Agenda — Covina City Council, August 16, 2022 (part 1 of 3)

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City Council/CSA/CPFA/CHA Agenda Tuesday August 16, 2022

REGULAR MEETING AGENDA
125 E. College Street, Covina, California
Council Chamber of City Hall
Tuesday, August 16, 2022

IMPORTANT NOTICE
This meeting is being conducted in accordance with Assembly Bill 361, regarding the COVID19 pandemic.

Members of the public may view the meeting live on the City’s website at www.covinaca.gov or on local cable television, Spectrum channel 29 and Frontier Channel 42. To view from the website, hover over the Departments & Services tab until the drop-down menu appears and click on City Council Video Library under the City Council header. A live banner will appear at the start of the meeting.

Public Comments: During the meeting, there will be an opportunity for the public to speak.

Public testimony is limited to five (5) minutes per speaker, unless, for good cause, the Mayor/Chairperson amends the time limit; a speaker’s time may not be transferred to another speaker. State Law prohibits the Council/Agency/Authority Members from taking action on any item not on the agenda. Those wishing to speak on a LISTED AGENDA ITEM will be heard when that item is addressed.

In Person: To address the Council/Agency/Authority please complete a yellow speaker request card located at the entrance of the Council Chamber and give it to the City Clerk. Your name will be called when it is your turn to speak.

Remotely via Zoom: Access the meeting remotely via Zoom with one of the following devices:

Computer or Smart Device:
https://us02web.zoom.us/j/82428933906?pwd=RDlxdDZKbVZVT3FSZUdrSFJyQnBGdz09 Telephone:

Dial: +1 669 900 6833
Meeting ID: 824 2893 3906
Passcode: 254476
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City Council/CSA/CPFA/CHA Agenda Tuesday August 16, 2022

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Note:

Computer / Smart Device Users: The “raise hand” feature is in the reactions tab.

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Meeting Assistance Information: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk’s Office at [email protected] or 626-384-5430. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

CITY COUNCIL/SUCCESSOR AGENCY TO THE COVINA

REDEVELOPMENT AGENCY/COVINA PUBLIC FINANCING

AUTHORITY/COVINA HOUSING AUTHORITY
JOINT MEETING—CLOSED SESSION
6:30 PM

CALL TO ORDER

ROLL/CALL
Council/Agency/Authority Members: Hector Delgado, John C. King, Victor Linares, Mayor Pro Tem/ViceChair Walter Allen, III, and Mayor/Chair Patricia Cortez

PUBLIC COMMENTS
The public is invited to comment on Closed Session items only at this time. To address the Council/Agency/Authority please complete a yellow speaker request card located at the entrance and give it to the City Clerk. Your name will be called when it is your turn to speak. Individual speakers are limited to five minutes each, unless, for good cause, the Mayor/Chairperson amends the time limit.

CLOSED SESSION
The City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority will adjourn to closed session for the following:

A. Government Code §54956.9(d)(1) CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION:

Name of Case: Vega, Guillermo v. City of Covina
WCAB Case Nos: ADJ15003154, ADJ15002748, and ADJ15002744.

RECESS
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City Council/CSA/CPFA/CHA Agenda Tuesday August 16, 2022

CITY COUNCIL/SUCCESSOR AGENCY TO THE COVINA

REDEVELOPMENT AGENCY/COVINA PUBLIC FINANCING

AUTHORITY/COVINA HOUSING AUTHORITY
JOINT MEETING—OPEN SESSION
7:30 PM

RECONVENE AND CALL TO ORDER

ROLL/CALL
Council/Agency/Authority Members: Hector Delgado, John C. King, Victor Linares, Mayor Pro Tem/ViceChair Walter Allen, III, and Mayor/Chair Patricia Cortez

PLEDGE OF ALLEGIANCE
Led by Mayor Cortez

INVOCATION
Given by Covina Police Chaplain Chuck Cannizzaro

PRESENTATIONS

PUBLIC COMMENTS
To address the Council/Agency/Authority please complete a yellow speaker request card located at the entrance and give it to the City Clerk. Your name will be called when it is your turn to speak. Those wishing to speak on a LISTED AGENDA ITEM will be heard when that item is addressed. Those wishing to speak on an item NOT ON THE AGENDA will be heard at this time. State Law prohibits the Council/Agency/Authority Members from taking action on any item not on the agenda. Individual speakers are limited to five minutes each, unless, for good cause, the Mayor/Chairperson amends the time limit.

COUNCIL/AGENCY/AUTHORITY COMMENTS
Council/Agency/Authority Members wishing to make any announcements of public interest or to request that specific items be added to future Council/Agency/Authority agendas may do so at this time.

CITY MANAGER COMMENTS

CONSENT CALENDAR
All matters listed under consent calendar are considered routine, and will be enacted by one motion. There will be no separate discussion on these items prior to the time the Council/Agency/Authority votes on them, unless a member of the Council/Agency/Authority requests a specific item be removed from the consent calendar for discussion.

CC 1. Minutes
Staff Recommendation:

DRAFT
City Council/CSA/CPFA/CHA Agenda Tuesday August 16, 2022 Approve the Minutes of the July 19, 2022, Regular Meeting of the City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Housing Authority.

CC 1 - Pdf
CC 2. Payment of Demands
Staff Recommendation:

Approve Payment of Demands in the amount of $7,124,408.87 Agenda Report - CC 2 - Pdf
CC 3. Quarterly Report of the Treasurer to the City Council and Successor Agency to the Covina Redevelopment Agency for the Quarter Ended June 30, 2022 Staff Recommendation:

Receive and File.

Agenda Report - CC 3 - Pdf
CC 4. Reorganization of the Community Development Department Staff Recommendation:

Approve the reorganization of the Community Development Department by underfilling an existing Associate Planner position with a Planning Technician and changing the name of the "Housing & Grants Division" to the "Special Projects Division".

Agenda Report - CC 4 - Pdf
CC 5. Purchase of One 2023 Ford E-Transit Cargo Van for the Rec and Read Covina! Project Staff Recommendation:

Authorize the City Manager to execute a Purchase Order with National Fleet Auto Group for the purchase of one 2023 Ford E-Transit Cargo Van in an amount not-toexceed $70,800 for the Rec and Read Covina! Project.

Agenda Report - CC 5 - Pdf
CC 6. Revise Job Descriptions for Deputy City Clerk, Records Technician, and Library Supervisor, Reclassify the Position of Executive Assistant to the Police Chief to Management Analyst, Establish New Classifications and Salary Ranges for Librarian I and II within the Mid-Management, Supervisory and Professional, and Confidential and Technical Employees (Unaffiliated) Compensation Rules, and Authorize a Side Letter Agreement between the City of Covina and the Police Association of Covina (PAC) for Special Assignment Pay for the Jailer Job Classification Staff Recommendation:

That the City Council approve the following:

1. Revise the Job Descriptions for Deputy City Clerk, Records Technician, and Library Supervisor
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City Council/CSA/CPFA/CHA Agenda Tuesday August 16, 2022

2. Reclassify the Job Classification of Executive Assistant to the Police Chief to Management Analyst in the Police Department

3. Adopt Resolution CC 2022-84 to:
a. Establish New Classifications and Salary Range for Librarian I and II within the Unaffiliated Compensation Rules
b. Amend the Parks & Recreation and Library Services General Fund budget to add one (1) Librarian I/II position

4. Adopt Resolution CC 2022-85 to:
a. Authorize the City Manager to Execute the Side Letter Agreement Between the City and PAC, to Amend the PAC MOU
Agenda Report - CC 6 - Pdf
CC 7. Approve and Make AB 361 Findings for Special Brown Act Requirements for Teleconference Meetings
Staff Recommendation:

Approve and make the following findings so that meetings of the City Council and the City’s Other Legislative Bodies are authorized to meet remotely in accordance with AB 361’s special Brown Act requirements for teleconference meetings: (1) the City Council has reconsidered the circumstances of the COVID-19 state of emergency; and (2) state and local officials continue to recommend measures to promote social distancing.

