring usage, pricing and water sharing mechanisms, increased local storage, developing groundwater recharge, expanding use of recycled water, and water conservation measures; 3) to participate in a Groundwater Sustainability Agency (when it is mandated by the State) with other public agencies having land or water use authority in the Alexander Valley; and, 4) to have the authority to engage in River and tributary restoration and habitat conservation projects. 5) to protect existing agricultural water rights.

Leadership
California Water Districts are formed and governed by landowners within the district being formed. The Alexander Valley Water District is proposed to include only agricultural lands (presently defined agriculturally designated and zoned over five acres in size) and be formed by an election of these landowners, with votes based on assessed valuation as provided in the California Water District law (unless otherwise established by special legislation). The manner of voting for board members can assure that all agricultural landowners are fairly represented on the Board of Directors, that no single landowner or group of landowners can elect a majority of the Board members. The initial Board of Directors will be elected at the time of the formation election. Candidates must meet specified requirements including local ownership of agricultural land. The initial Directors will subsequently stand for election periodically as defined and regulated by the Water District Law and the State’s local government election procedures. 11 Alexander Valley Water District Formation Proposal
November 11, 2022
5 Proposed Boundary & Area Description
A variety of boundary alternatives for the new District have been considered including the watershed boundary (Valley and surrounding uplands), the area of the inactive Sonoma County Water Agency Flood Control Zone 4a, and the groundwater basin boundary for the Alexander Area and Cloverdale Area SubBasins as defined by the California Department of Water Resources.

Subject to additional input, it has been concluded that the two Alexander Valley Sub-Basins are the most appropriate boundary for the new Water District due to the impending need to have a Groundwater Sustainability Agency (which by law must encompass the defined groundwater basin) in the future and because these areas encompass the floor of the Alexander Valley and the cities of Cloverdale and Healdsburg.

The proposed Water District is proposed to include all Alexander Valley parcels in agricultural use (i.e., Land Intensive Agriculture, Land Extensive Agriculture, Diverse Agricultural and Resources and Rural Development zoning) greater than five acres in size.

Figure 1 shows the proposed new special district boundary, which encompasses some 25,300 acres in approximately 300 separate agricultural land ownerships. The Basin boundary includes many parcels that straddle the boundary so the Water District boundary would be slightly larger because it would include the entire parcel that straddles the line. The Basin boundary indicated by the green (parcel boundaries) therefore extends slightly beyond the dark line that delineates the Basin boundary.

Cooperation with Existing Water Users
Because SGMA requires that all property (parcels) within the basin boundary be managed, the Water District will need to cooperate with the entities having jurisdiction over other properties not in the Water District, including Sonoma County, the cities of Cloverdale and Healdsburg, and the Lytton and Dry Creek Rancheria Tribes, in a Alexander Valley Groundwater Sustainability Agency Joint Powers Authority (JPA).

The new Water District will by its legislative intent and terms of formation, recognize the need to cooperate with existing local water users including the Sonoma County Water Agency, the cities of Healdsburg and Cloverdale, the Lytton and Dry Creek Rancheria Bands of Pomo Indians, the private water companies including the Russian River Utility, the California American Water Company (town of Geyserville), and rural residential water users) formally and informally, to amplify each organization’s influence and protect and sustain local water supply where aligned with these other water users in the Alexander Valley, and beyond.

Estimated District Budget & Funding
Operating Costs
The proposed Water District, once created, will have ongoing administrative and technical services costs as well capital investments. The components of these costs and their amount will depend upon requirements imposed and the decisions of the locally elected Board of Directors, who will be responsible for providing policy guidance, establishing the types and levels of service, adopting budgets, and pursuing capital investments as to achieve the district’s purposes. It is envisioned that a lean executive, administrative, and technical staff will be required to manage and administer the Water District, supplemented by professional specialists (legal support, etc.) retained on a contractual basis as needed to complete ongoing functions and projects.
12 Alexander Valley Water District Formation Proposal
November 11, 2022
6 Figure 1 – Potential Boundary of Proposed Alexander Valley Water District 13 Alexander Valley Water District Formation Proposal
November 11, 2022
7 Actual operating costs will be determined by the annual operating budgets adopted by the District Board of Directors elected by the agricultural landowners within the Water District. It is estimated that annual operating costs, given the functions described above, are likely be in the range $500,000 annually. This budget estimate will be refined as part of the application process. Capital costs will depend upon the scope and scale of projects approved by the Board of Directors and availability of funding including authorization by ballot of the agricultural landowners within the Water District.

Funding District Operations and Capital Investments
The Water District will pay for its operating costs and capital investments with a range of sources typically used by water utility enterprises including property-based special benefit assessments, service charges, special taxes, and fees as well as grants from regional, State, and federal agencies. Net annual operating costs when allocated in one manner or another to the agricultural property owners are expected to be modest, in any event well-worth the benefits and risk reduction that will be achieved. Capital cost taken up by the Water District will be paid by a special assessment levy, land secured bonds, or other sources including State and federal grant programs.

Other Funding Sources
In addition to local fees and service charges, special benefit assessments and local bond measures that the Water District can tap, it is expected that it will be competitive for a variety of water supply-related contracts and/or grants from regional, State, and federal sources. A track record of project-related success and strong fiscal management can enhance grant application success. There may be contractual fees with other agencies (e.g., the Sonoma County Water Agency) and service charges and fees levied as a part of District operations to cover related direct costs. At this time of extended drought there are considerable grant funds available to local jurisdictions for both planning, regulatory compliance, and infrastructure development some of which have already been tapped as part of the Action Initiatives described above.

District Formation Options
The RRPOA has considered a range of organizational options to protect and enhance agricultural water supply. Such an organization can be created in a variety of ways including forming a California Water District through the Sonoma County Local Agency Formation Commission (LAFCO) procedures consistent with California Water District law (Water Code Section 34000 et seq.) or expanding and modifying an existing public agency, i.e., an existing water district such as the North Bay Water District.

The Special District can be formed in three ways, subordinate to the Water Code 34000 et seq., the California Water District Act (Principal Act), or two variations of special State legislation:
1) Formation through a petition of agricultural landowners initiating an application to the Sonoma Local Agency Formation Commission (LAFCO);
2) Through an amendment to the Principal Act, making certain changes to certain powers and procedures followed by a petition of agricultural landowners to LAFCO based on the legislative amendment to the Water District Law; or,
3) Through a Special Act of the State Legislature that would create the Water District directly. 14 December 14, 2022
To Whom it May Concern:

The City of Cloverdale supports the Russian River Property Owners Association (RRPOA) in its effort create a Water District in Alexander Valley to represent agricultural landowners currently lacking public agency representation and to create capacities needed for managing local agricultural water supply. The District would be governed by a board comprised of property owners within the unincorporated areas of Alexander Valley.

The RRPOA desires to preserve and enhance Alexander Valley water supplies in the face of potential reductions in historic Russian River summer flows from the Eel/Russian River inter-basin transfer through the Potter Valley Project, Russian River water rights curtailments, and possible regulations of the groundwater basins in Alexander Valley. The District would have the following purposes:
1) Coordination with other Alexander Valley and Russian River entities on planning for water reliability and security;
2) Participate in the Two Basin Solution or future coalition working on water reliability solutions; 3) Develop a revenue source to purchase water imported from the Eel River; 4) Serve as a Groundwater Sustainability Agency with other public agencies in the Alexander Valley;
5) Contribute to a better understanding of surface water-groundwater interactions, water use, and habitat within Alexander Valley;
6) Invest in infrastructure that expands and conserves water supply through increased local storage, groundwater recharge, recycled water, and water conservation measures; and 7) Participate in river function and habitat restoration projects.

The new District would work with other water users and stakeholders in the Alexander Valley, including Sonoma County, cities of Healdsburg and Cloverdale, the Dry Creek Rancheria Band of Pomo Indians, Lytton Rancheria, Russian River Utility, California American Water Company, to protect and sustain our common local water supply.

We look forward to working with the new Water District on sound policies, projects, and programs to enhance the resiliency and sustainability of Alexander Valley’s water supply while also contributing to regional water supply solutions.

Sincerely,
Todd Lands,
Mayor
15 124 N. Cloverdale Boulevard
Cloverdale, CA 95425
Phone: 707-894-2521
www.cloverdale.net

MINUTES - DRAFT

REGULAR MEETING OF THE CITY COUNCIL AND JOINT MEETING OF THE CLOVERDALE

COMMUNITY DEVELOPMENT SUCCESSOR AGENCY BOARD OF DIRECTORS WEDNESDAY, NOVEMBER 9, 2022
6:00 PM

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
A. OPENING PUBLIC SESSION
Call to Order - Mayor Lands called the meeting to order at 6 p.m.

Pledge of Allegiance - Mayor Lands led the pledge of allegiance.

Roll Call - Present: Mayor Lands, Vice Mayor Wolter, Councilmembers: Cruz, Bagby, Palla - Absent: None.

Conflict of Interest Declaration - None.

Agenda Review (Changes and/or Deletions) - None.

B. PUBLIC COMMENTS
Rob Koslowsky spoke regarding water and sewer policies.

C. COMMUNICATIONS
None.

D. PROCLAMATIONS/PRESENTATIONS
D.1 Native American Heritage Month
Councilmember Bagby presented the proclamation to Trina Vega.

Councilmembers and Trina Vega spoke.

D.2 Proclamation - Commissioner Shanahan Service Recognition Councilmember Bagby presented the proclamation to Mike Shanahan.

Councilmembers, Staff, and Mike Shanahan spoke.

D.3 Student Liaison Report
Student Liaison Garcia reported.

E. CONSENT CALENDAR
A motion was made by Councilmember Bagby, seconded by Councilmember Palla, to waive reading of the text and adopt items E.1 - E.9 of the Consent Calendar.

The motion carried by the following vote:

Ayes (5) - Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Cruz, Palla Nay (0) - None
16 E.1 Approval of the October 26, 2022, meeting minutes Action: Approved as submitted.

E.2 Cancellation Notice of the November 23, 2022 and December 28, 2022 regularly scheduled City Council meetings.

Action: The November 23, 2022, and December 28, 2022, City Council meetings are cancelled.

E.3 A Resolution of the City Council of the City of Cloverdale Authorizing Remote Teleconference Meetings of the City in Compliance with Assembly Bill 361 Action: Resolution was adopted
RESOLUTION NO. 109-2022 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE AUTHORIZING REMOTE TELECONFERENCE MEETINGS OF THE CITY OF CLOVERDALE OF THE CITY IN COMPLIANCE WITH ASSEMBLY BILL 361.

E.4 A Resolution of the City Council of the City of Cloverdale Approving an Agreement with the County of Sonoma Registrar of Voters for Election Services Action: Resolution was adopted
RESOLUTION NO. 110-2022 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING AN AGREEMENT WITH THE COUNTY OF SONOMA REGISTRAR OF VOTERS FOR ELECTION SERVICES.

E.5 Resolution Amending the budget for 1. To hire with Green Valley Engineering Inc. for the Engineering Services Associated with Public Works Inspections 2. To cover expenses related to an emergency roll up door installation at Furber Park.

Action: Resolution was adopted
RESOLUTION NO. 111-2022 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING A BUDGET AMENDMENT TO HIRE GREEN VALLEY ENGINEERING FOR PUBLIC WORKS INSPECTIONS IN AN AMOUNT NOT TO EXCEED $24,000 AND $19,323.86 FOR AN EMERGENCY ROLL UP DOOR INSTALLATION AT FURBER PARK.

E.6 Amendment of the Solid Waste Collection Franchise Agreement between the City and Recology Sonoma Marin Inc. (Recology)
Action: Resolution was adopted
RESOLUTION NO. 112-2022 ENTITLED: Resolution of the City Council of the City of Cloverdale Approving the Second Amendment to Franchise Agreement for Collection, Disposal, and Processing of Solid Waste, Recyclables, and Compostable Materials and Related Activities Between The City of Cloverdale and Recology Sonoma Marin Inc.

E.7 Agreement with Robert Smith to Provide Code Enforcement Services for the City of Cloverdale.

Action: Resolution was adopted
RESOLUTION NO. 113-2022 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING AN AGREEMENT WITH ROBERT SMITH IN AN AMOUNT NOT TO EXCEED FIFTY THOUSAND DOLLARS ($50,000) TO PROVIDE CODE ENFORCEMENT SERVICES FOR

THE CITY OF CLOVERDALE AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID 17 AGREEMENT AND APPROVE A BUDGET EXPENDITURE OF FIFTY THOUSAND DOLLARS ($50,000) TO THE GENERAL FUND (100-50-502-42150-000).

E.8 Amendment No. 2 to Professional Services Agreement with West Yost Associates, Inc. to provide Interim City Engineer Services
Action: Resolution was adopted
RESOLUTION NO. 114-2022 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT WITH WEST YOST, INC. TO PROVIDE PROFESSIONAL INTERIM CITY ENGINEERING SERVICES FOR

THE PUBLIC WORKS DEPARTMENT, AUTHORIZING THE CITY MANAGER TO EXECUTE SAID

AGREEMENT AT A COST NOT TO EXCEED THREE HUNDRED AND EIGHTY FIVE THOUSAND DOLLARS ($385,000.00), AND AUTHORIZING A BUDGET AMENDMENT TO COVER THE PROPOSED

EXPENSE AND EXTEND THE CONTRACT
E.9 Consideration of Resolution Approving a Memorandum of Understanding with the Dry Creek Rancheria Band of Pomo Indians Regarding the Formation of a Community Facilities District to Reimburse the Cost of Certain Public Infrastructure Improvements Action: Resolution was adopted
RESOLUTION NO. 115-2022 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING A MEMORANDUM OF UNDERSTANDING WITH THE DRY CREEK

RANCHERIA BAND OF POMO INDIANS REGARDING THE FORMATION OF A COMMUNITY

FACILITIES DISTRICT TO REIMBURSE THE COST OF CERTAIN PUBLIC INFRASTRUCTURE IMPROVEMENTS.

F. PUBLIC HEARINGS
F.1 Adoption of the 2022 California Building Standards Codes and the 2022 Fire Code by Reference and amending Title 15, “Buildings and Construction” of the Cloverdale Municipal Code.

City Manager Kelley introduced the item and Building Official Starnes presented Building Official Starnes and City Attorney Sanchez responded to comments and inquiries.

Mayor Lands opened and closed the Public Hearing at 6:42 p.m.

A motion was made by Councilmember Bagby, seconded by Councilmember Palla, to waive reading of the text and introduce by title only:

ORDINANCE OF THE CITY OF CLOVERDALE REPEALING AND REPLACING CLOVERDALE MUNICIPAL CODE CHAPTERS 15.00 THROUGH 15.18 AND ADOPTING BY REFERENCE THE 2022 CALIFORNIA BUILDING STANDARDS CODE, TITLE 24; THE 2022 CALIFORNIA ADMINISTRATIVE CODE (PART 1) INCLUDING TABLES; THE 2022 CALIFORNIA BUILDING CODE (PART 2) INCLUDING TABLES AND APPENDICES C, I, J, O AND P; THE 2022 CALIFORNIA RESIDENTIAL BUILDING CODE (PART 2.5) INCLUDING TABLES AND APPENDICES AH, AQ, AS, AX, AND AZ; THE 2022 CALIFORNIA ELECTRICAL CODE (PART 3) INCLUDING TABLES AND APPENDICES A, B, C, F, AND G; THE 2022 CALIFORNIA MECHANICAL CODE (PART 4) INCLUDING TABLES AND APPENDICES B, C AND F; THE 2022 CALIFORNIA PLUMBING CODE (PART 5) INCLUDING TABLES AND APPENDICES A, B, C, D, G, I, J AND K; THE 2022 18 CALIFORNIA ENERGY CODE (PART 6) INCLUDING TABLES AND APPENDIX 1-A; THE 2022 CALIFORNIA HISTORICAL BUILDING CODE (PART 8) INCLUDING TABLES AND APPENDIX A; THE 2022 CALIFORNIA FIRE CODE (PART 9) WITH APPENDICES, STANDARDS AND NFPA STANDARDS BY REFERENCE; THE 2022 CALIFORNIA EXISTING BUILDING CODE (PART 10) INCLUDING TABLES AND APPENDIX A, CHAPTERS A1 THROUGH A5 ; THE 2022 CALIFORNIA GREEN BUILDING STANDARDS CODE (PART 11) INCLUDING TABLES AND APPENDICES A4 AND A5; THE 2022 CALIFORNIA REFERENCED STANDARDS CODE (PART 12 OF TITLE 24) INCLUDING TABLES; AND THE 2021 INTERNATIONAL PROPERTY MAINTENANCE CODE AND

BY MOTION, SCHEDULE A PUBLIC HEARING FOR SECOND READING AND ADOPTION OF THE ORDINANCE FOR DECEMBER 14, 2022, AT 6:00 P.M.

The motion carried by the following vote:

Ayes (5) - Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Cruz, Palla Nay (0) - None
G. NEW BUSINESS
G.1 Discussion on Potential Participation in Countywide Ban on Construction of New Gas Station Infrastructure
Assistant City Manager Thompson presented and responded to Councilmember inquiries and comments.

CONGAS representative Hastings presented and responded to Councilmember inquiries.

Councilmembers discussed the item.

Mayor Lands recessed the meeting at approximately 7:05 p.m. and reconvened at 7:17 p.m.

Public Comment Period:

Reece Foxen commented on the item and provided recommendations.

Vicky Groom commented on the item and provided recommendations.

Richard Whiles commented on the item and provided recommendations.

Derick Wantanny commented and inquired on the item.

City Staff responded to inquiries.

Rob Koslowsky commented on the item and provided recommendations.

Anna (Last Name Unknown) commented on the item and provided recommendations.

Vic Aiuto commented on the item and provided recommendations.

Ashley Lopus-White commented on the item and provided recommendations.

Helen Broughton commented on the item and provided recommendations.

Jenny Blaker commented on the item and provided recommendations.

Brooke Green commented on the item and provided recommendations.

Councilmembers responded to public comments and discussed the item.

Staff responded to Councilmember inquiries.

A motion was made by Vice Mayor Wolter, Seconded by Councilmember Palla, to continue consideration of the item to a date uncertain in early 2023. 19 The motion carried by the following vote:

Ayes (3) - Mayor Lands, Vice Mayor Wolter, Councilmember Palla Nay (2) - Councilmember Bagby, Councilmember Cruz.

G.2 Establishing an Updated Salary Schedule for the Position of City Manager and Police Chief, Authorizing the Execution of any Needed Amendments to the At-Will Employment Agreements with David Kelley for the Position of City Manager and Jason Ferguson for the Position of Police Chief Implementing the New Salary Schedules, and Adopting an Updated City of Cloverdale Salary Schedule for All City Employees Dated November 10, 2022 City Attorney Sanchez presented and responded to Councilmember inquiries.

A motion was made by Councilmember Palla, seconded by Councilmember Bagby, to waive reading of the text and adopt:

RESOLUTION NO. 116-2022 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE ESTABLISHING AN UPDATED SALARY SCHEDULE FOR THE POSITION OF CITY

MANAGER AND POLICE CHIEF, AUTHORIZING THE EXECUTION OF ANY NEEDED AMENDMENTS

TO THE AT-WILL EMPLOYMENT AGREEMENTS WITH DAVID KELLEY FOR THE POSITION OF CITY

MANAGER AND JASON FERGUSON FOR THE POSITION OF POLICE CHIEF IMPLEMENTING THE

NEW SALARY SCHEDULES, AND ADOPTING AN UPDATED CITY OF CLOVERDALE SALARY SCHEDULE FOR ALL CITY EMPLOYEES DATED NOVEMBER 10, 2022.

The motion carried by the following vote:

Ayes (5) - Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Cruz, Palla Nay (0) - None
H. SUBCOMMITTEE REPORTS
Finance, Administration & Police:

Last Meeting Agenda | Next Meeting - December 5, 2022
Planning & Sustainability:

Last Meeting Agenda | Next Meeting - December 20, 2022
Public Works & Facilities:

Last Meeting Agenda | Next Meeting - November 16, 2022
Joint City/Cloverdale Unified School District:

Last Meeting Agenda | Next Meeting - November 14, 2022
Homelessness Community Advisory Group:

Last Meeting Agenda | Next Meeting - December 13, 2022
I. COUNCIL REPORTS
Vice Mayor Wolter reported.

J. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
None.
20 K. CITY MANAGER/CITY ATTORNEY REPORT(S)
City Manager Kelley reported.

City Attorney Sanchez reported.

L. STATUS UPDATES
CURRENT IMPACTS TO WATER SUPPLY: City Manager Kelley reported.

COVID-19 EMERGENCY: City Attorney Sanchez reported.

M. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
Councilmember Bagby and Cruz reported.

City Manager Kelley addressed Council inquiries.

N. ADJOURNMENT
Mayor Lands adjourned the meeting at 8:34 p.m.

Approved On: December 14, 2022
_________________________
Mike Maloney, City Clerk
21 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

F.2
December 14, 2022
Agenda Section:

Consent
Staff Contact:

Jose M. Sanchez, City Attorney
Agenda Item Title:

A Resolution of the City Council of the City of Cloverdale Authorizing Remote Teleconference Meetings of the City in Compliance with Assembly Bill 361
________________________________________________________________________________________ Recommended Council Action(s):

Adopt a Resolution entitled, “A Resolution of the City Council of the City of Cloverdale Authorizing Remote Teleconference Meetings of the City of Cloverdale of the City in Compliance with Assembly Bill 361.” ________________________________________________________________________________________ Background:

All meetings of the City Council and the City’s other legislative bodies are open and public, as required by the Ralph M. Brown Act, Government Code section 54950 et seq., so that any member of the public may attend, participate, and watch the City’s legislative bodies conduct their business. On March 17, 2020, in response to the COVID-19 pandemic, Governor Newsom issued Executive Order N-29-20 suspending certain provisions of the Ralph M. Brown Act in order to allow local legislative bodies to conduct meetings telephonically or by other means in order to slow the spread of COVID-19. As a result of Executive Order N-29-20, staff set up virtual meetings for all City Council meetings and other City legislative bodies. On June 11, 2021, Governor Newsom issued Executive Order N-08-21, which, effective September 30, 2021, ended the provisions of Executive Order N-29-20 that allowed local legislative bodies to conduct meetings telephonically or by other means.

On September 16, 2021, Governor Newsom signed Assembly Bill 361 (2021) (“AB 361”), which allows for local legislative bodies to continue to conduct meetings via teleconferencing under specified conditions and includes a requirement that legislative bodies make specified findings. AB 361 took effect upon the expiration of Executive Order N-29-20 on October 1, 2021. AB 361 allows a local agency legislative body to hold a meeting utilizing teleconferencing without complying with the standard teleconferencing requirements if the Governor has proclaimed a State of Emergency and if the local Public Health Officer recommends social distancing measures to protect the public’s health and safety during local government meetings. These conditions currently exist.
________________________________________________________________________________________ Summary:

Governor Newsom’s March 4, 2020 Proclamation of Emergency related to the COVID-19 pandemic, which is still in effect. In addition, the Sonoma County Public Health Officer continues to recommend teleconferencing or social distancing to protect the public’s health and safety during local government meetings.

The attached Resolution makes the findings to confirm the current conditions to allow continued teleconference meetings pursuant to AB 361 for the City Council and other legislative bodies of the City. The attached Resolution will become effective upon adoption. This will allow members of the public to safely observe and participate in local government meetings during the continued pandemic. 22 City Council
December 14, 2022
Item No. F.2

If a meeting is held via teleconference under AB 361, the following requirements apply:

1. Notices and agenda requirements remain the same under the Brown Act;

2. No physical location is required for public attendance or public comment. However, the public must be able to access and participate in the meeting through a call-in or an internet-based service, and instructions for how to participate must appear in the posted notices or agenda;

3. Teleconference meetings must protect the statutory and constitutional rights of the parties and the public;

4. If there is any disruption of the call-in or internet-based service, the agency must suspend the meeting until the problem is fixed;

5. Legislative bodies may allow public comments to be submitted prior to a meeting but must also allow the public to participate in real time through call-in or internet-based service;

6. If an internet-based service requires registration through a third-party, individuals can be required to register with the third-party to participate in the meeting; and

7. When providing a public comment period, whether after each item or during a general comment period, a legislative body must allow reasonable time for members of the public to comment and must also include reasonable time for members to register with a third-party host if applicable.

In order to continue to hold remote meetings, the City Council may declare every 30 days that they have reconsidered the state of emergency conditions and either (i) the state of emergency continues to directly impact the ability of the members to meet safely in person, or (ii) state or local officials continue to impose or recommend measures to promote social distancing. The City Council may also readopt their original findings under AB 361 to hold remote teleconference meetings if more than 30 days have passed. ________________________________________________________________________________________ Alternative Options:

1. Do not adopt the Resolution authorizing continued remote meetings. ________________________________________________________________________________________ Subcommittee Recommendation:

N/A
________________________________________________________________________________________ Budget/Financial Impact:

Continued remote access to City Council meetings will continue current additional expenses. ________________________________________________________________________________________ Attachments:

1. Resolution
23 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. XXX-2022

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE AUTHORIZING REMOTE TELECONFERENCE MEETINGS OF THE CITY IN COMPLIANCE WITH ASSEMBLY BILL 361 WHEREAS, the City of Cloverdale (the “City”) is committed to preserving and promoting public access and participation in meetings of the legislative bodies; and WHEREAS, all meetings of the City are open and public, as required by the Ralph M. Brown Act (Cal. Gov.

Code §54950 – 54963), so that any member of the public may attend, participate, and watch the City conduct their business; and
WHEREAS, the Ralph M. Brown Act makes provisions for remote teleconferencing participation in local government meetings, without compliance with the requirements of Government Code Section 54953(b)(3), subject to the existence of certain conditions; and WHEREAS, on March 4, 2020, Governor Newsom declared a State of Emergency to make additional resources available, formalize emergency actions already underway across multiple state agencies and departments, and help the state prepare for a broader spread of the novel coronavirus disease (“COVID19”); and WHEREAS, on March 18, 2020, the City Council adopted Resolution Number 032-2020, ratifying the proclamation of a local emergency by the Director of Emergency Services due to COVID-19; and WHEREAS, on March 17, 2020, in response to the COVID-19 pandemic, Governor Newsom issued Executive Order N-29-20 suspending certain provisions of the Ralph M. Brown Act in order to allow local legislative bodies to conduct meetings telephonically or by other means; and WHEREAS, on June 11, 2021, Governor Newsom issued Executive Order N-08-21, which, effective September 30, 2021, repealed the provisions of Executive Order N-29-20 that allowed local legislative bodies to conduct meetings telephonically or by other means; and WHEREAS, on September 16, 2021, Governor Newsom signed Assembly Bill 361 (2021) (“AB 361”), which allows for remote teleconferencing participation in meetings by members of a legislative body without compliance with the requirements of Government Code section 54953(b)(3), subject to the existence of certain conditions; and
WHEREAS, a required condition of AB 361 is that a state of emergency is declared by the Governor pursuant to Government Code section 8625, proclaiming the existence of conditions of disaster or of extreme peril to the safety of persons and property within the state caused by conditions as described in Government Code section 8558; and
WHEREAS, AB 361 further requires that state or local officials have imposed or recommended measures to promote social distancing, or, the legislative body meeting in person would present imminent risks to the health and safety of attendees; and
WHEREAS, the City may make certain findings within thirty (30) days to continue teleconferencing under Government Code section 54953(e)(3), including reconsideration of the State of Emergency declared by the Governor pursuant to Government Code section 8625, and state or local officials continue to impose or recommend measures to promote social distancing; and 24 WHEREAS, the State of Emergency declared by the Governor pursuant to Government Code section 8625 continues to be in effect; and
WHEREAS, the Sonoma County Public Health Officer continues to recommend teleconferencing or social distancing during public meetings of all legislative bodies to protect the community’s health against the spread of COVID-19; and
WHEREAS, the City Council, acting for itself and for the benefit of all of the City’s commissions, committees, and other bodies (collectively referred to as the “Legislative Bodies”), does hereby find that the Legislative Bodies shall conduct their meetings without compliance with Government Code section 54953(b)(3), as authorized by Government Code section 54953(e), and that the Legislative Bodies shall comply with the requirements to provide the public with access to the meetings as prescribed in Government Code section 54953(e)(2) as a consequence of the ongoing state of emergency and the continued social distancing measures recommended by local officials.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CLOVERDALE AS FOLLOWS:

Section 1. Recitals. The Recitals set forth above are true and correct and are incorporated into this Resolution by this reference.

Section 2. Current Conditions Authorize Teleconference Public Meetings of the Legislative Bodies. Based on the California Governor’s continued declaration of a State of Emergency and the Sonoma County Public Health Officer’s recommendation to continue teleconferencing or social distancing during public meetings, the City Council finds that the conditions exist pursuant to Government Code section 54953(e)(1) to allow Legislative Bodies to use teleconferencing to hold public meetings in accordance with Government Code section 54953(e)(2) to ensure members of the public have continued access to safely observe and participate in local government meetings.

Section 3. Authorize Legislative Bodies to Conduct Teleconference Meetings. The Legislative Bodies are hereby authorized to take all actions necessary to carry out the intent and purpose of this Resolution including, conducting open and public meetings in accordance with Government Code section 54953(e)(2) and other applicable provisions of the Brown Act.

Section 4. Effective Date. This Resolution shall take effect immediately upon its adoption.

REGULARLY PASSED AND ADOPTED by the City Council of the City of Cloverdale on this 14th day of December, 2022 by the following vote:

AYES: (0)
NOES: (0)
ABSTAIN:(0)
ABSENT: (0 )
APPROVED: ATTEST:
_______________________ ____________________________
Todd Lands, Mayor Mike Maloney, City Clerk
25 City Council/Successor Agency
Agenda Item Summary
Agenda Item:

Meeting Date:

F.3
December 14, 2022
Agenda Section
Consent
Staff Contact
Susie Holmes, Finance Director
Agenda Item Title
Resolution Accepting the Annual AB 1600 Report of Development Impact Fee Activity for Fiscal Year 2021- 2022.

Recommended Council Action
Adopt a Resolution of the City Council of the City Of Cloverdale Accepting the Annual AB 1600 Report of Development Impact Fee Activity for Fiscal Year 2021-2022.

Summary
In accordance with to the Mitigation Fee Act, Government Code 66000 et seq., the City of Cloverdale levies development impact fees to finance the planning, design, construction and acquisition of public improvements including facilities and equipment necessary to accommodate future growth and development within the City. The imposition of development impact fees is intended to address the impacts of new residential, commercial and industrial development and enable the City to fund infrastructure improvements necessary to serve the increase in population associated with growth. The nexus studies that provided the basis for the establishment and original amount of the City of Cloverdale’s Development Impact Fees are attached (Attachment 2). The City of Cloverdale’s Development Impact Fees were updated from time to time by Resolution of the City Council and adjusted annually as provided for in the resolutions.

One of the mandated accounting guidelines, as stated in Government Code 66006(a), provides that the City shall establish separate capital accounts for each type of public improvement funded by development impact fees. When collected, the development impact fees are deposited into their respective special capital facility accounts. The City maintains separate capital accounts for Public Facilities including public safety (Police), Civic Center and the Corporation Yard, parks and recreation facilities, Quimby Act parkland acquisition, NonQuimby Act parkland acquisition, administration, water capacity, wastewater capacity, street and thoroughfares, storm drainage, fire facilities, and heath care facilities. The latter two development impact fees for fire and health care facilities are levied by the City on behalf of other special districts (e.g. Cloverdale Fire Protection District and the Alexander Valley Health Care District ) that require facilities (e.g. Fire Station and Health care/medical facilities/offices) necessary to continue to meet service requirements.

Annual Reporting Requirements
For each account or fund established under the Mitigation Fee Act, the City of Cloverdale is required within 180 days after the last day of the fiscal year to make available to the public the following information:

1. A brief description of the type of fee in the account or fund.

2. The amount of the fee.

3. The beginning and ending balance of the account or fund.

4. The amount of the fees collected and the interest earned.

5. An identification of each public improvement on which fees were expended and the amount of the expenditures on each improvement, including the total percentage of the cost of the public improvement that was funded with fees.

6. An identification of an approximate date by which the construction of the public improvement will commence if the local agency determines that sufficient funds have been collected to complete financing on an incomplete public improvement.
26 7. A description of each interfund transfer or loan made from the account or fund, including the public improvement on which the transferred or loaned fees will be expended, and, in the case of an interfund loan, the date on which the loan will be repaid and the rate of interest that the account or fund will receive on the loan.

8. Any required refunds made.

One-Year Reporting Requirements
In addition to the above reporting requirements, year following the first deposit into the account or fund and every five years thereafter, Section 66001(d)(1) of the Government Code requires that for each separate account or fund established pursuant to AB 1600, the local agency shall make the following additional findings:

1. Identify the purpose to which the development impact fees are to be put.

2. Demonstrate a reasonable relationship between the fee and the purpose for which it is charged.

3. Identify all sources and amounts of funding anticipated to complete financing incomplete improvements.

4. Designate the approximate dates on which the funding in “3” is expected to be deposited into the appropriate account or fund.

Attached to this agenda report is a resolution (Attachment 1) that describes the purpose to which the City of Cloverdale’s adopted development impact fees are to be put and demonstrates the reasonable relationship between the fees and the purpose for which they is charged. Finance Manager Susie Holmes prepared a one-year accounting of the City of Cloverdale’s special capital facility accounts for each of the development impacts fees for the one-year period including fiscal years 2019-2020. The one-year accounting record is identified as Exhibit “A” to the attached resolution accepting the One Year and Annual AB 1600 Report of development impact fee activity.

Government Code Section 66000 et seq. mandates that any fees imposed by a local agency as a condition of approving a development project must be reviewed annually and every one year by the local agency at a noticed public meeting.

Alternative Options

1. Reject the proposed resolution; or

2. Direct staff to revise the AB 1600 report and bring back to City Council for further review and consideration; or

3. Provide Staff with other direction as determined appropriate by the Cloverdale City Council in order to comply with Government Code Section 66000 et seq.

Budget/Financial Impact
There is no budget/fiscal impact related to the proposed action.

Attachments:

1. Resolution with Exhibit “A” – AB 1600 Report of Development Impact Fee activity for Fiscal Years 2021- 2022
27 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. XXX -2022

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE ACCEPTING THE ANNUAL AB 1600 REPORT OF DEVELOPMENT IMPACT FEE ACTIVITY FOR FISCAL YEAR 2021-2022 WHEREAS, the City of Cloverdale levies development impact fees to finance the design, construction and acquisition of public infrastructure improvements including facilities and equipment necessary to accommodate future growth and development within the City pursuant to Government Code section 66000 et seq.;
WHEREAS, said fees collected are deposited into a special and separate capital account for each type of improvement funded by development fees;
WHEREAS, the City maintains separate funds for public facilities including public safety, Civic Center and Corporation Yard, parks and recreation facilities, Quimby Act parkland acquisition, Non-Quimby Act parkland acquisition, administration, water capacity, wastewater capacity, street and thoroughfares, storm drainage, fire facilities, and heath care facilities; WHEREAS, the City is required within 180 days after the last day of each fiscal year to make available to the public information for the fiscal year regarding these fees under Government Code section 66006; WHEREAS, in addition to the above annual reporting requirements, every year following the first deposit into the account or fund Government Code Section 66001(d)(1) requires that for each separate account or fund established pursuant to AB 1600, the local agency shall make additional findings; WHEREAS, City staff has prepared this resolution and a report ("AB 1600 Report") that contains the information including findings required by Government Code Section 66001(d)(1) and Government Code Section 66006;
WHEREAS, no interfund transfers or loans were made from any of the accounts identified in the AB 1600 Report except for a transfer from the Water Impact Fee Account to the Water Enterprise Account to pay for wells constructed to serve new development in the City of Cloverdale; and WHEREAS, there were no refunds of development impact fees collected pursuant to Government Code §66001(e), nor were there any allocations of unexpended revenues collected pursuant to Government Code §66001(f); and
WHEREAS, the AB 1600 Report was made available for review on February 24, 2021 (15) days prior to the date that the Council considered the AB 1600 Report; and WHEREAS, no interested persons have requested notice of the time and place of the meeting for review of the AB 1600 Report pursuant to Government Code Section 66006 (b)(2); consequently, no notices of the availability of the AB 1600 Report were mailed.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CLOVERDALE FINDS AND RESOLVES AS FOLLOWS:
28 Section 1.

A. In accordance with Government Code section 66006, the City has conducted an annual review of its development impact fees and capital infrastructure programs and the City Council has reviewed the AB 1600 Report attached hereto as Exhibit A and incorporated herein by this reference.

B. The City Council hereby approves, accepts and adopts the AB 1600 Report.

Section 2. That the following findings are made as required under the Government Code Section 66001(d)(1) and 66006:

A. The development impact fees identified in Exhibit “A” have been accumulated beyond five years for the construction of public infrastructure and public facilities such as a new Police Station, additional parkland including new park and recreation improvements, new water and wastewater plant and system improvements including new water wells, new traffic and street improvements including traffic signals, new storm drain improvements, new fire facilities including a new fire station and new health care facilities.