Agenda Report - CC 7 - Pdf
CC 8. Adoption of Resolutions CC 2022-86 and 2022-87 Relating to the Annexation of Territory to Community Facilities District No. 2007-1, Declaring Intention to Authorize Annexation, Adopting Boundary Map, and Setting the Public Hearing Date for September 20, 2022 (155 E. Covina Boulevard, Covina//Annexation 32) Staff Recommendation:

1. Adopt City Resolution CC 2022-86, declaring intention to authorize the annexation of territory to Community Facilities District No. 2007-1 (Public Services); and

2. Adopt City Resolution CC 2022-87, adopting boundary map showing territory proposed to be annexed in the future to Community Facilities District No. 2007-1 (Public Services).

Agenda Report - CC 8 - Pdf
CC 9. Azusa Avenue Traffic Signal Pole & Civic Center Parking Structure Painting Project – Final Acceptance and Filing Notice of Completion
Staff Recommendation:

1. Accept the work performed by Sky JTC Corporation dba Sky Painting; and

2. Authorize the City Clerk to file a Notice of Completion for the Azusa Avenue Traffic Signal Pole & Civic Center Parking Structure Painting Project.

Agenda Report - CC 9 - Pdf
DRAFT
City Council/CSA/CPFA/CHA Agenda Tuesday August 16, 2022 CC 10. Joint Resolution CC 2022-89 Rescinding Resolution CC 2021-40 and Adopting a Records Retention Schedule and Authorizing the Destruction of Certain City Records Staff Recommendation:

Adopt Joint Resolution CC 2022-89 rescinding Resolution CC 2021-40 and adopting a Records Retention Schedule and authorizing the destruction of certain City records.

Agenda Report - CC 10 - Pdf
CC 11. Review of the Updated "Emergency & Disaster Action Plan" and "Policies and Procedures" for the Covina Housing Authority-Owned McGill Transitional House Staff Recommendation:

1. Review and approve the updated "Emergency & Disaster Action Plan"; and

2. Adopt Resolution HA 2022-02, approving the updated "Policies and Procedures" for the McGill Transitional House, and authorizing the Executive Director to administratively approve future minor updates.

Agenda Report - CC 11 - Pdf
CC 12. A Resolution Accepting a Grant Allocation in the Amount of $60,000 Under the California High Frequency Communications Equipment Program Staff Recommendation:

1. Adopt Resolution CC 2022-90 accepting grant allocation from the California High Frequency Communication Equipment Program in the amount of $60,000 and increasing the Police Department Fiscal Year 2022-23 budget by the same amount; and

2. Authorize the City Manager or his designee to sign all necessary documents associated with this grant including agreements, assurances, prepared invoiced to obtain the grant funds.

Agenda Report - CC 12 - Pdf
CC 13. Annual Adjustment in City Attorney Contract Rates Effective July 1, 2022 Staff Recommendation:

That the City Council approve the revised rates included in Exhibit A of the professional services agreement between the City of Covina and Richards Watson Gershon for the provision of City Attorney services.

Agenda Report - CC 13 - Pdf
CC 14. 2022 Conflict of Interest Code Biennial Update
Staff Recommendation:

Adopt Resolution CC 2022-83 entitled. "A Resolution of the City Council of the City of Covina, California, amending the City of Covina Conflict of Interest Code and rescinding Resolution CC 2020-84."
Agenda Report - CC 14 - Pdf
DRAFT
City Council/CSA/CPFA/CHA Agenda Tuesday August 16, 2022 CC 15. Confirm and Approve City Council's Appointments to Various City of Covina Boards and Commissions
Staff Recommendation:

Approve the City Council's appointments to various City of Covina Boards and Commissions.

Agenda Report - CC 15 - Pdf
CC 16. Confirmation of Mayor’s Appointments to Intergovernmental Agencies and Covina Board and Commissions
Staff Recommendation:

Approve the Mayor’s appointments of delegates and alternates to Intergovernmental Agencies and appointments of Council Liaison to Boards, Commissions, and Committees.

Agenda Report - CC 16 - Pdf
CC 17. A Resolution to accept a California Department of Alcohol Beverage Control (ABC) grant allocation in the amount of $23,527
Staff Recommendation:

1. Adopt Resolution CC 2022-91 accepting grant allocation from the California Department of Alcohol Beverage Control in the amount of $23,527 and increasing the Police Department Fiscal Year 2022-23 budget by the same amount; and

2. Authorize the City Manager or his designee to sign all necessary documents associated with this grant including agreements, assurances, prepared invoiced to obtain the grant funds.

Agenda Report - CC 17 - Pdf
CC 18. Review of City Council Policies/Protocols
Staff Recommendation:

That the City Council:

1. Approve the recommendations made by the Ad Hoc Committee to update various policy and procedure guidelines and policies; and

2. Approve the City's Investment Policy for Fiscal Year 2022-23.

Agenda Report - CC 18 - Pdf

CONTINUED PUBLIC HEARINGS

PUBLIC HEARINGS
PH 1. Adopt Resolution Ordering the Annexation of Territories to City of Covina Landscape Maintenance District No. 1, Confirming a Diagram and Assessment, Ordering the Improvements, and the Levy and Collection of Assessments within such Territories for FY 2022-23
DRAFT
City Council/CSA/CPFA/CHA Agenda Tuesday August 16, 2022 Staff Recommendation:

1. Conduct a public hearing and consider all testimony that may be forthcoming; and

2. Adopt Resolution CC 2022-88, Ordering the Annexation of Territories to City of Covina Landscape Maintenance District No. 1, Confirming a Diagram and Assessment, Ordering the Improvements, and the Levy and Collection of Assessments within such Territories for FY 2022-23.

Agenda Report - PH 1 - Pdf
PH 2. Public Hearing for the Expenditure of the 2022 Edward Byrne Memorial Justice Assistance Grant (JAG)
Staff Recommendation:

Hold the public hearing and receive and file proposed program for expenditure of 2022 Edward Byrne Memorial Justice Assistance Grant (JAG).

Agenda Report - PH 2 - Pdf

CONTINUED BUSINESS

NEW BUSINESS
NB 1. Approval of Second Amendment to City Manager Employment Agreement Between the City of Covina and Christopher Marcarello
Staff Recommendation:

Approve the Second Amendment to City Manager Employment Agreement between the City of Covina and Christopher Marcarello
Agenda Report - NB 1 - Pdf

ADJOURNMENT
The Covina City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority will adjourn to its next regular meeting of the Council/Agency/Authority scheduled for Tuesday, September 6, 2022 at 6:30 p.m. for closed session and at 7:30 p.m. for open session inside the Council Chamber at City Hall, located at 125 East College Street, Covina, California, 91723.

The Covina City Clerk’s Office does hereby declare that the agenda for the August 16, meeting was posted on the City’s website and near the front entrances of: Covina City Hall, 125 East College Street, Covina, in accordance with California Government Code Section 54954.2(a).

If you challenge in court any discussion or action taken concerning an item on this agenda, you may be limited to raising only those issues you or someone else raised during the meeting or in written correspondence delivered to the City at or prior to the City’s consideration of the item at the meeting.