B. As described in the City of Cloverdale Mitigation Fee Act and Quimby Act In-Lieu Fee Report, January 14, 2011, and City of Cloverdale Interim Development Impact Fee for Public Facilities, October 28, 1992, and any subsequent updates to those reports and Development Impact Fee schedules, a reasonable relationship exists between future commercial and residential development and the need for additional public infrastructure improvements and facilities including public facilities and equipment such as a new Police Station, additional parkland including park and recreation equipment and facilitiesincluding a new skate park and dog park, water and wastewater system improvements including new water wells, street and thoroughfare (traffic) improvements including traffic signals, roadway and intersection improvement and drainage improvements due to the following:
1) increased risk of loss of life and property damage that can occur without sufficient public infrastructure and facilities such as a new Police Station, City Hall and Corporation yard;
2) Increased demand for Parks and Recreation facilities to service the recreation and health needs of a growing population that can impact existing parks without additional parkland and recreation facilities;
3) Increased demand for water and wastewater capacity in accordance with adopted Water and Wastewater Master Plans to serve the need of new residential, commercial and industrial development necessary for the economic health of the City of Cloverdale and the quality of life of tis residents;
4) Increased traffic from new residential and commercial development resulting in a reduction in the Level of Service below service levels required in the City of Cloverdale General Plan;
5) Increased runoff and potential flooding resulting from the increases in impervious surfaces from new residential, commercial and industrial development; 6) Increased the need for administrative services from new development with the City of Cloverdale;
7) Increased demand for fire and life safety facilities necessary to house firefighters and equipment needed to adequately serve population growth in accordance with adopted standards; and
29 8) Increase demand for health care facilities to respond to the health and wellness needs of a growing population resulting from new residential, commercial and industrial development in the City of Cloverdale.

C. New public infrastructure and public facilities such as a Police Station, Fire Station, City Hall, Corporation yard, parkland including park and recreation equipment and facilities, water and wastewater system improvements, traffic (street and thoroughfare) improvements, and drainage improvements will enable the City to meets the needs of a growing community in accordance with the standards of the General Plan and adopted Master Plans necessary to serve future residential and commercial development within the City of Cloverdale.

Section 3. Effective Date. The resolution shall take effect immediately upon adoption.

Section 4. Severability. If any section, subsection, sentence, clause, phase or portion of this Resolution is for any reason held invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this Resolution.

The City Council of the City of Cloverdale hereby declares that it would have passed this Resolution and each section, subsection, sentence, clause or phase thereof irrespective of the fact that any one of or more sections, subsections, clauses or phases be declared unconstitutional on their face or as applied.

IT IS HEREBY CERTIFIED that the foregoing Resolution No. was duly introduced and legally adopted by the City Council of the City of Cloverdale at its regular Meeting held on this 14th day of December 2022, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Approved: Attested:
__________________________________ _________________________________ Todd Lands, Mayor Mike Maloney, City Clerk
Attachment 1
Exhibit A – AB1600 Annual Report of development impact fee activity for Fiscal year 2019-2020 30 CITY OF CLOVERDALE 500 502 504 506 508 508 510 512 514 515 620 650 100 100

REPORT OF IMPACT FEES STORM PARKS PARKS PUBLIC CIVIC CORP PUBLIC FIRE HEALTH CARE JULY 1, 2021 TO JUNE 30, 2022 ADMIN THOROUGHFARE DRAIN QUIMBY ACT NON-QUIMBY LAND ACQSTN SAFETY CENTER YARD FACILITIES WATER SEWER DISTRICT DISTRICT Beginning Balance 07/01/2021 $ 35,992 $ 410,892 $ 77,134 $ 271,164 $ 232,613 $ 824,304 $ 82,769 $ 86,628 $ 453,023 $ 555,079 $ 833,111 $ 1,542,185 $ 21,810 $ 1,635 Revenues
Fees 254 754 4,288 - 2,117 2,659 4,126 600 46
Interest 35 1,487 74 255 793 - 83 534
Other - - - - - - - - - -
Total Revenues 289 2,241 74 255 5,081 - - 83 - 2,651 2,659 4,126 600 46 .

Expenditures
Project Planning, Design, Engineering, Support - - - - - - - Capital Projects -including vehicles - - 45,904 - - - 7,872 Debt Service - - - - - - 47,224
Other - - - - - - 20,509 26,981 26,608 19,075 22,410 1,681 Total Expenditures - - - 45,904 - - 67,733 - 34,853 - 26,608 19,075 22,410 1,681 Net Revenue (Expenditures) $ 289 $ 2,241 $ 74 $ (45,649) $ 5,081 $ - $ (67,733) $ 83 $ (34,853) $ 2,651 $ (23,950) $ (14,949) $ (21,810) $ (1,635) Ending Balance 06/30/2022 $ 36,281 $ 413,133 $ 77,208 $ 225,515 $ 237,694 $ 824,304 $ 15,035 $ 86,711 $ 418,171 $ 557,730 $ 809,161 $ 1,527,236 $ - $ - 100-00-20710 100-00-20720
31 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

F.4
December 14, 2022
Agenda Section:

Consent
Staff Contact:

Jason Ferguson, Chief of Police
Agenda Item Title:

Memorandum of Understanding between the City of Cloverdale and Cloverdale Unified School District for a School Resource Officer
_______________________________________________________________________________________ Recommended Council Action(s):

Adopt a Resolution Entitled, “Resolution of the City Council of the City of Cloverdale approving a Memorandum of Understanding between the City of Cloverdale and Cloverdale Unified School District for a School Resource Officer and Authorizing the City Manager to Execute said Agreement.” ________________________________________________________________________________________ Background:

The City of Cloverdale and the Cloverdale Unified School District have jointly executed Cooperative Agreements since 1994. The Cooperative Agreement has been updated from time to time as necessary. Most recently, due to the retirement of the former School Resource Officer (SRO) in May 2017, City staff and School District staff met to reform the Cooperative Agreement. The restated Cooperative Agreement was also revised at that time to eliminate provisions for fuel and joint materials purchases, which were obsolete and not actively used. The agreement continues the provisions for water conservation, joint use of facilities, event security, the crossing guard program, and the school resource officer program. The agreement also sets standard terms for insurance, indemnification, term, and insurance. Police Officer Ricky Rhodes was subsequently assigned to be the SRO for the 2017-2018 Academic Year and subsequent school years. The Council adopted Resolution 064-2017 in September 2017, authorizing the City Manager to execute a restated cooperative agreement between the Cloverdale Unified School District and the City of Cloverdale. A copy of the existing Cooperative Agreement is attached.
________________________________________________________________________________________ Summary:

In November 2019, the police department began drafting a stand-alone School Resource Officer (SRO) Memorandum of Understanding (MOU) between the Cloverdale Unified School District and the City of Cloverdale. In early March 2020, the Police Department forwarded a revised draft copy of the MOU to the Cloverdale City Attorney and Cloverdale Unified School District Superintendent Jeremy Decker,seeking input.

Shortly after, the department received the draft copy, with recommended revisions, by Superintendent Decker and City Attorney. On March 11, 2020, the department completed the final draft of the MOU.

The establishment of a stand-alone MOU was considered, in part, as a result of discussions between the School District and City and interest in establishing a Full-time School Resource Officer with a shared cost by the District. The Police Department’s intent in revising the current Cooperative Agreement was to establish a more robust agreement with specific language outlining the roles and responsibilities of the School District 32 City Council/Successor Agency Agenda Item Summary
Meeting Date: December 14, 2022
Item No. F.4

and the Police Department and to outline a fee schedule for SRO services for three years. The goal of the enhanced SRO position was to provide increased involvement by the Police Department on School District campuses by being visible and directly interacting with students.

On March 20, 2020, the school district sent a notice that due to the pandemic and recommendations by the health officer, the school would be suspended, and further educational instruction would be provided through distance learning. With the onset of the pandemic, several challenges impacted the City and Police department’s ability to move forward with the SRO position as initially envisioned.

In early 2022, city staff and the school district revisited the SRO MOU contract with the intent to establish a full-time position. Under the direction of Cloverdale Unified School District Superintendent Betha McClain, the school district sought to revise some of the terms listed in the former contract, including an increased annual contribution of $50,000 for three years.

On November 14, 2022, city staff and the school district met to review the revised SRO MOU. The revised SRO MOU was brought forward during the Joint City/Cloverdale Unified School District Subcommittee meeting with a unanimous vote to bring the MOU before the Council.

The agreement is approved subject to final approval as to form and any minor revisions by the City Attorney.
________________________________________________________________________________________ Options:

1. Recommend the SRO MOU for adoption as is.

2. Do not recommend further action on the SRO MOU at this time.

3. Provide further direction to staff.
________________________________________________________________________________________ Subcommittee Recommendation:

The SRO MOU was recommended for review by the City Council by the Joint School/City subcommittee. ________________________________________________________________________________________ Budget/Financial Impact:

The fully burdened cost of a full-time SRO is $162,0003.21- $189,783.41, not including any required overtime or negotiated COLA’s. The School District has agreed to pay a portion of the salary for the position totaling $50,000 per school year, with guaranteed funding for three years. The General Fund would be responsible for covering the cost difference.
________________________________________________________________________________________ Attachments:

1. Resolution

2. Adopted Cooperative Agreement

3. Memorandum of Understanding

4. School District Cooperative Agreement
33 City Council/Successor Agency Agenda Item Summary
Meeting Date: December 14, 2022
Item No. F.4

34 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. ____ –2022

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE

APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY

OF CLOVERDALE AND CLOVERDALE UNIFIED SCHOOL DISTRICT FOR A

SCHOOL RESOURCE OFFICER AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID AGREEMENT.

WHEREAS, in November 2019, the police department began drafting a stand-alone School Resource Officer (SRO) Memorandum of Understanding (MOU) between the Cloverdale Unified School District and the City of Cloverdale; and
WHEREAS, the establishment of a stand-alone MOU was considered, in part, as a result of discussions between the School District and City and interest in establishing a Full-time School Resource Officer with a shared cost by the District; and

WHEREAS, the Police Department’s intent in revising the current Cooperative Agreement was to establish a more robust agreement with specific language outlining the roles and responsibilities of the School District and the Police Department and to outline a fee schedule for SRO services for three years; and WHEREAS, the goal of the enhanced SRO position was to provide increased involvement by the Police Department on School District campuses by being visible and directly interacting with students; and WHEREAS, on March 20, 2020, the school district sent a notice that due to the pandemic and recommendations by the health officer, the school would be suspended, and further educational instruction would be provided through distance learning; and WHERAS, in early 2022, city staff and the school district revisited the SRO MOU contract with the intent to establish a full-time position; and
WHEREAS, under the direction of Cloverdale Unified School District Superintendent Betha McClain, the school district sought to revise some of the terms listed in the former contract, including an increased annual contribution of $50,000 for three years; and
WHEREAS, on November 14, 2022, city staff and the school district met to review the revised SRO MOU; and
WHEREAS, the revised SRO MOU was brought forward during the Joint City/Cloverdale Unified School District Subcommittee meeting with a unanimous vote to bring the MOU before the Council; and WHEREAS, the city council is being requested to adopt a resolution establishing a Memorandum of Understanding between the City of Cloverdale and Cloverdale Unified School District for a School Resource Officer. The agreement is approved subject to final approval as to form and any minor revisions by the City Attorney ; and
35 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cloverdale, State of California, does authorize City Manager to execute the Memorandum of Understanding.

The foregoing Resolution was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on the 14th day of December, 2022, by the following roll call vote:

Ayes: (_)
Noes: (_) None

Absent: (_)
Abstaining: (_) None
APPROVED: ATTEST:
______________________________ ____________________________________ Todd Lands, Mayor Michael Maloney, City Clerk
36 3431292.3

12.8.2022
1 MEMORANDUM OF UNDERSTANDING BETWEEN

CLOVERDALE UNIFIED SCHOOL DISTRICT AND

CITY OF CLOVERDALE
(REVISED December 8, 2022)
This Memorandum of Understanding and Cooperative Agreement (“MOU”) by and between the City of Cloverdale, (“City”), through its Police Department (“Department”), and the Cloverdale Unified School District (“District”), is entered into this ____ day of ___________, 202__, for the purposes and in the manner set forth below. Together the City and the District are collectively referred to as the “Parties.” WHEREAS, the Cloverdale Police Department (“Department”) and the Cloverdale Unified School District (“District”) desire to provide a safe and secure teaching and learning environment for all students and staff within the City of Cloverdale by protecting life and property; and WHEREAS, ensuring the safety of students and staff on school campuses in Cloverdale is a priority of the District and the Department. Campus security will be enhanced by the presence of a police officer who will interact with the students in both a positive and proactive manner; and WHEREAS, in addition, a police officer on campus will help improve relations between the Department and the youth of the community; and
WHEREAS, the District and the City desire to enter into this MOU setting out their expectations and responsibilities in achieving the mutual objective of providing a safe and secure teaching and learning environment for all students and staff.

NOW, THEREFORE, in consideration of the mutual promises contained herein, the Department and the City agree as follows:

A. Cloverdale Police Department School Resource Officer-Role and Responsibilities.

1. To provide enforcement, prevention, and intervention by:
a. Providing one uniformed police officer presence (the "School Resource Officer") at Cloverdale High School, Washington Middle School, Jefferson Elementary School, and JEH Continuation School (collectively, the "Campuses"). b. Responding to all law enforcement-related matters as they occur during regular school hours while the School Resource Officer is on campus and able to do so. c. Documenting all incidents of crime that occur upon the Campuses as per Department regulations, performing the necessary follow-up investigations as needed to identify perpetrators of crime, and performing any follow-up on cases as deemed necessary by the Department.
d. Attending various sporting events and school activities at the Campuses as 37 3431292.3

12.8.2022
2 needed for proactive enforcement, interaction, and presence. e. Attending truancy meetings and other parent conferences as requested or needed.

2. To work with Campuses’ staff in matters of mutual concern, such as preventing alcohol, drug use, and vaping on the Campuses; staff and student safety on and off campus; gang related violence and crime; criminal trends; campus intruders and damage or loss of property.

3. To provide a liaison in the following areas: point of contact for CPS, home visitations, district-wide critical response plan training, school safety plans, SARB and training of faculty, and campus supervisors.

4. Conduct preventative educational programs in the classrooms related to gangs (G.R.E.A.T) and drugs (D.A.R.E); partner with Youth Diversion/Healdsburg Police program; restorative and preventative programming.

5. Present increased visibility and supervision on the Campuses and surrounding neighborhoods to deter criminal activity and promote positive relationships between the schools, surrounding neighborhoods, and the Department.

6. The SRO shall not administer student discipline on any Campus, which is the responsibility of School Administration. However, the SRO maintains all roles, responsibilities, and rights of a peace officer when on campus.

7. The SRO will comply with all obligations of “law enforcement units” under the Family Educational Rights and Privacy Act (FERPA). In order to understand these obligations, the SRO will review the guidance document titled “School Resource Officers, School Law Enforcement Units, and the Family Educational Rights and Privacy Act (FERPA),” developed by the U.S. Department of Education, Privacy Technical Assistance Center, and released in February 2019.

8. The City will ensure that any law enforcement officer assigned as SRO will complete a basic course of training to meet the unique safety needs of a school environment exercising the powers of a peace officer in the SRO context. (Penal Code 832.3).

9. The City reserves the right of control over the School Resource Officer in all regards, including, but not limited to, discipline, employee evaluations, job duties, temporary relocating, and the hiring, retention or termination of the School Resource Officer.

The District will have the opportunity to contribute feedback as part of the evaluation process.

B. Cloverdale Unified School District's Role and Responsibility:

1. To ensure student welfare on the Campuses; develop procedures to handle campus safety concerns; establish and follow procedures for referring the involvement of the School Resource Officer; and to cooperate with and support in a proactive manner the Department.

2. The District recognizes that the School Resource Officer is a sworn California law enforcement officer who will comply with all required training mandates, Departmental 38 3431292.3

12.8.2022
3 perishable skills training, federal and state laws, local ordinances, and all Department rules and regulations.

3. The District acknowledges that the position of the School Resource Officer will be under the sole supervision of the Department as an employee of the City, with direct reporting to the Chief of Police of the City.

4. The District shall provide the following in cooperation with the Department for the School Resource Officer:
a. As available, a single office space of reasonable size and configuration that is secured against general access of students and staff on one of its campuses; b. Materials suitable for conducting day to day business related to the function of the Department such as an office desk, chair, guest chair, telephone system, office equipment, computer, and any other materials as identified by each involved entity; c. Keys and maps to all facilities within the District which depict exit routes and safety staging locations;
C. Sick/Injury/Emergency Absences:

The Department will provide general law enforcement services to the District via the Department’s patrol division whenever the regularly assigned School Resource Officer is temporarily unable to provide services due to illness, injury, vacation, or emergency leave, or when called away to perform other duties that preclude the assigned School Resource Officer's presence at the Campuses. In the event of such occurrence, calls for service will be handled based on need in relation to other demands for the Department’s services.

D. Schedule:

The School Resource Officer's workday/week schedule for the school year will generally consist of Tuesday-Friday 7:30 a.m. to 3:30 p.m. with the remaining (2) hours assigned to patrol (the “Schedule”). The Officer will be expected to attend events such as Prom, homecoming, promotion and graduation as well as other events occasionally. The School Resource Officer will have weekends off and is subject to working patrol shifts during school holidays in accordance with the Schedule.

The School Resource Officer's schedule will be flexible, to the extent that is reasonable to accommodate meetings and other after school activities. The goal of this agreement is to dedicate the Resource Officer’s time to the schools. However, in the event that there is a major emergency or critical staffing deficiency (i.e., 4 officers out due to illness, injury, etc.), the School Resource Officer may be reassigned for the necessary period of time to reestablish adequate police staffing. The police department will provide the district with at least 48 hours advanced notice if the SRO is reassigned.

The School Resource Officer will be reassigned to patrol during Winter, Spring, and Summer breaks. The School Resource Officer will be assigned to patrol shifts as needed and is not subject to shift sign-ups in accordance with current practices. 39 3431292.3

12.8.2022
4 The School Resource Officer will be allowed access to compensatory time off and vacation in accordance with the provisions of the Cloverdale Police Officer's Association Memorandum of Understanding as it currently exists or may be amended in the future.

E. Funding:

The District agrees to pay a portion of the cost of the School Resource Officer including wages and benefits in the amount of Fifty Thousand Dollars ($50,000) per school year for three years, to commence once an officer is hired and trained. The District agrees to pay the annual lump sum of ($50,000) within 60 days of the start of each school year during the contract period, prorated based on start time within the fiscal year.

City agrees to pro-rate first year funding based on the start date, in order to offset the SRO vacancy due to hiring and training of the new officer.

City agrees to pay the remaining portion of School Resource Officer costs per year during the three-year contract period, prorated based on start time within the fiscal year.

Should the District pursue and receive grant funding for a full-time School Resource Officer, the District agrees to pay the grant award amount of a School Resource Officer position to the City for each school year, as negotiated if awarded a grant(s).

F. Joint Legal/Financial Responsibility:

The City and District agree to assume equal responsibility for any and all loss or damages caused by or related to activities and services rendered by the School Resource Officer. This joint responsibility is intended to cover any circumstance, whether it pertains to an injury to the School Resource Officer or to a third party, or any damage to property whether it be District or City property, or property of a third party. To the extent feasible, the District and the City shall cooperate in the investigation, defense and payment, where appropriate, of any and all claims and legal costs.

Except as provided above, the City and District shall otherwise each defend, indemnify, and hold harmless each other and their respective officers, employees, and agents for and against any claim, action, loss, settlement, or judgment arising out of the acts or failure to act of that party or its officers, employees, or agents.

G. Term and Termination:

This MOU will be effective _____________, 202__, and extend through June 30, 2025. Parties will review this MOU annually to determine if the District and City are financially able to extend the agreement based on an updated multi-year budget projection, with the mutual intention of continuing the SRO program.