MATERIALS RELATED TO AN ITEM ON THIS AGENDA, AND SUBMITTED TO THE CITY COUNCIL AFTER PUBLICATION OF THE AGENDA, ARE AVAILABLE TO THE PUBLIC IN THE CITY CLERK’S OFFICE AT 125 E.

COLLEGE STREET, COVINA.

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COUNCIL/CSA/CPFA/CHA MINUTES Page 1 of 9 July 19, 2022
MINUTES OF JULY 19, 2022

REGULAR MEETING OF THE COVINA CITY COUNCIL/SUCCESSOR AGENCY TO

THE COVINA REDEVELOPMENT AGENCY/COVINA PUBLIC FINANCING

AUTHORITY/COVINA HOUSING AUTHORITY HELD IN THE COUNCIL
CHAMBER OF CITY HALL, 125 EAST COLLEGE STREET, COVINA, CALIFORNIA

AND VIRTUALLY VIA ZOOM
This meeting was conducted in accordance with Assembly Bill 361, regarding the COVID-19 pandemic.

CALL TO ORDER/ROLL CALL
Mayor Cortez called the Council/Agency/Authority meeting to order at 6:32 p.m., Councilmember Linares joined the meeting at 6:35 p.m. and Councilmember King joined the meeting at 6:36 p.m.

PUBLIC COMMENTS – None.

CLOSED SESSION
Mayor Cortez recessed the Council to Closed Session at 6:34 p.m. for the following:

A. Government Code § 54957 – PUBLIC EMPLOYEE PERFORMANCE

EVALUATION
Title: City Manager
B. Government Code § 54957 – PUBLIC EMPLOYEE PERFORMANCE

EVALUATION
Title: City Attorney

RECONVENE AND CALL TO ORDER
Mayor Cortez called the Regular Council/Agency/Authority meeting to order at 7:33 p.m. with all Councilmembers present.

ROLL CALL
Councilmembers Present: John C. King, Victor Linares, Jorge A. Marquez, Mayor Pro Tem/Vice-Chair Walter Allen, III, and Mayor/Chair Patricia Cortez.

Councilmembers Absent: None.

Elected Members Present: City Clerk Drew Aleman.

Elected Members Absent: City Treasurer Neil Polzin.

Staff Members Present: City Manager Chris Marcarello, City Attorney Candice K. Lee, Police Chief David Povero, Administrative Services Director Anita Agramonte, Community Development Director Brian Lee, Parks & Recreation/Library Services Director Lisa Evans, DRAFT
COUNCIL/CSA/CPFA/CHA MINUTES Page 2 of 9 July 19, 2022
Public Works Director Andy Bullington, Deputy City Manager Angel Carrillo, and Interim Chief Deputy City Clerk Evelyn Leach.

PLEDGE OF ALLEGIANCE
Led by Councilmember King.

INVOCATION
Given by Covina Police Chaplain Dave Truax.

CLOSED SESSION REPORT
City Attorney Lee announced no reportable action was taken.

PRESENTATIONS
A. Recognition of Luke Ellison.

Mayor Cortez presented a proclamation to Luke Ellison of Support Solutions Homeless Services in recognition of his work with people experiencing homelessness and the “You’re Hired!” job training program.

PUBLIC COMMENTS
Jennifer Saravia commented on her experience with Mr. Ellison and thanked him for his support.

Dave Truax presented the new Executive Director for Support Solutions, Jeffrey Richardson. Mr.

Richardson introduced himself and stated his excitement to work with the community.

Nathan Ilejay requested the city examine ways to reduce accidents on Citrus near the entrance to the Citrus Promenade townhomes and a speedbump within the community.

Michaela Martin promoted a community event by Delta Sigma Theta and other nonprofits at the YMCA on Saturday where they will be handing out resources, food, and vaccines. Ms. Martin also expressed her dissatisfaction with two empty lots off Vecino and Kenoak and requested the city examine potential uses or encourage upkeep of the property.

COUNCIL/AGENCY/AUTHORITY COMMENTS
Councilmember Linares encouraged residents to partake in the programs offered by the Parks & Recreation Department.

Councilmember Delgado commented on his attendance at a ribbon cutting for a local business and stated he looked forward to welcoming more businesses to the city.

Mayor Pro Tem Allen reported the following from his attendance at the League of California Cities executive board meeting: The creation of a governance committee for the League, a neutral vote for Prop 26, an in-house gambling initiative for casinos, and a vote to oppose Prop 27, a DRAFT
COUNCIL/CSA/CPFA/CHA MINUTES Page 3 of 9 July 19, 2022
statewide gambling initiative. Mayor Pro Tem Allen gave kudos to the Covina Baseball League boys’ teams for making it to the World Series. He also provided an update regarding the recently appointed ad-hoc committee to update policy, procedures, and decorum of elected officials. He indicated that a recommendation for council will be provided in the near future.

Councilmember King echoed Mayor Pro Tem Allen’s kudos to the Pony League for reaching the World Series. He also highlighted the Monday night concert, Wednesday night movie, and Friday night skate events provided by the Parks & Recreation Department.

Mayor Cortez encouraged residents to use the Covina mobile phone app to report issues around the city and thanked staff for quick response times to requests.

CITY MANAGER COMMENTS
City Manager Marcarello announced that agenda items CC 4 and CC 5 have an administrative error in the numbering of the resolutions. The numbering has been corrected and is as follows:
 CC 4 – Corrected Resolution number is CC 2022-79
 CC 5 – Corrected Resolution number(s) are CC 2022-81 and CC 2022-82

CONSENT CALENDAR
A motion was made by Mayor Pro Tem Allen, seconded by Councilmember Linares, to approve Consent Calendar items CC 1 – 25 with the corrections recommended by City Manager Marcarello.

Motion approved by roll call vote for Consent Calendar items CC 1 – 25 as follows:

AYES: DELGADO, KING, LINARES, ALLEN, CORTEZ
NOES: NONE
ABSTAIN: NONE
ABSENT: NONE
CC 1. City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority approved the Minutes of the July 5, 2022, Special Meeting of the City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Housing Authority.

CC 2. City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority approved the Minutes of the July 5, 2022, Regular Meeting of the City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Housing Authority as amended.

CC 3. City Council/Successor Agency to the Covina Redevelopment Agency approved Payment of Demands in the amount of $2,044,141.28.

CC 4. City Council adopted Resolution CC 2022-79, A Resolution to Amend the Fiscal Year 2022-2023 Operating Budget to Accommodate the Reorganization of the Community Development Department and the Reclassification of Subject Positions.

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COUNCIL/CSA/CPFA/CHA MINUTES Page 4 of 9 July 19, 2022
CC 5. City Council adopted Resolution CC 2022-81 initiating proceedings for the annexation of territory (Zone 13 and Zone 14) to Covina Landscape District No. 1 and the levy and collection of annual assessments related thereto commencing with FY 2022/2023, pursuant to the Provisions of Part 2 of Division 15 of California Streets and Highways Code; and Adopted Resolution CC 2022-82 declaring the City’s intention to annex territory (Zone 13 and Zone 14), levy and collect annual assessments and call for a property owner protest proceedings for the Covina Landscape District No. 1.

CC 6. City Council approved Second Amendment to Memorandum of Agreement with the San Gabriel Valley Council of Governments for Inspection Services for the Regional Edible Food Recovery Program through August 1, 2024, in an amount not-to-exceed $103,236.

CC 7. City Council approved and Made AB 361 Findings for Special Brown Act Requirements for Teleconference Meetings.

CC 8. City Council adopted Resolution CC 2022-71 amending the Parks & Recreation and Library Services Department Fiscal Year 2022-23 Operating Budget to Increase the Revenue and Expenditure Allocation for the Rec and Read Covina Project Funded Through a California State Library Grant.

CC 9. City Council approved the Professional Services Agreement between the City of Covina and Interwest Consulting Group, Inc. for Planning Consulting Services with a Contract Amount Not to Exceed $400,000.

CC 10. City Council approved Resolution CC 2022-80, authorizing the Professional Services Agreement with Elie Farah, Inc. for Professional Engineering Services Related to a Water Infiltration Feasibility Study for Three Street Segments within the Covina Town Center Specific Plan and Approve Resolution CC 2022-80 to Appropriate $5,200.00 from Measure W to Account 2510-5600-51990 to Pay for Services Related to the Study.

CC 11. City Council approved the Professional Services Agreement with Elie Farah, Inc. for Professional Engineering Services related to a Water Infiltration Feasibility Study for the Potential Development of a Navigation Center.

CC 12. City Council approved recommendation from Traffic and Parking Advisory Committee for the Speed Hump Installation Project on 2nd Avenue between Rowland Avenue to Workman Avenue; Award of Contract for Construction to WS Pave, Inc. in an Amount Not-to-Exceed $11,980; and authorized a project contingency amount of $1,200.

CC 13. City Council approved plans and specifications for the Grand Avenue Street Rehabilitation Project; awarded Contract to Sully-Miller Contracting Co. in the Amount of $1,694,765; authorized the City Manager to execute the contract; and authorized a project contingency amount of $100,000.

CC 14. City Council adopted on Second reading, Ordinance 22-11 for Zone Change (ZCH) 22-001 to Change the Official Zoning Map of the City of Covina Changing the Zoning District from M-1 (Light Manufacturing) to C-4 (Highway Commercial) for Property Located at 744 N. Grand Avenue – APN: 8428-022-016.

CC 15. City Council authorized the City Manager to finalize and execute an agreement with CUES Inc. to procure Sewer Inspection and Support Software Program - GraniteNet DRAFT
COUNCIL/CSA/CPFA/CHA MINUTES Page 5 of 9 July 19, 2022
Asset Inspection and Decision Support Software & Equipment and Adopted Resolution CC 2022-72 to amend the Fiscal Year 2022-2023 Public Works Budget to appropriate $90,712.10 from the Sanitary Sewer Fund Balance for this purchase.

CC 16. City Council approved the Professional Services Agreement Between the City of Covina and Alarm Program Systems LLC for Alarm Management and Billing Services.

CC 17. City Council approved the recommendation of the Traffic & Parking Advisory Commission to Install a Northbound & Southbound Two-Way Stop Control Intersection at North Glendora Avenue and East Wingate Street.

CC 18. City Council approved Resolution CC 2022-73 Authorizing the Application for Grant Funds from the San Gabriel and Lower Los Angeles Rivers and Mountain Conservancy (RMC) for the Hollenbeck Park Urban Greening Revitalization Project.

CC 19. City Council approved the Professional Services Agreement with RKA Consulting Group for the Fenimore Avenue, Loma Vista & Calvados Avenue Water Main Replacement Project in an amount not-to-exceed $92,695 for design and engineering services.

CC 20. City Council authorized the Purchase of Three (3) 2022 Ford Explorer SUVs and related equipment retrofits in the amount of $160,000.

CC 21. City Council approved a Professional Services Agreement with MasterCorp Services LLC for Janitorial Services for the Covina Police Department.

CC 22. City Council approved a Professional Services Agreement with CEJ Engineers, Inc. for the Workman Avenue Street Rehabilitation Project in an amount not-to-exceed $49,900 for design and engineering services.

CC 23. City Council approved the Police Department Locker Room Renovation Project – Award of Contract for Design Services to EC+Associates Engineering, Inc. in the Amount of $98,870.

CC 24. City Council canceled the City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority regular scheduled Joint Meeting of August 2, 2022; and directed the City Clerk's Office to post the required notice of cancelation.

CC 25. City Council Designated Voting Delegate Mayor Pro Tem Walt Allen, III and Mayor Patricia Cortez as Alternate to represent the City at the Annual Business Meeting of the League of California Cities Annual Conference Which Includes the Annual Business Meeting - September 7-9, 2022. Council also directed the Deputy City Clerk to submit the required "Voting Delegate Form" to the League's Sacramento Office no later than September 2, 2022.

PUBLIC HEARING
PH 1. Adoption of Resolutions Approving the Engineer’s Report for Levying Assessments on the Vehicle Parking District No. 1 for Fiscal Year 2023 and Confirming the Engineer’s Report Dated July 5, 2022 and Ordering the Levying and Collection of Assessments for Vehicle Parking District No. 1 for Fiscal Year 2023.

Staff Recommendation:

1. Conduct the public hearing and consider all testimony that may be presented; DRAFT
COUNCIL/CSA/CPFA/CHA MINUTES Page 6 of 9 July 19, 2022

2. Adopt Resolution CC 2022-75 approving the Engineer’s Report for levying assessments on the Vehicle Parking District No. 1 for Fiscal Year 2023; and

3. Adopt Resolution CC 2022-76 confirming the Engineer’s Report dated July 5, 2022 and ordering the levying and collection of assessments for Vehicle Parking District No. 1 for Fiscal Year 2023.

Mayor Cortez opened the public hearing.

The agenda report was provided by Senior Management Analyst Sandy Costandi.

There were no public comments, therefore Mayor Cortez closed the public hearing.

A motion was made by Councilmember King, seconded by Councilmember Delgado, to approve Public Hearing item PH 1 as presented.

Motion approved by roll call vote for Public Hearing item PH 1 as follows:

AYES: DELGADO, KING, LINARES, ALLEN, CORTEZ
NOES: NONE
ABSTAIN: NONE
ABSENT: NONE
PH 2. Adoption of Resolution Confirming the Engineer’s Report dated July 5, 2022 and Ordering the Levying of Assessments on the Covina Lighting District No. 1978-79 for Fiscal Year 2023.

Staff Recommendation:

1. Conduct the public hearing and consider all testimony that may be presented; and

2. Adopt Resolution CC 2022-74 confirming the Engineer’s Report dated July 5, 2022 and ordering the levying of assessments on the Covina Lighting District No. 1978-1979 for Fiscal Year 2023.

Mayor Cortez opened the public hearing.

The agenda report was provided by Senior Management Analyst Costandi.

There were no public comments, therefore Mayor Cortez closed the public hearing.

A motion was made by Councilmember King, seconded by Councilmember Delgado, to approve Public Hearing item PH 2 as presented.

Motion approved by roll call vote for Public Hearing item PH 2 as follows:

AYES: DELGADO, KING, LINARES, ALLEN, CORTEZ
NOES: NONE
ABSTAIN: NONE
ABSENT: NONE
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COUNCIL/CSA/CPFA/CHA MINUTES Page 7 of 9 July 19, 2022
PH 3. Adoption of Resolution Confirming the Engineer’s Report Dated July 5, 2022 and Ordering the Levying of Assessments on Covina Landscaping District No. 1 for Fiscal Year 2023.

Staff Recommendation:

1. Conduct the public hearing and consider all testimony that may be presented; and

2. Adopt Resolution CC 2022-70 confirming the Engineer’s Report dated July 5, 2022 and ordering the levying of assessments on the Covina Landscaping District No. 1 for Fiscal Year 2023.

Mayor Cortez opened the public hearing.

The agenda report was provided by Senior Management Analyst Costandi.

There were no public comments, therefore Mayor Cortez closed the public hearing.

A motion was made by Councilmember Delgado, seconded by Mayor Pro Tem Allen, to approve Public Hearing item PH 3 as presented.