This MOU may be terminated at any time upon thirty days (30) written notice to the Party against whom the right to terminate is being exercised.

The City may terminate this MOU at any time without prior notice in the event the District has failed to make timely a payment of reimbursement. A Payment shall be deemed to be 40 3431292.3

12.8.2022
5 untimely if it has not been received by the City within sixty (60) days of becoming due. The City will provide written notice to the District if a Payment is forty-five (45) days overdue. In the event of termination pursuant to the provisions in this paragraph, the District will be obligated to make payments for services performed and expenses incurred to the date of termination.

The Parties agree to meet and confer within the first year of the City staffing an SRO to review the terms of this Agreement and amend the Agreement as necessary.

Sole Agreement of the Parties:

This MOU contains the sole agreement of the Parties relating to the School Resource Officer and correctly sets forth the rights, duties and obligations of each Party to the other Party. Any prior agreements, promises, oral statements, negotiations, or representations not expressly set forth in this MOU are of no force or effect.

H. Amendments Not Valid Without Additional Written Agreement:

No alterations or variations in the terms of this MOU shall be valid unless made in writing and signed by both Parties.

I. No Waiver:

The waiver by either Party of any breach or violation of any requirement of this Agreement shall not be deemed to be a waiver of any such breach in the future, or the breach of any other requirement of this Agreement.

J. Severability:

If any term or provision of this MOU is found to be illegal or unenforceable, then, notwithstanding any such term or provision, this MOU shall remain in full force and effect, and such term or provision shall be deemed stricken.

K. Independent Parties.

City and District are and at all times shall be considered entirely independent parties. The City and the District will each act in an independent capacity and not as officers, employees, or agents of the other. No Party shall have the right to control the other, except as expressly referenced in this MOU. Nothing in this MOU establishes, constitutes or shall be construed to establish or constitute a partnership, agency, or employment relationship between the Parties.

Person(s) providing services under this MOU will remain the employees of their respective agencies, and will not be employees of the other.

CITY OF CLOVERDALE: DATE:
41 3431292.3

12.8.2022
6 x____________________ __/___/___
David J. Kelley, City Manager
APPROVED AS TO FORM:
x____________________ __/___/___
Jose M. Sanchez, City Attorney
CLOVERDALE UNIFIED SCHOOL DISTRICT: DATE:
x____________________ ___/___/___
Betha MacClain, Superintendent
APPROVED AS TO FORM:
x____________________ __/___/___
School District Attorney

3431292.1
42 1

RESTATED COOPERATIVE AGREEMENT BETWEEN THE CITY OF

CLOVERDALE AND THE CLOVERDALE UNIFIED SCHOOL DISTRICT
This Restated Cooperative Agreement (“Agreement”) by and between the City of Cloverdale, a California municipal corporation, (“City”) and the Cloverdale Unified School District, a school district organized and existing under the laws of the State of California, (“District”) is made and entered into this ________ day of ______ 2017 (the “Effective Date”). City and District are hereinafter referred to collectively as the “Parties.”

RECITALS
WHEREAS, in 1994 the City and the District entered into a Cooperative Agreement for among other things the joint purchase of fuel, sharing of labor services, water rate consideration, the Crossing Guard Program, and the joint purchasing of supplies; and WHEREAS, through 1998, the Cooperative Agreement was updated annually and modified to among other things reflect changes in the purchase of labor services and the Crossing Guard Program; and
WHEREAS, in 2002 the Cooperative Agreement was updated and modified primarily to reflect current information; and
WHEREAS, in 2007 the Cooperative Agreement was updated and modified primarily to reflect the addition of the School Resource Officer and update the indemnification language; and
WHEREAS, in 2013 the Cooperative Agreement was updated, and the City and the District have been functioning under the 2013 Cooperative Agreement since that time, however, the provisions of such agreement need to be updated once again; and WHEREAS, this Cooperative Agreement updates the Cooperative Agreement between the City and the District to reflect recent changes including changes to the School Resource Officer program; and
WHEREAS, the City and the District share a continuing desire to work together to find new and creative means of serving the community; and
WHEREAS, on-going fiscal challenges are present for both the City and the District which encourage cooperative solutions to stretching City and District dollars as far as possible; and
WHEREAS, the City and the District recognize, by working cooperatively and collaboratively, that the City and the District will be able to continue to offer the community a high quality level of service in a fiscally responsible and effective manner. 43 2
NOW, THEREFORE, in consideration of the mutual promises, conditions and covenants hereinafter set forth, the City and the District mutually agree as follows:

Water Use & Conservation
Consistent with the City’s adopted General Plan policies promoting water conservation and encouraging water conserving landscaping, the City and District agree to work cooperatively on all matters that may arise related to water use and water supply including, but not limited to, field irrigation and use of drought tolerant planting. To the extent feasible, the District agrees to implement the City’s adopted Water Efficient Landscape Ordinance.

1. Joint Use of Facilities
The District and City will work cooperatively to explore the joint use of City and District facilities and towards developing a maintenance program for City/District recreational facilities during heavy use periods. The District and City agree to waive regular use fees for occasional use of facilities owned by one party but requested for use by the other. Such uses shall be scheduled in advance and are subject to availability of the facility in question. Each party will be responsible for providing their own insurance coverage, as is necessary to carry out the respective entity’s activities.

The City and District have previously executed Joint Use Agreements related to the Cloverdale High School Tennis Courts and Kleiser Park. Nothing in this Agreement shall revise or amend those agreements, specifically the Cloverdale High School Tennis Courts Joint Use Agreement dated December 16, 2009, adopted by City of Cloverdale Resolution No. 067-2009, and the Kleiser Park Joint Use Agreement, adopted by City of Cloverdale Resolution No. 52-2011.

These Joint Use Agreements are attached to this Agreement as Exhibit A for reference.

2. Use of Police Officers for Event Security
The City will make available Police Officers to the District to serve as “assigned duty” security officers for District events, unless the Police Department, in the sole and absolute discretion of the Chief of Police, does not have adequate personnel available to meet the request. If the District wishes to schedule assigned duty Police Officers, the District shall provide a list of known events, including dates, times and durations at the beginning of school year to the Chief of Police. In the case of a need for event security that develops during the school year by the District, the District will provide at least fourteen (14) days notice prior to the event to allow advance scheduling of personnel by the Chief of Police. Upon completion of the assignment, the City will invoice the District for each hour, or portion of each hour, worked by assigned duty personnel at the City’s current hourly rate plus benefits, which is subject to adjustment. The City will notify the District in July of each year of any increases in the billing rate that would be in effect for the upcoming school year. The District shall pay each such invoice within thirty (30) days of receipt.
44 3
In addition to any assigned duty officers, the City’s regular on-duty Police Officers will provide routine patrol at scheduled athletic events, as time and other calls for service permit.

Routine patrol of athletic and graduation events by other on-duty personnel will be at no cost to the District.

3. Crossing Guard Program
The City agrees to maintain the existing Crossing Guard Program with all costs of the Program to be shared equally between the City and the District. At the time the City’s draft budget is introduced each spring, the City will notify the District of the anticipated Crossing Guard Program costs for the upcoming school year. Following the adoption of the City’s annual budget, the City will invoice the District for one-half of the total Crossing Guard Program costs. The District shall pay each such invoice within thirty (30) days of receipt. Any changes to the Crossing Guard Program by either the City or District will be discussed prior to implementation by the Joint City/Cloverdale Unified School District Subcommittee.

4. School Resource Officer Program
The City agrees to provide a Police Officer to work as a School Resource Officer (SRO), with the SRO assigned by the Chief of Police. The emphasis of the SRO will be instruction of the GREAT and DARE programs at Washington School and Jefferson School. At the direction of the Chief of Police, and in coordination with the District, the SRO’s work schedule may be modified as necessary for the GREAT and DARE instructional assignment. The SRO will work at Cloverdale High School, Washington School, Jefferson School, and as needed at Eagle Creek School and JEH Continuation School, however routine calls for service by the District will be assigned to the next available Police Officer if the SRO is not available. The SRO shall remain an employee of the City, under the control and supervision of the Chief of Police. The SRO duties, supervision and direction are to be completed in accordance with the established Police Officer job description; nothing in this Agreement amends, or may be construed to amend, said job description. Consistent with the Police Officer job description, some of the duties that will be carried out by the SRO for the benefit of the District, the City and the greater Cloverdale community include, but are not limited to, the following:
• serving as a resource to assist with resolution of disciplinary matters, personal issues and potential issues regarding gang involvement and truancy at the school sites; • membership on and participation in the School Attendance Review Board (SARB);
• working with superintendent and site principals to help initiate positive programs and safety programs and exercises that create an atmosphere of safety and well-being at each school site;
• teaching the Drug Abuse Resistance Education (DARE) Program and Gang Resistance Education and Training (GREAT) Program;
• introducing students to the police profession and participating in Career Day; • working with site principals and individual teachers to help visit school clubs to interact with students on a more “one-on-one” basis to develop a heightened sense of trust and respect between the Police, District, and students; and • assisting with law enforcement at the school sites, including cases of vandalism and/or graffiti at school sites.
45 4
The District agrees to pay all costs related to the instruction of the GREAT and DARE program, which will be the SRO’s hourly rate plus benefits. At the time that the City’s draft proposed budget is introduced each spring, the City will notify the District of the anticipated cost for the GREAT and DARE program instruction for the upcoming school year. Following the adoption of the City’s annual budget, the City will invoice the District for the instruction of the GREAT and DARE. Any changes to the SRO Program by either the City or District will be discussed prior to implementation by the Joint City/Cloverdale Unified School District Subcommittee. The City will invoice the District for the costs of the GREAT and DARE programs on a monthly basis. The District shall pay each such invoice within thirty (30) days of receipt.

6. Insurance Provisions
Each party to this Agreement will be responsible for providing their own insurance to cover the respective entity’s activities as carried out under the auspices of this Agreement.

7. Indemnification
This Agreement is not intended to affect the legal liability of any of the Parties by imposing any standard of care other than the standard of care that applies by law. No party or representative, official, officer, employee, agent or volunteer of a party is responsible for any damage or liability that results from anything any other party or official, officer, employee, agent or volunteer of that other party does or fails to do concerning this Agreement. In accordance with California Government Code section 895.4, each party agrees to indemnify, defend and hold harmless the other party and itsr officers, officials, employees, agents and volunteers from and against any and all liability, loss, damage, claims, expenses, and costs (including, but not limited to, all reasonable attorney's fees and costs and fees of litigation and other proceedings) (collectively, “Claims”) that result from anything such indemnifying party or its officials, officers, employees, agents or volunteers does or fails to do concerning this Agreement.

8. Term
This Agreement shall be effective on the date stated above, and shall continue in force until terminated by either party pursuant to Section 11 of this Agreement. From time to time, aspects of this Agreement may be discussed by the Joint City/Cloverdale Unified School District Subcommittee, which meets monthly or as needed. The City and the District agree that this Subcommittee will meet no less than once a year to specifically evaluate performance under this Agreement, and to determine if any changes are needed to meet the needs of both agencies.

For the year 2017, the annual meeting occurred in September 2017.evaluate performance under this Agreement, and to determine if any changes are needed to meet the needs of both agencies.

For the year 2017, the annual meeting occurred in September 2017. 46 5

9. Termination
Either party may terminate this Agreement by giving written notice at least thirty (30) days in advance to the other party. The written notice shall specify the date of the termination and the reasons for the termination. Notices shall be mailed to:

Superintendent of Schools
Cloverdale Unified School District
97 School Street
Cloverdale, CA 95425
City Manager
City of Cloverdale
124 N. Cloverdale Blvd
Cloverdale, CA 95425

10. The Agreement
This Agreement represents the entire and integrated Agreement between the District and the City and supersedes all prior negotiations, representations or agreements either written or oral, unless otherwise stated herein. This Agreement may be modified or amended only by subsequent written agreement between the Parties.

The laws of the State of California shall govern the rights, obligations and duties and liabilities of the Parties to this Agreement and shall also govern the interpretation of this Agreement. 47 6
NOW THEREFORE, the Parties have executed this Amendment as of the date first written above.

Cloverdale Unified School District City of Cloverdale
_____________________________ _____________________________ Paul Cayler, City Manager
Title:_________________________
Attest Attest
_____________________________ _____________________________ Clerk of the Board Linda Moore, Deputy City Clerk
Approved as to form:
_____________________________
Jose M. Sanchez, City Attorney
Attachments:

Cloverdale High School Tennis Courts Joint Use Agreement dated December 16, 2009, adopted by Resolution No. 067-2009
Kleiser Park Joint Use Agreement, adopted by Resolution No. 52-2011. 2852913.2
48 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

F.5
December 14, 2022
Agenda Section:

Consent
Staff Contact:

Hector Galvan, Parks Superintendent
Agenda Item Title:

Resolution of the City Council (1) awarding the purchase of one BC1000XL Vermeer 74hp Chipper in an amount not to exceed $67,862 to Jet Equipment Corporation and (2) awarding purchase of a 2022 Chevrolet Silverado 3500HD not to exceed $91,013 to Dublin Chevrolet the FY 2022-23 Budget contains $140,000 for both items, leaving a shortfall of $32,875 (includes 10% contingency) to be covered by the Parks & Rec Impact Fee Fund.

Recommended Council Action(s):

Adopt a resolution entitled, “A Resolution of the City of Council of the City of Cloverdale approving a purchase agreement with Dublin Chevrolet in the amount of $91,013 for the purchase of one 2022 Chevrolet Silverado 3500HD and a purchase agreement with Jet Equipment Corporation in an amount not to exceed $67,862 for the purchase of a BC1000XL Vermeer 74hp chipper and approval of a budget amendment in the amount of $34,762 to cover a 10% contingency and higher than budgeted expenses and authorizing the city manager to execute said purchase”
Background/Summary:

The FY 22/23 Budget includes $140,000 in funding for the purchase of a commercial woodchipper and accompanying dump truck. This equipment is essential for wildfire fuel suppression and mitigation efforts in city parks, open spaces, and other areas of town. The purchase of this equipment has been discussed at the Public Works and Police Subcommittee and the Budget workshop.

As for the woodchipper, staff sought quotes from three vendors, including Sourcewell, one vendor responded. Jet Equipment of Healdsburg provided a quote of $67,862 for a BC1000XL Vermeer 74hp Chipper. As for the dump truck, three vendors were contacted, including Sourcewell. One response was received from Dublin Chevrolet. Attached are the most competitive quotes for both purchases.

The FY 22/23 included $140,000 for both purchases. The table below demonstrates a shortfall from the original budgeted amount. The attached resolution includes a budget amendment to cover the additional expenses.

The current budget includes:

Item Budgeted Amount Quote
Woodchipper (43120-000) $70,000 $67,862
Chevrolet Silverado 3500HD (44110-000) $70,000 $91,013
TOTAL $140,000 $158,875
Difference $18,875
Contingency 10% $15,887
Budget Amendment Amount Required $34,762
49 City Council/Successor Agency Agenda Item Summary
Meeting Date: December 14, 2022
Item No. F.5

Alternative Options:

1. Reject proposed resolution; or

2. Provide direction to staff
Subcommittee Recommendation:

Bring forward for Council consideration.

Budget/Financial Impact:

Fiscal Year 22-23 Park budget allocated $140,000 for the Woodchipper and Dump Truck. An additional $34,762 is required from account 100-40-404-44110-000 (Parks and Recreation Vehicle Capital Outlay) with a transfer in from the Parks & Rec Impact Fee Fund 508-00-999-49999-000.

Attachments:

1. Resolution

2. Quote #1 Jet Equipment Corporation, Healdsburg

3. Quote #2 Dublin Chevrolet

4. Budget Amendment Form
50 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. ____ –2022

A RESOLUTION OF THE CITY OF COUNCIL OF THE CITY OF CLOVERDALE APPROVING A PURCHASE AGREEMENT WITH DUBLIN CHEVROLET IN THE AMOUNT OF $91,013 FOR THE PURCHASE OF ONE 2022 CHEVROLET SILVERADO 3500HD AND A PURCHASE AGREEMENT WITH JET EQUIPMENT CORPORATION IN AN AMOUNT NOT TO EXCEED $67,862 FOR THE PURCHASE OF A BC1000XL VERMEER 74HP CHIPPER AND APPROVAL OF A BUDGET AMENDMENT TO COVER HIGHER THAN BUDGETED EXPENSES AND A 10% CONTINGENCY ($34,762) AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID PURCHASE WHEREAS, the need for fire fuel management has increased dramatically in the wake of recent wildfires in and around Cloverdale; and
WHEREAS, to mitigate fire risks in the urban wild interface areas of Cloverdale, staff has increased vegetation management efforts; and
WHEREAS, to continue and enhance these efforts, staff requires additional tools; and WHEREAS, to further these efforts, the parks department is seeking to purchase a commercial grade woodchipper and dump truck for vegetation fire mitigation; and

WHEREAS, the specifications for this equipment were provided to dealerships and vendors in accordance with the bid process; and
WHEREAS, the City received one bid meeting our specifications with the lowest being Dublin Chevrolet and Jet Equipment Corporation; and
WHEREAS, Parks & Recreation FY 22/23 contains $140,000 for the purchase of a woodchipper and dump truck; and
WHEREAS, the quotes received for the purchase of the woodchipper and dump truck exceed the amount in the FY 22/23 budget by $18,875 also a 10% contingency is required for any potential cost overruns resulting in a $34,762 shortfall; and
WHEREAS, Impact Fee are available to use for to cover the short in funding (508-00-999-49999-000) and will leave an estimated fund balance of $620,956; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cloverdale hereby approves an Agreement with Dublin Chevrolet and Jet Equipment in an amount not to exceed $158,875 for the purchase of one Chevrolet Silverado 3500HD and BC1000XL Vermeer 74hp chipper and further authorizes the City Manager to execute said agreement on behalf of the City and amends the Fiscal Year 2020-21 Budget to include expenditures up to $34,762 (includes 10% contingency) to cover additional cost associated with these purchases in the Parks & Rec Impact Fee Fund 508-00-999-49999-000 51 City Council Resolution No. ___-2022

The foregoing Resolution was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on the 14th day of December 2022 by the following roll call vote:

AYES: (_)
NOES: (_)
ABSTAIN: (_)
ABSENT: (_)
None
APPROVED: ATTEST:
______________________________ ____________________________________ Todd Lands, Mayor Mike Maloney, City Clerk
52 Quote
Date
5/9/2022
Quote #
555439
Name / Address

CITY OF CLOVERDALE
P.O. BOX 217
CLOVERDALE, CA 95425

JET EQUIPMENT CORPORATION
P O BOX 1931
HEALDSBURG, CA 95448
Rep Project
Total
Description Qty Total
SALE OF NEW BC1000XL VERMEER 12IN CHIPPER 61,400.00T
74HP DIESEL ENGINE TIER 4 FINAL
FREIGHT-FACTORY TO CLOVERDALE 1,550.00
CLOVERDALE SALES TAX 4,912.00
$67,862.00
53 54
55 56
57 58
59 60
61 62
63 64
65 66
Budget Amendment Form

REVENUES AND OTHER FINANCING SOURCES
Fund Dept Amendment
Amount
508 999 (34,762)
REVENUE TOTAL (34,762)

EXPENDITURES AND OTHER FINANCING USES
Fund Dept Amendment
Amount
508 999 34,762
100 404 34,762
EXPENDITURE TOTAL 69,524

PURPOSE
Date Date
Date Entered by Date
Prepared By
Kevin Thompson
Department Head Finance Director
Date Prepared
December 5, 2022
Account Description Account No.