Motion approved by roll call vote for Public Hearing item PH 3 as follows:

AYES: DELGADO, KING, LINARES, ALLEN, CORTEZ
NOES: NONE
ABSTAIN: NONE
ABSENT: NONE
CONTINUED BUSINESS – None.

NEW BUSINESS
NB 1. Covina Recreation Village Project Status Update; and, Resolution CC 2022-77 – A Resolution of the City Council of the City of Covina Amending the 2022/2023 Fiscal Year Capital Improvement Plan (CIP) Budget to Appropriate $150,000 from the City’s Measure CC Funds to the Covina Recreation Village Project Accounts for the Purpose of Facilitating the Interior Improvement Plan for the Library Building Development and Performing Landscape Design Work for the “Library Garden and Tot-Lot/Playground” of the Covina Recreation Village Project Located at 640 – 680 N. Citrus Avenue.

Staff Recommendation:

1. Amend the Agreement with GGA to increase the design and engineering services by an additional $150,000 for the Purpose of Facilitating the Interior Improvement Plan for the Library Building Development and Performing Landscape Design Work for the “Library Garden and Tot-Lot/Playground and maintain a 10% Design Contingency for a total amended maximum agreement amount of $1,187,220; and

2. Approval of Resolution CC 2022-77, Amending the 2022/2023 Fiscal Year Capital Improvement Plan (CIP) Budget to Appropriate $150,000 from the DRAFT
COUNCIL/CSA/CPFA/CHA MINUTES Page 8 of 9 July 19, 2022
City’s Measure CC funds to the Covina Recreation Village Project Accounts as listed in the Resolution.

The agenda report was provided by Community Development Director Lee and Public Works Director Bullington.

Questions and discussion included increases in construction cost, future and secured grant funding, community impact, and kudos to staff.

There were no public comments.

A motion was made by Councilmember Linares, seconded by Councilmember King, to approve New Business item NB 1 as presented.

Motion approved by roll call vote for New Business item NB 1 as follows:

AYES: DELGADO, KING, LINARES, CORTEZ
NOES: ALLEN
ABSTAIN: NONE
ABSENT: NONE
NB 2. Review of Draft of Local Cannabis Program Ordinance.

Staff Recommendation:

That the City Council:

1. Consider the draft ordinance and provide further direction; and

2. Consider Resolution CC 2022-78, appropriating funds to complete specialized services to further review a local program and authorize the City Manager to enter into professional services agreements to complete this work.

The agenda report was provided by Deputy City Manager Carrillo, City Attorney Maricela Marroquin, and Police Chief Povero.

Oscar Ruiz commented in support of including the option to include labor protection agreements (LPAs) as a requirement for dispensaries.

Michaela Martin provided public comment regarding state regulations and enforcement, increasing the number of dispensaries allowed in the city, potential real estate impacts, and cannabis delivery.

Mark Ramos also commented in support of LPAs with bonafide labor unions, as well as including a 24-hour contact, and potential litigation protections for the city.

Questions and discussion included increasing outreach to local school districts, additional research on the effects of dispensaries, community benefit components, worker protections, conditional use permits, potential state regulations, number of stores, local control, and the application selection process.

A motion was made by Councilmember King, seconded by Councilmember Linares to approve New Business item NB 2 with an amendment to Increase Outreach to Local School Districts.

DRAFT
COUNCIL/CSA/CPFA/CHA MINUTES Page 9 of 9 July 19, 2022
Motion approved by roll call vote for New Business item NB 2 as follows:

AYES: DELGADO, KING, LINARES, CORTEZ
NOES: ALLEN
ABSTAIN: NONE
ABSENT: NONE

ADJOURNMENT
At 9:36 p.m., the Covina City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority adjourned, to its next regular meeting of the Council/Agency/Authority scheduled for Tuesday, August 16, 2022, at 6:30 p.m., for closed session and 7:30 p.m., for open session in the Council Chamber located inside of City Hall, 125 East College Street, Covina, California, 91723.

Respectfully Submitted:

_______________________________
Fabian Velez
Deputy City Clerk
Approved this 16th day of August, 2022:
________________________________
Patricia Cortez, Mayor/Chair

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 2
Meeting: CC Regular Meeting - Aug 16 2022
Title: Payment of Demands
Presented By: Anita Agramonte, Administrative Services Director Recommendation: Approve Payment of Demands in the amount of $7,124,408.87 EXECUTIVE SUMMARY / BACKROUND:

Attached is a list of warrants and demands which are being presented for approval and are summarized as follows:

Accounts Payable Warrants July 1, 2022 - July 28, 2022
CITY checks/EFTs $ 5,235,183.39
CITY payroll $ 1,838,228.42
CITY voids $ -
Worker's Comp $ 40,104.18
$ 7,113,515.99
SACRA checks/EFTs $ 2,005.28
SACRA payroll $ 8,887.60
$ 10,892.88
TOTAL checks/EFTs $ 7,124,408.87
DISCUSSION:

The attached reports have been reviewed by the Administrative Services Director.

FISCAL IMPACT:

Sufficient funding is available and the related costs are included in the Fiscal Year 22/23 Adopted Budget.

ATTACHMENTS:

Attachment A - Check Register July 1, 2022 - July 28, 2022 Respectfully submitted,

CITY OF COVINA
Check Register
Jul 1, 2022 - Jul 28, 2022
Check # Check Date Vendor Name Amount
5814 07/07/2022 4160 ICMA RETIREMENT TRUST-IRA 30.00
5815 07/07/2022 1405 ICMA RETIREMENT TRUST-457 5,985.94 5816 07/07/2022 4003 MidAmerica 2,769.26
5817 07/21/2022 4160 ICMA RETIREMENT TRUST-IRA 30.00
5818 07/21/2022 1405 ICMA RETIREMENT TRUST-457 5,898.13 5819 07/21/2022 4003 MidAmerica 2,595.39
5820 07/20/2022 477 STATE OF CA 575.00
5821 07/20/2022 3280 INTERNAL REVENUE SERVICE 1,517.25
20539 07/01/2022 487 CalPERS 83,055.72
20540 07/01/2022 487 CalPERS 7,396.87
20544 07/01/2022 487 CalPERS 76,757.72
20545 07/01/2022 487 CalPERS 604.54
20546 07/07/2022 788 COVINA, CITY OF 45,496.70
20547 07/07/2022 789 COVINA-FSA, CITY OF 868.18
20548 07/07/2022 1247 GREAT WEST LIFE & ANNUITY 4,400.00 20549 07/07/2022 2033 NATIONWIDE RETIREMENT SOLUTIONS 12,009.00 20550 07/07/2022 788 COVINA, CITY OF 25.98
20551 07/07/2022 789 COVINA-FSA, CITY OF 458.34
20554 07/21/2022 788 COVINA, CITY OF 45,430.69
20555 07/21/2022 789 COVINA-FSA, CITY OF 868.18
20556 07/21/2022 1247 GREAT WEST LIFE & ANNUITY 4,400.00 20557 07/21/2022 2033 NATIONWIDE RETIREMENT SOLUTIONS 12,609.00 subtotal EFT/wires/direct deposits $313,781.89
111721 07/13/2022 4714 CIR INC -$42,556.19
111822 07/13/2022 4475 BLUERAY MANAGEMENT -$34,454.25
111904 07/07/2022 5090 ARLINGTON COMPUTER PRODUCTS 5,435.85 111905 07/07/2022 4983 Ad Valorem Records,Inc. 450.00
111906 07/07/2022 45 ADAPT CONSULTING INC 158.07
111907 07/07/2022 4209 ADLERHORST INTERNATIONAL 577.50
111908 07/07/2022 113 ALL CITY MANAGEMENT SVC 1,606.32
111909 07/07/2022 3789 SYNCB/AMAZON 8,573.48
111910 07/07/2022 160 AMERICAN WEST COAST SECURITY 50.00 111911 07/07/2022 219 AT&T 23.36
111912 07/07/2022 381 BOOMERANG BLUEPRINT 132.71
111913 07/07/2022 4279 BOSS JANITORIAL SERVICES 2,229.13 111914 07/07/2022 437 BURRO CANYON ENT INC 20.00
111915 07/07/2022 536 CARQUEST AUTO PARTS 50.80
111916 07/07/2022 568 CAT SPECIALTIES INC 956.13
111917 07/07/2022 572 CATHOLIC CHARITIES OF LOS ANGELES 10,261.00 111918 07/07/2022 4854 CEJ Engineers, Inc. 12,080.00
111919 07/07/2022 649 CINTAS CORP #693 280.46
111920 07/07/2022 700 COLLEY FORD 1,092.66
111921 07/07/2022 749 THE COUNSELING TEAM 560.00
111922 07/07/2022 766 COVINA DISPOSAL CO 17,235.08
111923 07/07/2022 783 CITY OF COVINA WATER 62.55
111924 07/07/2022 791 CPCA 1,997.00
111925 07/07/2022 5184 Danny Ryan Precision Contracting, Inc. 2,175.00 111926 07/07/2022 5186 Dash Platform, LLC 946.39
111927 07/07/2022 880 DEMCO INC 388.05
111928 07/07/2022 4886 DG Collision LLC 210.86
111929 07/07/2022 970 EDISON CO 47,635.21
Attachment A Page 1 of 8 Page 2 of 9

CITY OF COVINA
Check Register
Jul 1, 2022 - Jul 28, 2022
Check # Check Date Vendor Name Amount
111930 07/07/2022 5226 SARAH SKEBBA 180.00
111931 07/07/2022 5053 ENVIRONMENTAL SCIENCE ASSOCIATES 36,448.37 111932 07/07/2022 4332 ERIC ARROYO 2,400.00
111933 07/07/2022 1055 FEDEX 8.06
111934 07/07/2022 5203 FEHR & PEERS 9,741.38
111935 07/07/2022 4775 Fivestar Rubber Stamp Etc, Inc. 105.61 111936 07/07/2022 1156 THE GAS COMPANY 92.08
111937 07/07/2022 4883 Glendora Employment Agency, Inc 3,985.20 111938 07/07/2022 1204 GOLDEN STATE WATER COMPANY 124.51 111939 07/07/2022 1275 HAAKER EQUIPMENT CO 2,588.03
111940 07/07/2022 1429 INLAND EMPIRE STAGES 1,347.13
111941 07/07/2022 4433 JAIME YAMASHITA 15,020.00
111942 07/07/2022 4790 Kevin Klein 1,200.00
111943 07/07/2022 1663 LAW ENFORCEMENT MEDICAL 950.00
111944 07/07/2022 1707 LIEBERT CASSIDY WHITMORE 1,846.45 111945 07/07/2022 1788 MAMMOTH AUDIO SYSTEMS 1,000.00
111946 07/07/2022 1924 MILLERS & ISHAMS 240.62
111947 07/07/2022 4360 MOORE IACOFANO GOLTSMAN, INC. 8,280.00 111948 07/07/2022 1991 MOTOROLA SOLUTIONS, INC. 49,527.38 111949 07/07/2022 2091 O REILLY AUTO PARTS 26.53
111950 07/07/2022 5169 Occupational Health Centers of California 383.00 111951 07/07/2022 5228 ODP BUSINESS SOLUTIONS, LLC 713.05 111952 07/07/2022 2275 POIRIER, ROBERT 140.00
111953 07/07/2022 2309 PROFESSIONAL ACCOUNT MANAGEMENT LLC 34,095.41 111954 07/07/2022 2415 REPUBLIC MASTER CHEFS 295.38
111955 07/07/2022 3796 RICHARDS, WATSON & GERSHON 6,094.40 111956 07/07/2022 4350 RKA Consulting Group 26,627.50
111957 07/07/2022 5233 RODENT PEST TECHNOLOGIES 125.00
111958 07/07/2022 5052 SKY JTC CORPORATION 32,117.60
111959 07/07/2022 5213 DEREK WEBSTER 1,500.00
111960 07/07/2022 5213 TANGLED WEB SOLUTIONS: INVESTIGATIONS 3,000.00 111961 07/07/2022 2855 CHARTER COMMUNICATIONS 79.99
111962 07/07/2022 3185 TOSHIBA FINANCIAL SERVICES 2,007.31 111963 07/07/2022 2903 TRI-XECUTEX CORP 180.00
111964 07/07/2022 2929 ULINE 1,960.30
111965 07/07/2022 4065 VERIZON WIRELESS 298.46
111966 07/07/2022 68 AFLAC ACCT# YQ792 WORLDWIDE HEADQUARTERS 3,530.02 111967 07/07/2022 69 AFSCME District Council 36 633.07
111968 07/07/2022 3846 CLEA 918.00
111969 07/07/2022 775 COVINA POLICE ASSOCIATION 2,950.00 111970 07/07/2022 878 DELTA DENTAL OF CALIFORNIA 8,236.35 111971 07/07/2022 4710 Fidelity Security Life Insurance Company 882.66 111972 07/07/2022 1106 FRANCHISE TAX BOARD 610.53
111973 07/07/2022 3795 PRE-PAID LEGAL SERVICES, INC 139.52 111974 07/07/2022 2235 PERS LONG TERM CARE PROGRAM 191.04 111975 07/07/2022 4255 RELIASTAR LIFE INSURANCE COMPANY 4,221.89 111976 07/07/2022 3045 WASHINGTON NATIONAL INSURANCE COMPANY 33.38 111977 07/14/2022 4379 789, Inc. 5,376.09
111978 07/14/2022 4209 ADLERHORST INTERNATIONAL 240.00
111979 07/14/2022 5000 Advanced Applied Engineering, Inc. 21,496.50 111980 07/14/2022 51 ADVANCED BATTERY SYSTEMS 597.03
Attachment A Page 2 of 8 Page 3 of 9