Community Development & Parks
Parks & Rec Impact Fees
Account No.
39999
Parks & Rec Impact Fees
Requesting Department
Account Description
City Manager
Vehicle Capital Outlay
49999
44110
X:\Agenda Development\COUNCIL\2022 REPORTS\12-14-2022\F. Consent\5 - Wood Chipper Purchase\att 4 Budget Amendment Form 67 P.O. Box 217 • 124 North Cloverdale Blvd. • Cloverdale, CA 95425-0217 • Telephone (707) 894-2521 • FAX (707) 894-3451 City Council/Successor Agency
Agenda Item Summary
Agenda Item:

Meeting Date:

F.6
December 14, 2022
Agenda Section
Consent
Staff Contact
Susie Holmes, Finance Director
Agenda Item Title
Consideration of Resolution No. SA 001-2022 of the Cloverdale Community Development Successor Agency, Adopting the Recognized Obligation Payment Schedule 23-24 for the Period July 1, 2023 to June 30, 2024, and Administrative Budget for Fiscal Year 2023-24
Summary
All California redevelopment agencies were dissolved effective February 1, 2012 pursuant to Assembly Bill x1 26 and subsequent legislation referred to as the “Dissolution Act”. The Cloverdale Community Development Successor Agency was established via Resolution No. SA 001-2012 on July 11, 2012 to wind down the affairs of the former Cloverdale Community Development Agency (“CCDA”) pursuant to the Dissolution Act.

Health and Safety Code § 34177(o) requires the Successor Agency to prepare a Recognized Obligation Payment Schedule (“ROPS”) that requests funding for former CCDA obligations on an annual basis. Successor Agency staff and consultants have prepared a ROPS 23-24 that requests funding for obligations due between July 1, 2023 and June 30, 2024.

The ROPS Detail Form lists the current outstanding obligations, debts, and the payments due for the ROPS A (July to December) and B (January to June) periods. If necessary, the agency may submit an amendment to the ROPS no later than October 1, 2023 if necessary, to increase payments owed on approved enforceable obligations during the ROPS B period (January to June).

Health and Safety Code Section 34177(j) also requires the Successor Agency to prepare an annual administrative budget that covers the fiscal year. The Cloverdale Successor Agency has prepared a detailed Administrative Budget for Fiscal Year 2023-24, attached to the accompanying resolution.

If the ROPS and Administrative Budget are approved by the Successor Agency, they will be forwarded to the Sonoma County Consolidated Oversight Board (“Oversight Board”) for their consideration in January 2023. The Oversight Board approved ROPS must be posted on the Successor Agency’s website and submitted to the California Department of Finance (“DOF”), the State Controller, and the County Auditor-Controller by February 1, 2023. If the ROPS is not submitted on time, the Successor Agency is subject to a penalty fee of up to $10,000 per day.

ROPS 23-24 OBLIGATIONS
The following describes the $4.67 million requested from Redevelopment Property Tax Trust Funds (“RPTTF”) for enforceable obligations on the ROPS 23-24.
• Item 8 – Administrative Budget – The Successor Agency is requesting $229,000 for its FY 2023-24 administrative expenses, which is less than the maximum permitted by law of $250,000. The administrative budget is needed to fund staff time to prepare the ROPS, prepare for and attend Successor 68 Agency and Oversight Board meetings, administer payments, and maintain financial records including the annual audited financial statements.
• Item 17 – Contract for Bond Administration – $3,000 is requested to pay an administrative fee charged by the fiscal agent on the 2020 Bonds pursuant to an enforceable contract. • Item 18 – Continuing Disclosure Reports – $1,650 is requested to pay a consultant to prepare and submit legally mandated reports on the 2020 Bonds pursuant to an enforceable contract. • Item 26 – 2020 Tax Allocation Refunding Bonds (“2020 Bonds”) - $1,586,641 is requested to make debt service payments on the 2020 Bonds by August 1, 2023 and February 1, 2024 as required pursuant to the Indenture of Trust for the 2020 Bonds. Although the ROPS 22-23 requested a $2.8 million reserve from RPTTF to make debt service payments owed during the 23-24 and 24-25 periods, at the time the ROPS was prepared the actual amount available to fund the reserve was unknown. The ROPS 23-24 requests all debt service payments from RPTTF instead of Reserve Balance. Successor Agency staff will coordinate with DOF to reclassify an appropriate amount of RPTTF to Reserve Balance during their review of the ROPS.
• Item 27 – Reserves for 2020 Bonds - $2,855,550 is requested to hold as reserve for the next three debt service payments (August 1, 2024, February 1, 2025, and August 1, 2025). The reserve is required by Section 5.08(c)(iii) of the Indenture of Trust for the 2020 Bonds.

Cash Balances
The Report of Cash Balances in the current ROPS represents the Successor Agency’s estimate of the cash balance as of June 30, 2022. It shows the inflow and outflow of funds held by the Successor Agency. Funds are being spent in a timely manner and consistent with the approvals of the Oversight Board and DOF. The Cash Balances page helps the Successor Agency to identify other funds available to spend on enforceable obligations, detailed as follows:
• Reserve Balance: The Successor Agency had $682,544 in reserve balances from prior ROPS periods that were spent on ROPS 20-21 obligations as approved by DOF or is reserved for subsequent ROPS. • Other Funds: The Successor Agency had a negative Other Funds balance of approximately $57,660 as of June 30, 2021 due to cash balances being overstated in prior periods. • Redevelopment Property Tax Trust Funds (“RPTTF”): The Successor Agency spent all RPTTF received for the ROPS 20-21, with the exception of $678,780 that was held as a reserve for debt service payments made in the ROPS 21-22 period and $206,131 less pursuant to the Prior Period Adjustment 20-21.

ROPS 20-21 Prior Period Adjustment
As required by HSC section 34186 (c), the Successor Agency prepared a reconciliation between approved and actual payments on enforceable obligations from the ROPS covering Fiscal Year 2020-21 and submitted this reconciliation to the County Auditor-Controller (“CAC”) by October 1, 2022. The CAC is reviewed the Prior Period Adjustment and submitted its determination to DOF agreeing with the Successor Agency’s $206,131 difference between approved and actual expenses. DOF will reduce the ROPS 23-24 RPTTF allocation by $206,131.

OVERSIGHT BOARD
The Oversight Board reviews actions taken by all successor agencies within Sonoma County, including the ROPS.

The Oversight Board will consider the ROPS 23-24 at its meeting on January 20 or 27, 2023. The ROPS 23-24 will be submitted to DOF after the Oversight Board meeting to meet the February 1, 2023 deadline. 69 Options

1. None recommended.

Budget/Financial Impact
The ROPS establishes the enforceable obligations that the Successor Agency will be authorized to pay during the July 1, 2023 to June 30, 2024 period, and establishes the Successor Agency’s Administrative Budget for Fiscal Year 2023-24.

Subcommittee Recommendation
N/A
Recommended Council Action
Adopt a Resolution entitled, “Resolution No. SA 001-2022 adopting the Recognized Obligation Payment Schedule 23-24 for the Period July 1, 2023 to June 30, 2024, and the Successor Agency’s Administrative Budget for Fiscal Year 2023-24”
Attachments:

1. Cloverdale Community Development Successor Agency Resolution No. SA 001-2022

2. ROPS 23-24

3. Successor Agency Administrative Budget for FY 2023-24 cc:
70 RESOLUTION NO. SA 001-2022

A RESOLUTION OF THE CLOVERDALE COMMUNITY DEVELOPMENT SUCCESSOR AGENCY APPROVING THE RECOGNIZED OBLIGATION PAYMENT SCHEDULE 23- 24 AND THE SUCCESSOR AGENCY’S ADMINISTRATIVE BUDGET FOR FISCAL YEAR 2023-24
WHEREAS, Assembly Bill 26 (“ABx1 26”) was enacted by the State Legislature and signed by the Governor as of June 29, 2011; and
WHEREAS, on December 29, 2011 the California Supreme Court delivered its decision in California Redevelopment Association v. Matasantos, finding ABx1 26 largely constitutional and resulting in the dissolution of all California redevelopment agencies, including the Cloverdale Community Development Agency (“CCDA”); and
WHEREAS, on January 11, 2012, pursuant to Resolution No. 003-2012, the City Council of the City of Cloverdale (“City Council”) elected to serve as the Successor Agency to the CCDA (“Successor Agency”) pursuant to Health and Safety Code Section 34177 and other applicable laws; and WHEREAS, the dissolution of the CCDA and all other California redevelopment agencies became effective on February 1, 2012; and
WHEREAS, on June 27, 2012, AB 1484, a budget trailer bill that made substantial amendments and additions to ABx1 26, was signed into law; and
WHEREAS, on July 11, 2012, pursuant to AB 1484 and Resolution No. SA 001-2012, the Successor Agency was established as a separate public entity; and WHEREAS, on September 22, 2015, Senate Bill 107 was signed into law making substantial amendments and additions to ABx1 26 and AB 1484 (collectively referred to as the “Dissolution Act”); and
WHEREAS, among the duties of successor agencies is the preparation of a recognized obligation payment schedule (“ROPS”) for the ensuing twelve-month period for consideration by a countywide oversight board and California Department of Finance (“DOF”) for administering the wind-down of financial obligations of its former redevelopment agency; and WHEREAS, the Dissolution Act requires that the proposed ROPS be transmitted to the countywide oversight board, county auditor-controller, county executive officer, and DOF, after which time the oversight board may approve and order transmittal of the adopted ROPS to DOF, the State Controller, and the county auditor-controller for their consideration; and WHEREAS, the proposed ROPS 23-24 for the twelve-month period from July 1, 2023, through June 30, 2024, attached hereto as Exhibit “A” has been prepared by staff and consultants consistent with the provisions of the Dissolution Act and in the format made available by DOF; and
71 WHEREAS, the Dissolution Act requires the Successor Agency to prepare a proposed administrative budget and submit it to the Oversight Board for approval; and WHEREAS, the proposed ROPS 23-24 includes an administrative budget of $229,000 for Fiscal Year 2023-24, or $114,500 between each ROPS period within the fiscal year, to pay for staffing, operating costs, and professional administrative services related to the wind-down of the former redevelopment agency out of the administrative cost allowance permitted by the Dissolution Act, as detailed in the Administrative Budget attached as Exhibit “B”; and WHEREAS, the Successor Agency desires to approve the ROPS 23-24 and Administrative Budget for Fiscal Year 2023-24 and transmit them to various parties as required by the Dissolution Act.

NOW, THEREFORE BE IT RESOLVED by the Cloverdale Community Development Successor Agency that is does hereby:

1. Finds and determines that the above recitals are true and correct.

2. Approves the ROPS 23-24 for the twelve-month period from July 1, 2023, through June 30, 2024, attached hereto as Exhibit “A”.

3. Approves a Fiscal Year 2023-24 administrative budget in the amount of $229,000, which is incorporated in the ROPS 23-24 and attached hereto as Exhibit “B”.

4. Authorizes the City Manager to transmit and post a copy of the ROPS 23-24 as required by the Dissolution Act and to take such further actions as may be necessary or appropriate to carry out the Successor Agency’s obligations pursuant to this Resolution.

It is hereby certified that the foregoing Resolution No. SA 001-2022 was duly introduced and legally adopted by the Cloverdale Community Development Successor Agency at its regular meeting held on this 14th day of December, 2022 by the following roll call vote:

Ayes:

Noes:

Absent:

Recuse:

Approved Attested
_________________________________ _________________________________ Todd Lands, Agency Chair Mike Maloney, Agency Secretary 72 EXHIBIT A
RECOGNIZED OBLIGATION PAYMENT SCHEDULE 23-24
JULY 2023 THROUGH JUNE 2024
73 EXHIBIT B
ADMINISTRATIVE BUDGET 2023-24
JULY 2023 THROUGH JUNE 2024
74 Recognized Obligation Payment Schedule (ROPS 23-24) - Summary Filed for the July 1, 2023 through June 30, 2024 Period Successor Agency: Cloverdale
County: Sonoma
Current Period Requested Funding for Enforceable
Obligations (ROPS Detail)
23-24A Total
(July -
December)
23-24B Total
(January -
June)
ROPS 23-24
Total
A Enforceable Obligations Funded as Follows (B+C+D) $ - $ - $ - B Bond Proceeds - - -
C Reserve Balance - - -
D Other Funds - - -
E Redevelopment Property Tax Trust Fund (RPTTF) (F+G) $ 1,376,491 $ 3,299,350 $ 4,675,841 F RPTTF 1,261,991 3,184,850 4,446,841
G Administrative RPTTF 114,500 114,500 229,000
H Current Period Enforceable Obligations (A+E) $ 1,376,491 $ 3,299,350 $ 4,675,841 Certification of Oversight Board Chairman:

Name Title
Pursuant to Section 34177 (o) of the Health and Safety
code, I hereby certify that the above is a true and
accurate Recognized Obligation Payment Schedule for
the above named successor agency. /s/
Signature Date
75 Cloverdale
Recognized Obligation Payment Schedule (ROPS 23-24) - ROPS Detail July 1, 2023 through June 30, 2024

A B C D E F G H I J K O P Q U V W
Item
# Project Name Obligation Type
Agreement
Execution
Date
Agreement
Termination
Date
Payee Description Project Area
Total
Outstanding
Obligation
Retired
ROPS
23-24
Total
ROPS 23-24A (Jul -
Dec)
23-24A
Total
ROPS 23-24B (Jan -
Jun)
23-24B
Total Fund Sources Fund Sources
RPTTF Admin
RPTTF
RPTTF
Admin
RPTTF
$54,267,232 $4,675,841 $1,261,991 $114,500 $1,376,491 $3,184,850 $114,500 $3,299,350 8 Administration
Budget
Admin Costs 07/01/
2022
06/30/2023 Various Administration Budget Cloverdale
Redevelopment
Agency
3,893,000 N $229,000 - 114,500 $114,500 - 114,500 $114,500 17 Contract for Bond
Administration
Fees 12/23/
2015
06/30/2039 Union
Bank
Contract for bond administration Cloverdale
Redevelopment
Agency
48,000 N $3,000 3,000 - $3,000 - - $-
18 Continuing
Disclosure Reports
Fees 12/23/
2015
06/30/2040 HdL
Coren
&
Cone
Contract for continuing disclosure
reports
Cloverdale
Redevelopment
Agency
28,050 N $1,650 - - $- 1,650 - $1,650
26 2020 Tax Allocation
Refunding Bonds
Refunding
Bonds Issued
After 6/27/12
09/01/
2020
08/01/2038 Union
Bank
Refunded Tax Allocation Bonds, Series
2015
25,149,091 N $1,586,641 1,258,991 - $1,258,991 327,650 - $327,650 27 Reserves for 2020
Tax Allocation
Refunding Bonds
Reserves 09/01/
2020
08/01/2038 Union
Bank
Reserve required by Section 5.08 of
the Indenture for the 2020 Tax
Allocation Refunding Bonds
25,149,091 N $2,855,550 - - $- 2,855,550 - $2,855,550
76 Cloverdale
Recognized Obligation Payment Schedule (ROPS 23-24) - Report of Cash Balances July 1, 2020 through June 30, 2021
(Report Amounts in Whole Dollars)
Pursuant to Health and Safety Code section 34177 (l), Redevelopment Property Tax Trust Fund (RPTTF) may be listed as a source of payment on the ROPS, but only to the extent no other funding source is available or when payment from property tax revenues is required by an enforceable obligation.

A B C D E F G H
ROPS 20-21 Cash Balances
(07/01/20 - 06/30/21)
Fund Sources
Comments
Bond Proceeds Reserve Balance Other Funds RPTTF
Bonds issued
on or before
12/31/10
Bonds issued
on or after
01/01/11
Prior ROPS
RPTTF and
Reserve
Balances retained
for future
period(s)
Rent, grants,
interest, etc.

Non-Admin
and Admin
1 Beginning Available Cash Balance (Actual 07/01/20)
RPTTF amount should exclude "A" period distribution
amount.
682,544 (116,529) 850 E: Reserve Balance approved on ROPS 20-21, Item 16 plus PPAs held for future
periods. F: Balance carried over from prior
period G: $850 PPA 17-18 applied to ROPS
20-21
2 Revenue/Income (Actual 06/30/21)
RPTTF amount should tie to the ROPS 20-21 total
distribution from the County Auditor-Controller
82,832 2,043,778
3 Expenditures for ROPS 20-21 Enforceable Obligations
(Actual 06/30/21)
678,740 23,963 1,150,717 Matches amounts reported on PPA 20-21.

RPTTF expenditures exclude the Reserve
Balance held for ROPS 20-21A debt service
4 Retention of Available Cash Balance (Actual 06/30/21) RPTTF amount retained should only include the amounts
distributed as reserve for future period(s)
3,804 687,780 E: $1,194 PPA 18-19 held for ROPS 21-22 + $2,610 PPA 19-20 held for ROPS 22-23 G:

Reserve held for next A period debt service
5 ROPS 20-21 RPTTF Prior Period Adjustment
RPTTF amount should tie to the Agency's ROPS 20-21 PPA
form submitted to the CAC
No entry required 206,131 G: 20-21 PPA
6 Ending Actual Available Cash Balance (06/30/21) $- $- $- $(57,660) $- F: Negative balance carried over from 77 Pursuant to Health and Safety Code section 34177 (l), Redevelopment Property Tax Trust Fund (RPTTF) may be listed as a source of payment on the ROPS, but only to the extent no other funding source is available or when payment from property tax revenues is required by an enforceable obligation.

A B C D E F G H
ROPS 20-21 Cash Balances
(07/01/20 - 06/30/21)
Fund Sources
Comments
Bond Proceeds Reserve Balance Other Funds RPTTF
Bonds issued
on or before
12/31/10
Bonds issued
on or after
01/01/11
Prior ROPS
RPTTF and
Reserve
Balances retained
for future
period(s)
Rent, grants,
interest, etc.

Non-Admin
and Admin
C to F = (1 + 2 - 3 - 4), G = (1 + 2 - 3 - 4 - 5) prior to dissolution 78 Cloverdale
Recognized Obligation Payment Schedule (ROPS 23-24) - Notes July 1, 2023 through June 30, 2024
Item # Notes/Comments
8 17
18 26
27 79

EXHIBIT B

CLOVERDALE SUCCESSOR AGENCY
ADMINISTRATIVE BUDGET FY 2023-24 FOR JULY 1, 2023 to JUNE 30, 2024 Expense Category Responsibilities
FY 2023-24
Proposed
Budget
Salaries and Wages
Staff salaries, benefits, and
payroll taxes
• Process payment of enforceable obligations
• Maintain documentation of Agency financial and other records • Coordinate with consultant to answer questions and provide documentation as requested by Oversight Board, County Auditor-Controller, and Department of Finance
• Coordinate with auditors to audit Successor Agency fund • Coordinate and hold Successor Agency meetings
• Includes time for Finance, Assistant City Manager, City Manager, City Attorney, and City Clerk departments
$176,220
TOTAL $176,220
Maintenance and Operations
Contract services (RSG, Inc.)
• Prepare ROPS, PPA, staff reports, and resolutions
• Coordinate with and answer questions for Oversight Board, County AuditorController, and Department of Finance • Monitor and project cash flow to ensure sufficient revenues for obligations and to inform Agency staff of expected revenues
$24,000
Auditor • Audit Successor Agency funds and prepare annual audit • Provide legal services as needed $5,400
Operating and overhead costs
• Successor Agency share of City Hall overhead and operating costs for Administrative budgets (supplies, utilities, website updates and IT, meeting mileage, etc.)
$23,276
TOTAL $52,676
ROUNDING FACTOR • Round down to nearest thousand ($104) TOTAL BUDGET $229,000
80 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

F.7
December 14, 2022
Agenda Section:

Consent
Staff Contact:

Michael Maloney, City Clerk
Myra Lazio, Records Management
Agenda Item Title:

Resolution Approving the City of Cloverdale’s Records Retention Schedule Recommended Council Action(s):

Adopt a resolution entitled, “A Resolution of the City Council of the City of Cloverdale upgrading its records management program, including its records retention policies.” __________________________________________________________________________________________ Background:

The City of Cloverdale 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 to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency, and take advantage of current technology and changes in law.

Summary:

The upgrade of the current records management systems is driven by many factors, including:
• Very limited space in City facilities
• Many departments are filing and storing copies of the same records • The City of Cloverdale produces and manages many permanent records • Escalating records storage expenses
• Technology advancements
• Changes in law
The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.

The retention periods are in compliance with all laws and are standard business practice for California cities.

The new 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. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, The City of Cloverdale will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.

It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, 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.

Attachments:

1. Resolution

2. Exhibit A - Records Retention Schedules
81 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. XXXX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE, CALIFORNIA, ADOPTING A RECORDS RETENTION

SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS 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 Cloverdale; WHEREAS, except for records less than two years old and certain other records, Government Code Section 34090 authorizes the head of a City Department to destroy certain records, documents or instruments under his or her charge, without duplication, with the written consent of the City Attorney; and WHEREAS, the City of Cloverdale previously adopted Resolution No. 74-2006, approving Records Retention Schedules; and
WHEREAS, changes such as new laws and regulations, departmental name changes, new functions and programs can trigger amendments to an existing schedule and regardless of any amendments, best practices dictate that schedules should be reviewed periodically to ensure the schedule accurately and completely reflects the agency’s records holdings and are reflected in this new retention schedule.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CLOVERDALE AS FOLLOWS:

Section 1. Resolution No. 74-2006 is hereby repealed.

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

Section 3. 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 Head, City Clerk, City Attorney and City Manager.

Section 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.

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

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

IT IS HEREBY CERTIFIED that the foregoing Resolution was duly introduced and legally adopted by the City Council of the City of Cloverdale at its regular meeting held on DATE, 2023, by the following roll call vote:

AYES: ()
NOES: ()
ABSTAIN: ()
ABSENT: ()
Approved: Attested: 82
__________________________________ _________________________________ tbd, Mayor Mike Maloney, City Clerk
Attachment 1: Exhibit A - Records Retention Schedule
83 HOW TO USE RETENTION SCHEDULES
©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.

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

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

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

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

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

AUTHORIZATION TO DESTROY RECORDS:

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

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

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).”
84 RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).

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

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

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

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

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

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

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) 85
Ver. 2.0 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 Claim for Damages / Claims Against the City
Final
Resolution
+ 5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S
Yes:

After QC
& OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
City Manager CM-002 Economic Development Projects / Business Recruitment and Retention
Minimum 2
years
Mag, Ppr Department Preference; GC §34090 et seq.

City Manager CM-003 Lawsuits / Litigation
Final
Resolution
+ 5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S
Yes:

After QC
& OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
City Manager CM-004
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Ppr Department preference; GC §34090
City Manager CM-005 Projects / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Ppr Department Preference; GC §34090 et seq.

City Manager CM-006
Solid Waste / AB 939 Compliance / SB
1383 Compliance (Organic Waste
Collection and Recycling)
10 years Mag, Ppr
Department preference; SB 1383 compliance is
required for 5 years; Low-Carbon Fuel Standard
regulations credits can be received for 10 years,
and are eligible for an extension; 14 CCR §
18995;.2 H&S §39730.7; GC §34090
City Manager CM-007 Solid Waste Services / Hauler Quarterly Reports 10 years Mag, Ppr Department Preference; GC §34090 City Manager CM-008 Solid Waste Tonnage Reports 10 years Mag, Ppr Department Preference; GC §34090 Finance CM-009 Travel Arrangements
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
Preliminary Drafts (Invoices are the final record);
GC §34090 et seq.

CLOVERDALE, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
86 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page 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).

City Clerk CC-001
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)
City Clerk CC-002
Agenda Packets: City Council, Planning
Commission, Redevelopment Agency /
Successor Agency, Oversight Board
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-003
Agenda Packets: Boards, Committees,
Commissions, Ad-Hoc Committees: Citizen
Advisory Created by the City Council
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

City Clerk CC-004
Agenda Packets: City Council
Subcommittees (Homeless Community
Advisory Group, etc.)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-005
Agreements & Contracts - ALL
(INFRASTRUCTURE, OR IF IMAGED, JPAs,
MOUs)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work)
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
preparedness; Statute of Limitations is 4 years;
10 years for Errors & Omissions; land records
are permanent by law; CCP §337 et. seq., GC
§34090; Contractor has retention requirements
in 48 CFR 4.703

CITY CLERK
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
87 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page 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).

CITY CLERK
City Clerk CC-006
Agreements & Contracts - ALL (NONINFRASTRUCTURE, Professional Services Agreements, Tenant / Lease Agreements -

NOT IMAGED)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work)
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 4 years; 10 years for Errors & Omissions;
land records are permanent by law; CCP
§§337. 337.1(a), 337.15, 343; GC §34090,
Contractor has retention requirements in 48
CFR 4.703(a)
City Clerk CC-007 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-008
Bonds: CIP Labor & Materials, Construction
Bonds, Indemnity Bonds, Performance Bonds,
Letters of Credit
Release of
Bond / Letter
of Credit
Mag, Ppr Security; GC §34090
City Clerk CC-009 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-010 Claim for Damages / Claims Against the City Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City Clerk CC-011
Filing System / Subject Files / Function Filing
System - HISTORICALLY SIGNIFICANT,

LAND, PLANNING, CAPITAL

IMPROVEMENT INFRASTRUCTURE

PROJECTS
P Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
88 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page 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).

CITY CLERK
City Clerk CC-012 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT
Minimum 2
years
Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-013
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-014 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
City Clerk CC-015 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)
City Clerk CC-016 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e)
City Clerk CC-017 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)
City Clerk CC-018
Campaign Filings (FPPC 400 Series Forms &
Form 501): UNSUCCESSFUL

CANDIDATES
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)
City Clerk CC-019
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 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)
City Clerk CC-021
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidatecontrolled)
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)

CITY CLERK ELECTIONS (CONSOLIDATED)
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
89 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page 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).

CITY CLERK
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; Statewide guidelines
proposes 4 years for successful candidates, 2
years for unsuccessful; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk CC-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
Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office and
4 years after the expiration of term and does
not delineate between the two; EC §17100
City Clerk CC-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
City Clerk CC-025 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
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
(End of Elections Section)
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
90 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page 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).

CITY CLERK
City Clerk CC-027
Historical Records, 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 Clerk CC-028 Lawsuits / Litigation
Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City Clerk CC-029
Minutes: City Council, Planning
Commission, Redevelopment Agency /
Successor Agency, Oversight Board
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-030 Minutes: City Council Subcommittees
(Homeless Community Advisory Group, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-031
Minutes: Boards, Committees, Commissions,
Ad-Hoc Committees: Citizen Advisory
Created by the City Council
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(e)
City Clerk CC-032
Oath of Office / Appointments / Oath for
Disaster Worker: City Council, Board or
Commission Members Only
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
City Clerk CC-033 Ordinances P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-034
Prop. 218 (Property-based fees - Sewer, Solid
Waste, Water) Protest Letters / Ballots,
Tabulation
2 years Mag, Ppr GC §53753(e)(2)
City Clerk CC-035 Public Records Requests / Subpoenas Duces Tecum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
91 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page 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).

CITY CLERK
City Clerk CC-036
Recorded Documents: Deeds, Easements,
Right of Ways, Abandonments / Vacation,
Liens / Lien Releases
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
City Clerk CC-037
Recordings: Audio or Video of City Council,
Planning Commission, Boards, Committees,
Commissions
Minimum 2
years
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.6
City Clerk CC-038 Records Destruction Authorization Forms & Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-039
Resolutions: City Council, Planning
Commission, Redevelopment Agency /
Successor Agency, Oversight Board
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-040 Secretary of State Statement of Facts / Registry of Public Officials 2 years Mag, Ppr GC §34090

CITY CLERK / CEMETERY
City Clerk /
Cemetery CC-041 Cemetery Buy Backs P
Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD
Department preference; No specific time
period mentioned in law; HS §§8330, 8331;
GC §34090
City Clerk /
Cemetery CC-042 Cemetery Plot Map P Yes
Mag, Mfr,
OD, Ppr S / I No
Department preference; No specific time
period mentioned in law; HS §§8330, 8331;
GC §34090
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
92 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

CITY CLERK
City Clerk /
Cemetery CC-043
Cemetery Plots, Vaults, Niches, Certificate of
Ownership
Fully Paid, Balances Due, or Waiting for
Markers
Applications, Copies of Death Certificates,
Disposition Of Human Remains, Invoices,
Cemetery Information Sheet, Correspondence,
Marker Photos / Final Design, Permits
Summary Check Sheet, etc.

P
Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD
Department preference; No specific time
period mentioned in law; HS §§8330, 8331;
GC §34090
City Clerk /
Cemetery CC-044 Donations for Improvements to Cemetery P Mag, Ppr Department preference; GC §34090 CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
93 Ver. 1.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning )
Page DEV-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).

BUILDING & SAFETY
Development
Services /
Building &
Safety
DEV-001 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
DEV-002 Building Permit Database (Open Gov) Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Development
Services /
Building &
Safety
DEV-003 Building Plans - Cancelled or Withdrawn
Minimum
Cancelled or
Withdrawn

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
DEV-004 Building Plans - Expired
Minimum
After
Expiration

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

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Development
Services /
Building &
Safety
DEV-005 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
DEV-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
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
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
94 Ver. 1.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning )
Page DEV-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
DEV-007
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES
Energy Calculations, Structural Calculations
180 days 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
DEV-008 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD GC §50022.6
Development
Services /
Building &
Safety
DEV-009 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department Preference; GC §34090
Development
Services /
Building &
Safety
DEV-010
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (kept with the
Building Permit file); GC §34090
Development
Services /
Building &
Safety
DEV-011 Correction Notices When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Development
Services /
Building &
Safety
DEV-013 Geotechnical and Soils Reports (all) P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
95 Ver. 1.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning )
Page DEV-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
DEV-014 Plan Check Comments (Site Plan File) When Permit is Finalled
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Development
Services /
Building &
Safety
DEV-015 Stop Work Notices After Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S
Yes: After

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

CODE ENFORCEMENT
Development
Services / Code
Enforce.

DEV-016
Code Enforcement / Abatement Case Files
(Includes appeals and Code Enforcement
Complaint Letters)
Minimum 2
years
Yes: Until
Resolution Mag, Ppr Department preference; GC §34090
Development
Services / Code
Enforce.

DEV-017 Hearing Officer Determinations (for appeals of
Code Enforcement Actions) 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Development
Services / Code
Enforce.

DEV-019 Notice of Violations ./ Code Enforcement Citations Minimum 2 years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

When
Inactive
Department preference; GC §34090

LAND DEVELOPMENT ENGINEERING
Development
Services /
Engineering
DEV-020
Land Development / Private Development:

Administration File
Construction Inspections, Photos, Project
Schedules, 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 §337 et. seq., GC §34090
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
96 Ver. 1.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Engineering, Planning )
Page DEV-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 /
Engineering
DEV-021
Land Development / Private Development:

Permanent File
Drainage, Driveway, Encroachments, Grading
Permits & Plans, Rights of Way, Soils Reports,
Stormwater, Private Lab Verifications, Testing
Lab Final Reports etc.

Dedications, Easements, Abandonments (City
Clerk is OFR)
P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090

PLANNING
Development
Services /
Planning
DEV-022
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing, Conditions
of Approval, Environmental Determinations, Staff
Reports, Plans)
Examples:

Conditional Use Permits (CUPs)
Development Plan Review
General Plan / General Plan Amendments
Lot Line Adjustment
Master Plan
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
CLOVERDALE, CA. ©1995-2022 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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Page DEV-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 /
Planning
DEV-023 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD minute
Development
Services /
Planning
DEV-024 Census, Demographics
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau is OFR)
Development
Services /
Planning
DEV-025
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
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, Ppr
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et
al., Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6; GC
§34090
Development
Services /
Planning
DEV-026
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Development
Services /
Planning
DEV-027 General Plan, Elements and Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Development
Services /
Planning
DEV-028 Long Range Planning / Planning Studies P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
CLOVERDALE, CA. ©1995-2022 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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Page DEV-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).

Development
Services /
Planning
DEV-029 Master Plans, Specific Plans, Land Use Plans and Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Development
Services /
Planning
DEV-030 Materials Boards
When No
Longer
Required
Mag, Ppr Preliminary drafts not retained in the
ordinary course of business; GC §34090
Development
Services /
Planning
DEV-031
Temporary Use Permits (TUP) / Temporary Signs
/ Banner Permits, Film Permits, etc. (Approved &
Unapproved)
Christmas Tree Lots, Pumpkin Lots, etc.

Expiration +
2 years
Yes:

During
Event
Mag, Ppr Department preference; GC§§34090
Development
Services /
Planning
DEV-032 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S No Department Preference; GC §34090
Development
Services /
Planning
DEV-033 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
99 Ver. 1.0 RECORDS RETENTION SCHEDULE: FINANCE / INFORMATION TECHNOLOGY Page 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).

Finance /
Information
Technology
IT-001 Backups / Computer Backups (ALL)
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.

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

Finance /
Information
Technology
IT-003

UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup, WORM /
DVD-r / CD-r / Blue Ray-R) 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, CCR 22620 et seq.

INFORMATION TECHNOLOGY
CLOVERDALE, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
100
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

FINANCE / ACCOUNTS PAYABLE & PURCHASING
Finance /
Accounts
Payable &
Purchasing
FIN-001 1099's / 1096's 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; 26 CFR §31.6001-1(e)(2),
R&T §19530, GC §34090; 29 USC 436
Finance /
Accounts
Payable &
Purchasing
FIN-002
Accounts Payable / Purchase Orders /
Invoices and Backup / Warrants / Refunds
/ Credit Card Statements / P-Card
Statements / Energy Rebates
(Includes Invoices, Travel Expense
Reimbursements, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference for grant audits;
5 years meets municipal government
auditing standards and Statute of
Limitations for contracts; Purchasing
preference for P-Card Invoices (48 CFR

4.805 requires Federal Agencies to
retain their contracts, unsuccessful &
successful proposals 6 years after final
payment); CCP §337 et. seq.; GC
§34090
Finance /
Accounts
Payable &
Purchasing
FIN-003 Insurance Certificates 11 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of
Limitations is 10 years for Errors &
Omissions; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Finance /
Accounts
Payable &
Purchasing
FIN-004 W-9s Vendor Inactive
+ 3 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets IRS Auditing Standards (3 years
after the last payment to the vendor);
GC §34090

FINANCE / ACCOUNTS RECEIVABLE
Finance /
Accounts
Receivable
FIN-005
Accounts Receivable / Revenue / Business
Tax Receipts / 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, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
101
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

Finance /
Accounts
Receivable
FIN-006 Cash Receipts, Rents, Other Income,
Credit Card Settlements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards; GC §34090 et seq.

FINANCE / DEBT SERVICES
Finance /
Debt Services FIN-007
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) - Includes Continuing Disclosure
Reports
See Bank Statements for statement
retention.

Fully Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
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 / GENERAL LEDGER
Finance /
General
Ledger
FIN-008 _Financial Services Database
(Springbrook) Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
City Clerk FIN-009
Agenda Packets: Oversight Board?
Redevelopment Agency / Successor
Agency
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
General
Ledger
FIN-010 Audit Work Papers When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts / content not
substantive; GC §34090
Finance /
General
Ledger
FIN-011 Audits - Annual Financial Reports / Annual
Comprehensive Financial Report (ACFR) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Ledger
FIN-012
Audits - Single Audits, Grant Audits, IRS
Audits, Transportation Audits, PERS Audit,
etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
General
Ledger
FIN-013 Bank Statements, Bank Reconciliations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 CLOVERDALE, CA. ©1995-2022 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: FINANCE Page FIN-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).

Finance /
General
Ledger
FIN-014 Banking Transactions, Bank Wire
Transactions, Confirmations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-015 Budgets - Finals and Amendments P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Ledger
FIN-016 Budgets Work Papers When No Longer
Required Mag, Ppr Preliminary drafts; GC §34090
Finance /
General
Ledger
FIN-017 Checks / Warrants (Cashed) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets municipal government auditing
standards; GC § 34090
Finance /
General
Ledger
FIN-018 Checks / Warrants (VOIDED) When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Finance /
General
Ledger
FIN-019 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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
Ledger
FIN-020
Fiscal Agent Statements, Investment
Account Statements, LAIF Statements /
Local Agency Investment Fund Trustee
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-021 Fixed Assets 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 CLOVERDALE, CA. ©1995-2022 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: FINANCE Page FIN-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).