CITY OF COVINA
Check Register
Jul 1, 2022 - Jul 28, 2022
Check # Check Date Vendor Name Amount
111981 07/14/2022 4765 Advanced Microcomputing Concepts, Inc. 2,735.31 111982 07/14/2022 5151 Alex Douglas Johnson 4,125.00
111983 07/14/2022 4829 Alicia A. Flores 336.70
111984 07/14/2022 5075 Amalia Q. Seresinghe 715.40
111985 07/14/2022 158 AMERICAN TRAFFIC SOLUTIONS 16,698.31 111986 07/14/2022 5150 Ann I Rogers 4,125.00
111987 07/14/2022 4931 Antonio Castro Jr 612.50
111988 07/14/2022 4784 Apollo Wood Recovery, Inc. 5,107.78 111989 07/14/2022 206 ASCAP 17.50
111990 07/14/2022 207 ASCHENBRENNER, PAUL & LORRAINE 8,625.00 111991 07/14/2022 219 AT&T 70.08
111992 07/14/2022 4630 AUBURN HANEY 809.82
111993 07/14/2022 5241 BLUERAY AQUATICS 34,454.25
111994 07/14/2022 381 BOOMERANG BLUEPRINT 171.36
111995 07/14/2022 383 BOOTH, LOLA J TRUSTEE 13,500.00
111996 07/14/2022 477 STATE OF CA 993.77
111997 07/14/2022 477 STATE OF CALIFORNIA 554.40
111998 07/14/2022 4153 CALIFORNIA PROFESSIONAL ENGINEERING, INC. 239,377.67 111999 07/14/2022 493 CWE 21,479.25
112000 07/14/2022 536 CARQUEST AUTO PARTS 26.37
112001 07/14/2022 4294 CARSON, KENETA K & KEN L 7,500.00 112002 07/14/2022 568 CAT SPECIALTIES INC 1,093.66
112003 07/14/2022 605 CHADWICK, GEORGE & SHIRLEY 1,875.00 112004 07/14/2022 4320 CHALLENGER SPORTS 1,218.00
112005 07/14/2022 617 CHARTER OAK GYMNASTICS INC 2,917.12 112006 07/14/2022 4714 CIR, Inc. 80,452.11
112007 07/14/2022 700 COLLEY FORD 9.71
112008 07/14/2022 3235 COOK, SHAWNA 1,141.02
112009 07/14/2022 749 THE COUNSELING TEAM 225.00
112010 07/14/2022 771 COVINA IRRIGATING CO 223,017.99
112011 07/14/2022 3982 CAROL A CUGNO 273.00
112012 07/14/2022 3701 DEPARTMENT OF JUSTICE 571.00
112013 07/14/2022 894 DF POLYGRAPH 525.00
112014 07/14/2022 970 EDISON CO 14.19
112015 07/14/2022 4636 ENGLER, NANCY 7,875.00
112016 07/14/2022 4977 Enterprise FM Trust 4,277.92
112017 07/14/2022 4027 ENVIRONMENTAL NATURE CENTER 319.22 112018 07/14/2022 5053 ENVIRONMENTAL SCIENCE ASSOCIATES 51,444.62 112019 07/14/2022 4246 FERGUSON WATERWORKS #1083 5,483.09 112020 07/14/2022 5011 Excel Office Services 325.38
112021 07/14/2022 1047 FARA 175.00
112022 07/14/2022 1075 WEX BANK 14.95
112023 07/14/2022 4455 FRONTIER 6,180.85
112024 07/14/2022 4483 DALE A. GARRISON 98.00
112025 07/14/2022 4883 Glendora Employment Agency, Inc 2,254.08 112026 07/14/2022 1198 GLOBALSTAR LLC 98.94
112027 07/14/2022 1215 GONZALES, RICHARD 1,492.40
112028 07/14/2022 4432 GONZALEZ GOODALE ARCHITECTS 119,117.40 112029 07/14/2022 5220 GREENFIELD OUTDOOR FITNESS, INC 11,069.10 112030 07/14/2022 1277 CYNTHIA ESTRADA HAEBE 742.50
112031 07/14/2022 1289 HANSEN, ANN 8,250.00
Attachment A Page 3 of 8 Page 4 of 9

CITY OF COVINA
Check Register
Jul 1, 2022 - Jul 28, 2022
Check # Check Date Vendor Name Amount
112032 07/14/2022 1361 HOLLIDAY ROCK CO INC 1,583.78
112033 07/14/2022 1371 HOSE MAN INC, THE 196.82
112034 07/14/2022 1387 HUNTER, JOHN L. 5,513.00
112035 07/14/2022 3988 LANDSCAPE WAREHOUSE III 190.43
112036 07/14/2022 1441 INTERSTATE BATTERY SYSTEM OF EAST SAN GABRIEL 571.06 112037 07/14/2022 4077 INTERWEST CONSULTING GROUP INC 13,655.00 112038 07/14/2022 4939 INTIME SERVICES/ENTIME SERVICES, INC 13,200.00 112039 07/14/2022 1464 J.P. COOKE COMPANY, THE 143.88
112040 07/14/2022 4433 JAIME YAMASHITA 8,000.00
112041 07/14/2022 3749 JCL BARRICADE COMPANY 859.02
112042 07/14/2022 4861 John H. Douglas 6,450.00
112043 07/14/2022 1507 JOHNSON, KENDALL H 9,000.00
112044 07/14/2022 3751 KELLY ASSOCIATES MANAGEMENT GROUP 1,917.50 112045 07/14/2022 1612 LA CNTY DEPT OF PUBLIC WORKS 1,977.56 112046 07/14/2022 1614 LA CNTY FIRE DEPARTMENT 1,901,505.31 112047 07/14/2022 4863 La Verne Power Equipment 452.38
112048 07/14/2022 1646 LANGUAGE LINE SERVICES INC 55.46 112049 07/14/2022 3190 LAYNE, JONATHAN DANIEL 315.00
112050 07/14/2022 1680 LEAGUE OF CALIF CITIES 1,281.00
112051 07/14/2022 1707 LIEBERT CASSIDY WHITMORE 4,255.00 112052 07/14/2022 1788 MAMMOTH AUDIO SYSTEMS 1,000.00
112053 07/14/2022 3932 ARLENE D. MAR 134.40
112054 07/14/2022 5025 Mark Carter Walker 9,375.00
112055 07/14/2022 1825 MASONIC CENTER FOR YOUTH AND FAMILY 11,250.00 112056 07/14/2022 4930 Michael Baker International, Inc. 3,435.69 112057 07/14/2022 4833 Michael R. Hillmann 3,380.00
112058 07/14/2022 4687 Mighty Oak Technnology 17,500.00 112059 07/14/2022 4360 MOORE IACOFANO GOLTSMAN, INC. 2,730.00 112060 07/14/2022 4406 MORITA, DUANE A 5,750.00
112061 07/14/2022 3718 NADENE VALDEZ 264.60
112062 07/14/2022 5223 NATEC INTERNATIONAL, INC 1,150.00 112063 07/14/2022 2091 O REILLY AUTO PARTS 383.94
112064 07/14/2022 5228 ODP BUSINESS SOLUTIONS, LLC 579.87 112065 07/14/2022 99999 ALREDO MORENO 110.00
112066 07/14/2022 99999 GABRIELA NAVA 159.00
112067 07/14/2022 99999 JASMINE PITTS 110.00
112068 07/14/2022 99999 JOHN PANDY 45.00
112069 07/14/2022 99999 JONATHAN NOLAN 1.00
112070 07/14/2022 99999 LIDIA ESCOBEDO DIAZ 606.00
112071 07/14/2022 99999 MICHAEL MARTINEZ 80.00
112072 07/14/2022 99999 NFM VENTURE 14,500.00
112073 07/14/2022 99999 RAY AYON 80.00
112074 07/14/2022 99999 SHARON MONTERROSO 636.00
112075 07/14/2022 4535 OSWALDO MONROY 7,812.30
112076 07/14/2022 5240 PETTY, SIMON FITZMAURICE 1,000.00 112077 07/14/2022 5112 Procure America, Inc 1,090.29
112078 07/14/2022 412 RANA, JEANNE 7,500.00
112079 07/14/2022 3796 RICHARDS, WATSON & GERSHON 19,310.40 112080 07/14/2022 5236 RICHARD SEYMOUR 375.00
112081 07/14/2022 2616 SGV COUNCIL OF GOVERNMENTS 15,210.68 112082 07/14/2022 2617 SGV ECONOMIC PARTNERSHIP 5,250.00 Attachment A Page 4 of 8 Page 5 of 9