Finance /
General
Ledger
FIN-022
Investments / Investment Statements /
Certificate of Deposit / Investment Bonds
(Receipts / Advisor Reports / Trade
Tickets
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; statewide guidelines
propose permanent; FTC Reg's rely on
"self-enforcement"; GC§§ 34090,
43900
Finance /
General
Ledger
FIN-023 Journal Entries / Journal Vouchers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-024 OES / FEMA Claims 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
General
Ledger
FIN-025
Reports, General Ledger, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue & Expenditure Reports, etc.
(FROM DATABASE - ANNUAL,

MONTHLY OR PERIODIC)
When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (The Financial
System Database is the original; reports
are considered drafts or copies); GC
§34090
Finance /
General
Ledger
FIN-026
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street
Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-027
Tax - Annual Tax Roll and Special
Assessments: Landscape and Lighting
Districts, Ad Valorem Taxes, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-028 Tax - Sales Tax Reports When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Compilation of Non-Records /
Preliminary drafts used to project
revenue; GC §34090
Finance /
General
Ledger
FIN-029 Vehicle Titles / Pink Slips
Upon Sale or
Disposal of
Vehicle
Mag, Ppr Title is transferred to new owner or
auction house

FINANCE / PAYROLL
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
104
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

Finance /
Payroll FIN-030 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-031
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 &
DE-166, 941 Forms, PERS / FICA &
Medicare Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
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;
Articles show 7 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FIN-032 Garnishments
Satisfied + 5
years, or
Separation of
Employee
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090; 26 CFR 31.6001.1 Finance /
Payroll FIN-033 Payroll Database (Springbrook) Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance /
Payroll FIN-034 Payroll Reports - Periodic Bi-weekly
Payroll Report 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets
municipal government auditing
standards; PERS Circular letter 200-051-
17; GC §34090
Finance /
Payroll FIN-035 Time Cards / Time Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 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; 29 CFR 516.5 & 516.6(c);
GC §34090
Finance /
Payroll FIN-036 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
105
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

Finance /
Payroll FIN-037 W-4s
Superseded or
Separated + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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. 26 CFR 31-6001-1; GC §34090
CLOVERDALE, CA. ©1995-2022 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: HUMAN RESOURCES Page HR-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).

HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Human
Resources HR-002
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag, Ppr
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 34090
Human
Resources HR-003 Compensation Surveys & Studies Minimum 3 years Mag, Ppr
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 34090
Human
Resources HR-004 Contracts for Investigators Completion + 5 years Yes: Before
Completion Mag, Ppr
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Human
Resources HR-005 COVID-19 Attestations by Employees, COVID-19 Notifications to Employees 3 years Mag Ppr LC §6409.6(k), GC §34090 Human
Resources HR-006
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Minimum Final
Disposition + 5
years
Mag, Ppr
Department preference; All State and
Federal laws require retention until final
disposition of formal complaint; State
requires 2 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
34090
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107
Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

Human
Resources HR-007
EEOC Forms / EEO-4 Forms / EDD Reports
(Employment Development Department
Reports)
3 years Mag, Ppr 29 CFR 1602.30; 29 CFR 1602.31, 29
CFR 1602.32; GC §34090 et seq.

Human
Resources HR-008 Employee Investigations
Minimum Final
Disposition + 5
years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; statute of
limitations for 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), GC §§12946, 34090;
Human
Resources HR-009 Employment Verifications
When No
Longer
Required
Mag, Ppr Non-records, content is not substantive;
GC §34090 et seq.

Human
Resources HR-010 Ethics Certificates for Employees, Harassment Certificates 5 years Mag, Mfr, OD, Ppr S Yes: After

QC & OD
GC §§ 3105, 12946, 34090;; 53235.2(b);
53237.2(b)
Human
Resources HR-011 Grievances
Minimum Final
Disposition + 5
years
Mag, Mfr,
OD, Ppr S
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 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 34090; LC 1198.5; 26 CFR 31-
6001-1; 53235.2(b); 53237.2(b)
Human
Resources HR-012 I-9s Separation + 3 years
Mag, Mfr,
OD, Ppr S
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 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 34090
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108
Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

Human
Resources HR-013 Job Descriptions / Classification Specifications Minimum
Superseded +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; retirement benefits is 6 years
from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 34090
Human
Resources HR-014 OSHA Citations and Inspections 5 years Mag, Ppr OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
Human
Resources HR-015 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Ppr OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
Human
Resources HR-016
Personnel Files - Employee File (Main File,
including Benefits)
Includes Application, Discipline, Evaluations,
Policy Acknowledgements, Employee's Oath
of Office / Oath for Disaster Worker,
Personnel Action Forms, W-4 Forms, etc.)
Separation + 6
years
Mag, Mfr,
OD, Ppr S
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 2 -3 years; 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. 26 CFR 31-6001-1;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 34090; LC 1198.5
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Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

Human
Resources HR-017
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, etc.

Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
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, 34090
Human
Resources HR-018
Recruitment and Testing File
(Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Hiring
Decision + 4
years
Mag, Ppr
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, 34090
Human
Resources HR-019 Retiree Medical 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-020
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, or Injury Reports from Employees)
Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
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, 34090
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
110
Ver. 2.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-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).

PARKS & RECREATION
Parks &
Recreation P&R-001 Activity Guide / Class Guide / Program Guide (Final) Minimum 2
years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Parks &
Recreation P&R-002
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
Parks &
Recreation P&R-003 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No
Longer
Required
Mag, Ppr Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Parks &
Recreation P&R-004
Park Facility Use Requests / Field Rentals /
Facility Use Applications and Permits (includes
ABC Permits, where required)
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

Parks &
Recreation P&R-005 Playground Equipment Inspections, Maintenance 5 years Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; CCP §337; GC
§34090
Parks &
Recreation P&R-006 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
Parks &
Recreation P&R-007 Schedules / Hours (classes and staff) When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Parks &
Recreation P&R-008 Tree Pruning and Maintenance, Arborist Reports 5 years Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; CCP §337; GC
§34090
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Ver. 2.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-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).

Division
Providing
Service / Work
P&R-009
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
P&R-010
Work Orders / Service Requests - All Information
Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
P&R-011
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 Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
112
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

POLICE ADMINISTRATION / POLICE CHIEF
Police /
Admin. /
Chief
PD-001 Background Files - Successful Applicants Separation + 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ QC & OD
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1672.3(b)(i), 29
CFR 1602.14; GC §§12946, 12960, 34090; 29
USC 1113
Police /
Admin. /
Chief
PD-002 Background Files - Unsuccessful
Applicants 4 years Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1672.3(b)(i), 29
CFR 1602.14; GC §§12946,12960, 34090
Police /
Admin. /
Chief
PD-003 CCW Permits (Carry Concealed Weapon
Permits) - Retired Employees
Expiration +
4 years Mag, Ppr Department preference; GC §34090
Police /
Admin. /
Chief
PD-004
Complaints from a Member of the Public
WITH Sustained Finding of Misconduct
pertaining to discharge of a firearm at a
person by a peace officer, an incident
involving the use of force against a person by
a peace officer that resulted in death or in
great bodily injury, unreasonable force, failing
to intervene against another officer using
force that is clearly unreasonable or
excessive, finding of sexual assault,
dishonesty, discrimination, or unlawful arrest
or unlawful search.

Final
Disposition +
15 years
Mag, Ppr PC §§832.5(b), 832.7; GC§ 34090
CLOVERDALE, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
113
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Admin. /
Chief
PD-005
Complaints from a Member of the Public
WITHOUT Sustained Finding of
Misconduct pertaining to discharge of a
firearm at a person by a peace officer, an
incident involving the use of force against a
person by a peace officer that resulted in
death or in great bodily injury, unreasonable
force, failing to intervene against another
officer using force that is clearly
unreasonable or excessive, finding of sexual
assault, dishonesty, discrimination, or
unlawful arrest or unlawful search.

Final
Disposition +
5 years
Mag, Ppr
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 /
Admin. /
Chief
PD-006 Contracts for Investigators (Police only) Completion + 5 years
Yes:

Before
Completion
Mag, Ppr
Department preference; Statute of Limitations
for contractual obligations is 4 years; CCP
§§337. 337.1(a), 337.15, 343; GC §34090
Fire /
Admin. and
Police /
Admin. /
Chief
PD-007
Emergency Operations Plan (includes Office
of Emergency Management & Homeland
Security)
When
Superseded Yes (all) Mag, Mfr, OD, Ppr S/I No GC §34090 Police /
Admin. /
Chief
PD-008 Hearing Officer Determinations (Citation
Appeals, Tows, etc.) 2 years Mag, Ppr GC §34090
Police /
Admin. /
Chief
PD-009 Internal Complaints
Final
Disposition +
5 years
Mag, Ppr
Department Preference; Exceeds with Lexipol
Policy; Not a civilian complaint; other State &
Federal laws require retention until final
disposition of formal complaint; State requires 2
years after action is taken; EVC §1045, GC
§§12946,12960, 34090
CLOVERDALE, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
114
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Admin. /
Chief
PD-010 Personnel Files - Police Department
Employees
Separation +
4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ QC & OD
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; retirement benefits is 6
years from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946,12960, 34090; 29 USC 1113
Police /
Admin. /
Chief
PD-011
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After superseded Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-012 Press Releases - Police Only 2 years Mag, Ppr GC §34090 Police /
Admin. /
Chief
PD-013
Report of data regarding the number, type, or
disposition of complaints made against its
officers
2 years Mag, Ppr GC §34090 et seq.

Police /
Admin. /
Chief
PD-014 Reports and Studies - Historical P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-015
Reports and Studies regarding Police
operations (not historical - manpower,
consolidation, etc.)
Minimum 2
years
Mag, Ppr Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-016
Use of Force Reviews - Not as a result of a
civilian complaint, and not resulting in death
or in great bodily injury, firearm discharge
(accidental or not against public), inquiry
routings, litigation, Pitchess motion, property
damage, public records request, service
complaints, vehicle pursuits, and vehicle
accidents.
2 years Mag, Ppr Department Preference; GC §§12946, 12960, 34090

CAD / DISPATCH
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115
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Commun. PD-017
Audio Recordings or Tapes - (CAD /
Computer Aided Dispatch) Recordings of
Telephone & Radio Communications
Dispatch Tapes (CAD)
180 days Mag
Department Preference; Statewide guidelines
propose 180 days (legally mandated for 100
days); (may be discoverable or made public in
some circumstances), GC §§34090, 34090.6
Police /
Commun. PD-018 Logs (Watch Commander Logs, etc.) 2 years Mag, Ppr GC§ 34090 et seq.

Police /
Commun. PD-019 Vacation Checks / Patrol Requests
When No
Longer
Required
Mag, Ppr Preliminary Draft (entered in RMS / CAD
system; GC §34090 et seq.

INVESTIGATIONS
Police /
Investig. PD-020 Asset Forfeiture Notification 5 years Mag, Ppr Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090 Police /
Investig. PD-021
Criminal Intelligence Files
Confidential informant information & activities
Last Entry +
5 years Mag, Ppr
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 /
Investig. PD-022 Guns: Dealers Record of Sale (DROS) 2 years Mag, Ppr GC §34090 Police /
Investig. PD-023 Informant Files
When No
Longer
Required -
Minimum 2
years
Ppr, Mag
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090

OPERATIONS / PATROL
Police / Ops
/ Patrol PD-024 Patrol Schedules
When No
Longer
Required
Mag, Ppr Preliminary drafts (the timecard / timesheet is the final); GC §34090 et seq.

CLOVERDALE, CA. ©1995 - 2022 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: POLICE Page PD-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).

Police / Ops
/ Patrol PD-025 Detectives Investigation Files and Arrest Files (Official Reports)
Transferred
into
Record's
Crime
Report Files
Ppr, Mag Transfer all Official Reports to Records to be placed in the Crime Report Files.

PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-026 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-027 Gun and Narcotics Destruction Log
(Documents related to)
Minimum 2
years
Mag, Ppr Department Preference; GC §34090
Police /
Property &
Evidence
PD-028 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Ppr GC §34090
Police /
Property &
Evidence
PD-029 Property & Evidence Database Indefinite Mag, Ppr Department Preference (data is interrelated); GC §34090
Police /
Property &
Evidence
PD-030 Property & Evidence Logs 2 years Mag, Ppr GC §34090

RECORDS
Police /
Records PD-031 Citation Log Books (#s / ranges) - Parking, Traffic 2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-032
Citations (Parking, Traffic, Marijuana /
Cannabis). Includes requests for dismissals,
cancellations, and appeals.
2 years Mag, Ppr GC §34090 et seq.

CLOVERDALE, CA. ©1995 - 2022 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: POLICE Page PD-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).

Police /
Records PD-033
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile and Ward Cases - Except
those with Child Abuse or Severe Neglect,
(Substantiated), outstanding stolen property,
including firearms, or lost firearms
Sealing Date
+ 5 years (or
Court Order)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Statute of Limitations runs up to age of majority
+ 8 years; sealed records for juveniles and
wards of the Court must be destroyed 5 years
after sealing date; CCP §§340.1, GC §34090;
W&I §§389(a), 781(d)
Police /
Records PD-034
CRIME 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 /
Records PD-035
CRIME 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 /
Records PD-036
CRIME 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 /
Records PD-037
CRIME REPORTS:

Except those specifically mentioned in the
schedule (ALL Others)
7 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.

CLOVERDALE, CA. ©1995 - 2022 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: POLICE Page PD-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).

Police /
Records PD-038
CRIME 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
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq.

Police /
Records PD-039
CRIME 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 /
Records PD-040
CRIME 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 /
Records PD-041
CRIME 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 /
Records PD-042
CRIME 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)
CLOVERDALE, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
119
Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Support
Services /
Records
PD-043
CRIME 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)
Police /
Records PD-044 Officer Recordings: Body-Worn Cameras –
LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Records PD-045
Officer 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 /
Records PD-046 Officer Recordings: Body-Worn Cameras -
that are NOT evidence 60 days Mag,
Department preference (law recommends 90
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Records PD-047 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 CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC §34090.7
Police /
Records PD-048 Registrants: Arson Registrations: Juveniles released from California Youth Authority
Age 25 or
Sealing Date
+ 5 years
Mag, Ppr
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 /
Records PD-049 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.

CLOVERDALE, CA. ©1995 - 2022 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: POLICE Page PD-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).

Police /
Records PD-050 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.

Police /
Records PD-051 Ride A-Long Waiver Form 2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-052 RMS Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Police /
Records PD-053 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Ppr 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police /
Records PD-054 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.

Police /
Records PD-055 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Ppr Department preference; GC §34090 et seq.

Police /
Records PD-056 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-057 Video Recordings - Building Security, City Operations 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq.

Police /
Records PD-058 Video Recordings - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Records PD-059 Video Recordings - Temporary Holding
Cells 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq.

TRAINING
CLOVERDALE, CA. ©1995 - 2022 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: POLICE Page PD-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).

Police /
Training PD-060
Personnel Training File - Officer Training -
BY EMPLOYEE (Includes POST printouts)
Includes Range Qualifications, Retiree Fire
Arson Qualifications
Separation +
5 years Mag, Ppr
Department Preference to be consistent with
Human Resources; 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 /
Training PD-061
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters, Outlines and Materials;
includes Use of Force training, safety
training, etc.)
Minimum 5
years
Mag, Ppr
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)
CLOVERDALE, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
122
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Maintenance, Wastewater, Water)
Page PW-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).

PUBLIC WORKS
Public Works PW-001 Assessment Districts / Community Facilities Districts / Landscape and Lighting Districts P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works PW-002
Bonds: CIP Labor & Materials, Performance
Bonds, Letters of Credit, Encroachment Permits
Only
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Security; GC §34090
Public Works PW-003
Capital Improvement Projects (CIP) / Design &
Construction: Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Hazardous
Materials Plans, Meeting Minutes, Project
Schedules, Progress meetings, Real Estate
Appraisals, RFIs & Responses, Construction
Inspection Logs, Daily Inspections, Daily Logs,
Punch Lists, 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; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
Public Works PW-004
Capital Improvement Projects (CIP) / Design &
Construction: Permanent File
Specifications & Addenda, Contract Copies,
Change Orders, CEQA / Environmental
Documents - EIRs, Negative Declarations,
Exemptions, Materials Testing Reports, Photos,
Soil Reports, Studies, Submittals, Successful
Proposal, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; 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 PW-005
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Drafts should be destroyed; GC §34090
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
123
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Maintenance, Wastewater, Water)
Page PW-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).

Public Works PW-006
Encroachment Permits / Excavation Permits:

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 PW-007
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts (Installation &
Patching), etc.)
Includes Insurance Certificates
Minimum 2
years
Yes: Until
Completion Mag, Ppr S/I Yes: After QC & OD GC § 34090
Public Works PW-008
Engineering Studies / Surveys (Public Right-ofWay) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies / Project
Assessments
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works PW-009 Grading & Construction Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works PW-010 Permit Database (OpenGov) Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
City Clerk PW-011
Recorded Documents: Deeds, Easements, Right
of Ways, Abandonments / Vacation, Liens / Lien
Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Public Works PW-012 Stormwater: NPDES Monitoring Reports Minimum 5 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, 122.44; GC §34090
Public Works PW-013 Stormwater: NPDES Permits
Minimum
Permit
Superseded
+ 5 years
Yes: Until
Expiration Mag, Ppr
Department Preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
CCP §337 et seq.

CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
124
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Maintenance, Wastewater, Water)
Page PW-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).

Public Works PW-014 Traffic Calming Requests / Stop Sign Surveys (Speed Humps, etc.) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Police PW-015 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090.7
Public Works PW-016 Traffic Counts 10 years Mag Ppr Department preference; GC §34090 Public Works PW-017 Traffic Speed Surveys / Stop Sign Warrants 10 years Mag Ppr Department preference (required every 5
years, but can be extended to 7 or 10
years); GC §34090
Public Works PW-018 Water Leak Report / Annual Leak Report / Water Loss Reports
Minimum 2
years
Mag, Ppr Department Preference; GC §34090
Public Works PW-019 Water or Wastewater Backflow Test Results / Backflow Assembly Test Reports 5 years Mag, OD, Ppr S
Yes: After
QC & OD Department preference; GC §34090
Public Works PW-020
Water Permits - Water Regulatory / Operating
Permits: CalARP, CERS, Cal OSHA, DDW
(Division of Drinking Water), DWR (Department of
Water Resources), EPA, MS-4, NPDES, RMP,
SWRCB (State Water Resources Control Board)
,etc.

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

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Lead Dept. PW-021
Water Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water), DWR
(Department of Water Resources), EPA, MS-4,
NPDES, RMP, SWRCB (State Water Resources
Control Board) ,etc.

Minimum 10
years
Mag, Ppr
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Public Works PW-022 Water Sanitary Surveys of Water Sources 10 years Mag, Ppr 22 CCR §64470; GC §34090 CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
125
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Maintenance, Wastewater, Water)
Page PW-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).

Public Works PW-023
Water Vulnerability Assessment / Emergency
Response Plan / Risk & Resilience Assessment /
Hazard Mitigation Plan
When
Superseded -
Minimum 2
years
Mag, Ppr Confidential; 42 USC 300i-2(d); GC
§34090

PUBLIC WORKS / MAINTENANCE
Public Works /
Maintenance PW-024
Aboveground Storage Tanks (Agency Owned)
Spill Prevention Control and Countermeasures (SPCC),
Inspections, Integrity Testing, Maintenance, Repairs
20 years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
years); GC §34090
Public Works /
Maintenance PW-025 AQMD Permits - for Generators, etc. Issue Date + 5 years Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Maintenance PW-026 CCTV Videos of Storm Drain Lines 5 years Mag, Ppr Department preference; GC §34090 Public Works /
Maintenance PW-027 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works /
Maintenance PW-028 Herbicide or Pesticide Applications / Use (Parkway Areas) 2 years Mag, Ppr Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623
Public Works /
Maintenance PW-029 Operations & Maintenance Manuals (O&M Manuals) Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S
Yes: After

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

Public Works /
Maintenance PW-030 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Department preference; GC §34090 et.
seq.

CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
126
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Maintenance, Wastewater, Water)
Page PW-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).

Lead Dept. PW-031
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
Yes - After

QC & OD
Previous MSDS may be obtained from a
service; 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 /
Maintenance PW-032 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(d), GC §34090
Public Works /
Maintenance PW-033 Used Oil Disposal Manifests 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Maintenance PW-034
Vehicle & Equipment History Files
Maintenance, Smog Certificates
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
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

WASTEWATER COLLECTIONS
Public Works /
Wastewater
Collections
PW-035 CCTV Videos of Sewer Lines 5 years Mag, Ppr Department preference; GC §34090 Lead Dept. PW-036 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
127
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Maintenance, Wastewater, Water)
Page PW-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).

Public Works /
Wastewater
Collections
PW-037 FOG (Fats, Oil & Grease) Inspections /
Pretreatment Annual & Quarterly Reports 3 years Mag, Ppr Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Wastewater
Collections
PW-038 Sanitary Spills and Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Wastewater
Collections
PW-039 Sewer Odor Complaints / Gas Detection Results /
Investigations 5 years Mag, OD, Ppr S
Yes: After
QC & OD Department preference; GC §34090
Public Works /
Wastewater
Collections
PW-040
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; SSOs are
required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; GC §34090
Lead Dept. PW-041 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d); GC §34090

WASTEWATER TREATMENT PLANT (WWTP)
Lead Dept. PW-042 AQMD Permits (Air Quality Management Districts) - for Generators, etc
Issue Date +
5 years Mag, Ppr 40 CFR 70.6; GC §34090
Public Works /
WWTP PW-043 Biosolids / Sewage Sludge Handling Logs and Weigh Tickets (Blockages) 5 years Mag, OD, Ppr S Yes: After

QC & OD
Code of Federal Regulations requires 5
years; 40 CFR 503.17; 40 CFR
122.41(j)(2); GC §34090
Lead Dept. PW-044 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090
Lead Dept. PW-045 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090
Public Works /
WWTP PW-046 Lab Reports & Chains of Custody: Wastewater Minimum 5 years Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Public Works /
WWTP PW-047 Logs: Vac Con Trucks, etc. 5 years Mag, OD, Ppr S Yes: After
QC & OD Department preference; GC §34090
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
128
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Maintenance, Wastewater, Water)
Page PW-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).

Lead Dept. PW-048 Operations & Maintenance Manuals / O & M Manuals
Life of
Facility or
Equipment
Mag, Ppr
Department preference (some equipment
is from the 1950's, and the O&M Manual
isn't helpful); GC §34090
Public Works /
WWTP PW-049
Permits - Wastewater Regulatory / Operating
Permits: Examples (CalARP, Cal OSHA, CERS,
CUPA, NPDES, SWRCB, etc.)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Lead Dept. PW-050 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Department preference; GC §34090 et.
seq.

Public Works /
WWTP PW-051
Reports - Wastewater Reports to Regulatory
Agencies: Examples (CalARP, Cal OSHA,
CERS, CUPA, NPDES, SWRCB, etc.)
Minimum 5
years
Mag, Ppr
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Lead Dept. PW-052
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
Yes - After

QC & OD
Previous MSDS may be obtained from a
service; 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 /
WWTP PW-053 Sanitary Survey of Sewer System 5 years Mag, OD, Ppr S Yes: After
QC & OD Department preference; GC §34090
Public Works /
WWTP PW-054 SCADA Database (Wastewater) Indefinite Mag Data is interrelated; GC §34090 CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
129
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Maintenance, Wastewater, Water)
Page PW-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).

Public Works /
WWTP PW-055 Wastewater Treatment Plant Operators Certificates (posting required) When
Superseded
Mag,
OD, Ppr S
Yes: After
QC & OD Department preference; GC §34090
Public Works /
WWTP PW-056 Wastewater Treatment Plant Safety Training Certificates (posting required) Minimum 5
years
Mag,
OD, Ppr S
Yes: After

QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090

WATER DISTRIBUTION
Public Works /
Water
Distribution
PW-057
Fire Hydrant Pressure / Water Pressure
Measurements, Fire Flow Pressure Test, Flush
and Valve Exercise Records
Minimum 20
years
Mag, Ppr Department preference; GC §34090
Lead Dept. PW-058 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090
Lead Dept. PW-059
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
Yes - After

QC & OD
Previous MSDS may be obtained from a
service; 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
Lead Dept. PW-060 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d); GC §34090

WATER QUALITY - POTABLE WATER
Public Works /
Water PW-061 Consumer Confidence Report - Annual Water Quality Report P Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; Required for 12
years or 2 compliance cycles; 22 CCR
64400.25; 22 CCR §64470, 40 CFR
141.33(a); 40 CFR 141.91
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
130
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Maintenance, Wastewater, Water)
Page PW-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).

Public Works /
Water PW-062 Lab Reports & Chains of Custody: Potable Water Bacteriological and Organics
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
Public Works /
Water PW-063 Lab Reports & Chains of Custody: Potable Water Chemical (Includes Chlorine Residuals)
Minimum 10
years
Mag,
Mfr, 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-064 Lab Reports & Chains of Custody: Potable Water Lead & Copper
Minimum 12
years
Mag,
Mfr, 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

WATER TREATMENT PLANT (POTABLE WATER)
Lead Dept. PW-065 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090
Lead Dept. PW-066 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090
Public Works /
Water Treatment
Plant
PW-067
Monthly Reports - includes any Customer
Concerns / Customer Complaints / Complaint
Forms: Odor / Taste / Visual Complaints
(Correspondence regarding Potable Water)
5 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
5 years is required in State and Federal
law for any complaints; 40 CFR
122.41(j)(2) & 40 CFR 141.33(b); 22 CCR
64470(a)
Lead Dept. PW-068 Operations & Maintenance Manuals / O & M Manuals
Disposal of
Equipment Mag, Ppr Department preference; GC §34090
Public Works /
Water Treatment
Plant
PW-069 Plant Operator Log Books 5 years Mag, Ppr
Department Preference; Meets
Department of Public Heath
requirements; GC §34090
Lead Dept. PW-070
Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water), DWR
(Department of Water Resources), EPA, MS-4,
NPDES, RMP, SWRCB (State Water Resources
Control Board) ,etc.

Minimum 10
years
Mag, Ppr
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
131
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Design Construction, Maintenance, Wastewater, Water)
Page PW-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).

Public Works /
Water Treatment
Plant
PW-071 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 Treatment
Plant
PW-072 Reservoirs: Inspection Reports, Maintenance
Records P
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water Treatment
Plant
PW-073 SCADA Database (Water) Indefinite Mag Data is interrelated; GC §34090 Public Works /
Water Treatment
Plant
PW-074
Water Production Reads / Reports (to State DDW
(Division of Drinking Water) / DWR (Department
of Water Resources) / SWRCB (State Water
Resources Control Board)
5 years Mag, Ppr
Department Preference; Meets California
Department of Health requirements (3
years); GC §34090
Public Works /
Water Treatment
Plant
PW-075 Water Treatment Plant Operators Certificates
(posting required)
When
Superseded
Mag,
OD, Ppr S
Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water Treatment
Plant
PW-076 Water Treatment Plant Safety Training
Certificates (posting required)
Minimum 5
years
Mag,
OD, Ppr S
Yes: After

QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
132
Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / AIRPORT Page PW/AIR-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).

PUBLIC WORKS / AIRPORT
Public Works /
Airport AIR-001
Above Ground Storage Tank (Airport Owned)
Tank Monitoring, Inspections and Maintenance,
Release Detection Systems, Cathodic Protection
Maintenance Records, CUPA Inspections,
including letters of correction and citations
P
Mag,
Mfr, OD,
Ppr
S No
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
years); EPA recommends that formal test
records or reports be retained for the life
of the container; GC §34090
Public Works /
Airport AIR-002 Aircraft Accident / Incident Reports: Aircraft (sent to FAA) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year Department preference; GC §34090
Public Works /
Airport AIR-003
Airport Security Access Applications / Badging /
AOA Access Personnel Records / Gate Card User
Acknowledgements / Proximity Cards (Employees
and Tenants)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 2
years
GC §34090 et seq.

Public Works /
Airport AIR-004 Airport State License (Safety Inspections) P Yes Mag,
Mfr, OD,
Ppr
S No Department preference; GC §34090
Public Works /
Airport AIR-005 Airport Tenant Agreements / Rentals / Tenant Insurance Certificates / Film Permits Termination
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 2
years
GC §34090 et seq.

Public Works /
Airport AIR-006 CalTrans Aeronautics Inspections (Annual - Includes letters of corrections and citations) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: 2
years
GC §34090 et seq.

Public Works /
Airport AIR-007
Citations / Lease Enforcement Actions / Rules &
Regulations Enforcement / Notices of Violations
(includes written noise and safety complaints)
Resolution +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 2
years
Department Preference (consistent with
other Code Enforcement and Operational
Complaints); Statewide guidelines
recommend Current Year + 10 years for
Noise Monitoring & Complaints; GC
§34090 et seq.

CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
133
Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / AIRPORT Page PW/AIR-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).

Public Works /
Airport AIR-008
Emergency Operations Plan / Disaster Recovery
Plan / Earthquake Information, Airport Certification
Manual, Airport Emergency Plan
Until
Superseded Yes
Mag,
Mfr, OD,
Ppr
S No Most are non-records; GC §34090
Public Works /
Airport AIR-009
Employee Training File - All Course Records
(except for medically related)
(Attendance Rosters, Outlines & Materials, SOP's
& Checklists)
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 2
years
Department preference; GC §34090
Public Works /
Airport AIR-010
FAA Inspections / Reports / FAA Forms: Daily
Inspection Logs & Maintenance Work Orders;
Meter Reading & Adjustments, Facility
Maintenance Logs, Radio Equipment Operation
Records, NavAid & AWOS Error Data,
Certification & Inspections; NOTAMS , Technical
Performance Records
2 years Mag, Ppr S
Yes: After
1 year GC §34090, 14 CFR 171.13 - 171.327
Public Works /
Airport AIR-011 NPDES Permit (Stormwater Discharge Permit) - Airport Only
Expiration +
3 years Yes Mag, Ppr
Code of Federal Regulations requires 3
years; 40 CFR §§122.21, 122.41, 122.44;
CCP §337 et seq.

Public Works /
Airport AIR-012 Oil / Water Separator (Concrete) 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: 2
years
Department preference (consistent with
stormwater / NPDES requirements; 40
CFR §§122.21, 122.41, 122.44; CCP
§337 et seq.

Public Works /
Airport AIR-013 Stormwater: Chain of Custody, Guidance Information, Lab Reports - Airport Only 3 years Mag, Ppr Code of Federal Regulations requires 3
years; 40 CFR §§122.21, 122.41, 122.44;
CCP §337 et seq.

Public Works /
Airport AIR-014
Stormwater: Industrial Notices / Code
Enforcement / Violations / Spill Response -
Airport Only
Resolution +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 2
years
Code of Federal Regulations requires 3
years; 40 CFR §§122.21, 122.41, 122.44;
CCP §337 et seq.

Public Works /
Airport AIR-015 Underground Storage Tanks (USTs) - Airport Only P
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Department Preference (required for the
life of the tank); 23 CCR 2712(b), H&S
§25284.2(i); GC §34090 et. seq.

CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
134
Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / AIRPORT Page PW/AIR-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).

Division
Providing
Service / Work
AIR-016
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
AIR-017
Work Orders / Service Requests - All Information
Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
AIR-018
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 Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
135
Ver. 3.0 RECORDS RETENTION SCHEDULE: UTILITIES / CUSTOMER SERVICE Page UT/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).

CUSTOMER SERVICE
Utilities /
Customer
Service
CS-001 _Billing / Customer Service Database
(Springbrook) Indefinite Mag
Department Preference (Data is
interrelated); Data cannot be
destroyed, written over, or altered
without approval by City Council; 18
CFR 125.3; GC §34090
Utilities /
Customer
Service
CS-002 Applications for Service: Residential /
Commercial 2 years Mag, Ppr, Mfr, OD S
Yes: After
QC & OD GC §34090
Utilities /
Customer
Service
CS-003 Bankruptcies - NO CLAIM FILED Not More
than 90 days
Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Not City records (account is closed
and bankruptcy noted in database)
Utilities /
Customer
Service
CS-004 Bankruptcies - WHERE A CLAIM IS FILED 10 years Mag, Ppr, Mfr, OD S
Yes: After

QC & OD
Department Preference (negative
information remains on credit ratings
for 7 years); GC §34090
Utilities /
Customer
Service
CS-005 Bill Inserts / Marketing 2 years Mag, Ppr,
Mfr, OD S
Yes: After
QC & OD GC §34090
Utilities /
Customer
Service
CS-006 Billing / Accounts Receivable / Customer
Billing 5 years Mag, Ppr, Mfr, OD S
Yes: After
QC & OD GC §34090
Utilities /
Customer
Service
CS-007
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,
Mfr, OD S
Yes: After

QC & OD
These are bank instruments, and not
City records; per bank agreement.

Utilities /
Customer
Service
CS-008
Collections / Master Collection List / Write Offs
/ Collection Agency Assignments (and
associated disputes)
7 years Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Department preference (negative
information remains on a customer's
credit rating for 7 years; GC §34090
Utilities /
Customer
Service
CS-009 Customer Account Adjustment Backup (e.g.,
Leak Adjustments) 2 years Mag, Ppr, Mfr, OD S
Yes: After
QC & OD GC §34090
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
136
Ver. 3.0 RECORDS RETENTION SCHEDULE: UTILITIES / CUSTOMER SERVICE Page UT/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).

Utilities /
Customer
Service
CS-010 Customer Payment Stubs
When No
Longer
Required
Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Preliminary drafts (many payments
have no stub); GC §34090 et seq.

Utilities /
Customer
Service
CS-011 Hydrant Meters - Rentals / Temporary (Pools,
Construction, etc.)
End of Rental
+ 2 years
Mag, Ppr,
Mfr, OD S
Yes: After
QC & OD Department preference; GC §34090
Utilities /
Customer CS-012 Prop. 218 (Property-based fees - Sewer, Solid Waste, Water) Mailer / Notice Superseded
+ 2 years Mag, Ppr Department preference; GC §53753(e)(2) Utilities /
Customer
Service
CS-013 Prop. 218 (Property-based fees - SSewer,
Solid Waste, Water) Mailing List, Master File 2 years Mag, Ppr GC §53753(e)(2) Utilities /
Customer
Service
CS-014 Service Requests - Connects & Disconnects -
(entered into Database)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Utilities /
Customer
Service
CS-015 Water Billing: Appeals - Payment Delinquency
& Impending Discontinuation
Final
Decision + 2
years
Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Utilities /
Customer
Service
CS-016
Water Billing: Non-payment Notices / Notice
of Payment Delinquency & Impending
Discontinuation (Initial, Final)
2 years Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Utilities /
Customer
Service
CS-017 Water Billing: NSF Checks / Adjustments to
Customer accounts 2 years Mag, Ppr, Mfr, OD S
Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Utilities /
Customer
Service
CS-018 Water Billing: Payment Plans: Amortization,
Alternative Payment Plans, Deferrals, etc.

Expiration or
Completion
of Payment
Plan + 2
years
Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116910
Utilities /
Customer
Service
CS-019 Water Billing: Policy on Discontinuation of
Residential Service for Nonpayment
When
Superseded;
Minimum 2
years
Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Must post to Website; H&S §116906;
GC §34090
CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
137
Ver. 3.0 RECORDS RETENTION SCHEDULE: UTILITIES / CUSTOMER SERVICE Page UT/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).

Utilities /
Customer
Service
CS-020 Water Billing: Report of Annual
Discontinuations of Residential Service
Minimum 2
years
Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Must post to Website; H&S §116918;
GC §34090
Division
Providing
Service / Work
CS-021
Work Orders / Service Requests / Job Orders -
Cityworks CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
CS-022 Work Orders / Service Requests / Job Orders -
All Information Entered in CMMS Database
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
CS-023
Work Orders / Service Requests / Job Orders -
Partial Information Entered in CMMS
Database
Completion +
5 years Mag Ppr City preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 CLOVERDALE, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
138
City Council/Successor Agency
Agenda Item Summary Agenda Item: G.1
Meeting Date: December 14, 2022
Agenda Section:

Public Hearing
Staff Contact:

Kevin Thompson, Assistant City Manager / Comm. Dev. Director Agenda Item Title:

Adoption of the 2022 California Building Standards Codes and the 2022 Fire Code by Reference and amending Title 15, “Buildings and Construction” of the Cloverdale Municipal Code.

Recommended Council Action(s):

Hold second reading, and waive reading of the text to adopt by title only, entitled, “An Ordinance of the City of Cloverdale Repealing and Replacing Cloverdale Municipal Code Chapters 15.00 through 15.18 and Adopting By Reference the 2022 California Building Standards Code, Title 24; the 2022 California Administrative Code (Part 1) including Tables; the 2022 California Building Code (Part 2) including Tables and Appendices C, I, J, O and P; the 2022 California Residential Building Code (Part 2.5) including Tables and Appendices AH, AQ, AS, AX, and AZ; the 2022 California Electrical Code (Part 3) including Tables and Appendices A, B, C, F, and G; the 2022 California Mechanical Code (Part 4) including Tables and Appendices B, C and F; the 2022 California Plumbing Code (Part 5) including Tables and Appendices A, B, C, D, G, I, J and K; the 2022 California Energy Code (Part 6) including Tables and Appendix 1-A; the 2022 California Historical Building Code (Part 8) including Tables and Appendix A; the 2022 California Fire Code (Part 9) with Appendices, Standards and NFPA Standards by Reference; the 2022 California Existing Building Code (Part 10) including Tables and Appendix A, Chapters A1 through A5 ; the 2022 California Green Building Standards Code (Part 11) including Tables and Appendices A4 and A5; the 2022 California Referenced Standards Code (Part 12 of Title 24) including Tables; and the 2021 International Property Maintenance Code
________________________________________________________________________________________ Background:

The California Building Standards Commission (CBSC) is the state body responsible for the administration of the processes for development, adoption, approval, publication, and implementation of California's building codes. Every three (3) years the CBSC conducts code development hearings to gain input from developers, building officials, local and state government leaders and other interested parties to review the Building Code Standards for the State of California. These standards contain the minimum building requirements for the State of California and are automatically adopted for local jurisdictions. Although each new edition contains minor technical changes, these changes can be incorporated in the design of the projects and generally do not have a significant impact on constructability. The City Council introduced the Ordinance at their November 9, 2022 meeting.
_______________________________________________________________________________________ Summary:

It is mandatory that each jurisdiction within the State of California, including the City of Cloverdale implement the 2019 Building codes. In order to effectively accomplish this, each jurisdiction must adopt rules and requirements for administering these codes. Title 15 of the Cloverdale Municipal Code contains the administrative requirements for implementation of the California Building and Fire Codes. However, these requirements need to be modified to accommodate the new editions of the California Building, 139
City Council/Successor Agency Agenda Item Summary
Meeting Date: December 14, 2022
Item No. H.1