CITY OF COVINA
Check Register
Jul 1, 2022 - Jul 28, 2022
Check # Check Date Vendor Name Amount
112083 07/14/2022 5109 SITEREP CONSTRUCTION SERVICES, INC. 5,000.00 112084 07/14/2022 2676 SMART AND FINAL IRIS CORP 1,113.88 112085 07/14/2022 4641 SNYDER, NANCY W. 5,250.00
112086 07/14/2022 2736 STAPLES BUSINESS ADVANTAGE 97.33 112087 07/14/2022 4055 GLENN TANAKA 792.00
112088 07/14/2022 2818 TAVANNA 127.05
112089 07/14/2022 5224 THE TALENTED ARTS SCHOOL OF PERFORMING ARTS 1,958.83 112090 07/14/2022 3874 JANICE C THIELEMANN 6,000.00
112091 07/14/2022 2846 THOMAS, TERRI 1,672.84
112092 07/14/2022 4764 UniFirst Corporation 1,098.13
112093 07/14/2022 2954 URBAN GRAFFITI ENTERPRISES INC 14,400.00 112094 07/14/2022 3691 VALLEY COLLECTION SERVICE LLC 1,221.57 112095 07/14/2022 3001 VERIZON WIRELESS 2,488.87
112096 07/14/2022 3898 VertiGIS North America Ltd. 2,451.00 112097 07/14/2022 4804 Vihulu L. Villagran 291.40
112098 07/14/2022 3187 WAGONER, PAMELA 646.04
112099 07/14/2022 4921 West Coast Shopping Cart Service, Inc. 500.00 112100 07/14/2022 3078 THOMSON REUTERS - WEST 866.99
112101 07/14/2022 4488 WILCOX SUPPLY INC 320.62
112102 07/14/2022 3775 WILLIAM SHUTTIC 321.99
112103 07/14/2022 3134 XEROX CORPORATION 137.15
112104 07/14/2022 3134 XEROX CORPORATION 608.14
112105 07/21/2022 20 ABDO PUBLISHING CO 1,051.79
112106 07/21/2022 44 ADAMSON INDUSTRIES 845.48
112107 07/21/2022 4374 ADMINSURE, INC 7,767.41
112108 07/21/2022 52 ADVANCED GRAPHIX INC 313.50
112109 07/21/2022 5242 ARDALAN ALEN NOURIAN MD APC 3,000.00 112110 07/21/2022 219 AT&T 831.71
112111 07/21/2022 219 AT&T 200.74
112112 07/21/2022 219 AT&T 72.83
112113 07/21/2022 219 AT&T 57.03
112114 07/21/2022 254 AZUSA LIGHT & WATER 4,799.67
112115 07/21/2022 5229 3D PARTNERS GROUP, INC 1,984.51
112116 07/21/2022 3771 BLACK & WHITE EMERGENCY VEHICLES 1,014.88 112117 07/21/2022 5195 A3 COMMUNICATIONS, INC. 46,300.00 112118 07/21/2022 5241 BLUERAY AQUATICS 20,908.35
112119 07/21/2022 435 BURGUAN, RENE 1,800.00
112120 07/21/2022 479 CALIFA GROUP 4,123.23
112121 07/21/2022 654 CITRUS CAR WASH 239.83
112122 07/21/2022 5099 CliftonLarsonAllen LLP 1,100.00
112123 07/21/2022 682 CLINICAL LAB OF SAN BERNARDINO 450.00 112124 07/21/2022 703 COMBINED GRAPHICS 248.06
112125 07/21/2022 783 CITY OF COVINA WATER 292.92
112126 07/21/2022 5139 Crown Castle Fiber LLC 925.00
112127 07/21/2022 5186 Dash Platform, LLC 383.67
112128 07/21/2022 875 DELL MARKETING L.P. 2,674.99
112129 07/21/2022 878 DELTA DENTAL OF CALIFORNIA 122.02 112130 07/21/2022 927 DOOLEY ENTERPRISES INC 11,981.80
112131 07/21/2022 4693 DuraTech USA, Inc. 835.34
112132 07/21/2022 970 EDISON CO 24,130.92
112133 07/21/2022 5053 ENVIRONMENTAL SCIENCE ASSOCIATES 3,016.25 Attachment A Page 5 of 8 Page 6 of 9

CITY OF COVINA
Check Register
Jul 1, 2022 - Jul 28, 2022
Check # Check Date Vendor Name Amount
112134 07/21/2022 4246 FERGUSON WATERWORKS #1083 3,791.64 112135 07/21/2022 4710 Fidelity Security Life Insurance Company 21.98 112136 07/21/2022 4455 FRONTIER 942.85
112137 07/21/2022 3817 FUN EXPRESS, LLC 175.73
112138 07/21/2022 1156 THE GAS COMPANY 7,052.27
112139 07/21/2022 4338 ROBERT GOKOO 5,670.00
112140 07/21/2022 1204 GOLDEN STATE WATER COMPANY 914.34 112141 07/21/2022 1235 GRAINGER 427.10
112142 07/21/2022 1241 GRAND PRINTING 178.04
112143 07/21/2022 5239 MITCHELL GREEN 1,300.00
112144 07/21/2022 4676 Hill Brothers Chemical Company 1,262.36 112145 07/21/2022 1605 LA CNTY AUDITOR CONTROLLER 2,258.03 112146 07/21/2022 1615 REGIONAL TAP SERVICE CENTER 80.00 112147 07/21/2022 1633 LACPCA 200.00
112148 07/21/2022 1788 MAMMOTH AUDIO SYSTEMS 1,000.00
112149 07/21/2022 4717 Merchants Landscape Services, Inc. 20,444.38 112150 07/21/2022 2060 NEW READERS PRESS 3,508.07
112151 07/21/2022 5169 Occupational Health Centers of California 350.00 112152 07/21/2022 2101 OCLC 1,534.15
112153 07/21/2022 99999 HERLINDA RUBIO 20.00
112154 07/21/2022 99999 LAURA GARZA LOPEZ 80.00
112155 07/21/2022 2163 PACIFIC PARKING SYS INC 544.53
112156 07/21/2022 819 Public Risk, Inovation, Solutions, and Management 846,921.00 112157 07/21/2022 2407 REGIONAL TAP SERVICE CENTER 378.30 112158 07/21/2022 3796 RICHARDS, WATSON & GERSHON 20,776.06 112159 07/21/2022 4350 RKA Consulting Group 3,487.50
112160 07/21/2022 5180 SAESHE 9,500.00
112161 07/21/2022 3837 SONSRAY MACHINERY LLC 3,268.84
112162 07/21/2022 2705 SOUTH COAST AQMD 620.61
112163 07/21/2022 2713 SOUTHERN CALIFORNIA EDISON 2,245.02 112164 07/21/2022 2714 SOUTHERN CA GAS CO ML711D 500.00 112165 07/21/2022 2719 SPARKLETTS 55.36
112166 07/21/2022 2737 STAPLES INC 733.55
112167 07/21/2022 5117 Steam It All LLC 550.00
112168 07/21/2022 2790 SWANK MOTION PICTURES INC 495.00 112169 07/21/2022 5230 PERFORMING ARTS CENTER OF LOS ANGELES COUNTY 375.00 112170 07/21/2022 2852 THREE VALLEY MUN WATER DISTR 14,878.27 112171 07/21/2022 2855 CHARTER COMMUNICATION 256.75
112172 07/21/2022 4437 TELEPACIFIC COMMUNICATIONS CO. 3,302.75 112173 07/21/2022 2954 URBAN GRAFFITI ENTERPRISES INC 3,785.00 112174 07/21/2022 2958 USPS - POC ACCOUNT #8098154 839.99 112175 07/21/2022 3001 VERIZON WIRELESS 2,085.10
112176 07/21/2022 3004 VICTORY EXTERMINATING INC 65.00
112177 07/21/2022 3023 VULCAN MATERIALS COMPANY 752.89
112178 07/21/2022 68 AFLAC ACCT# YQ792 WORLDWIDE HEADQUARTERS 3,530.02 112179 07/21/2022 69 AFSCME District Council 36 720.08
112180 07/21/2022 3846 CLEA 918.00
112181 07/21/2022 775 COVINA POLICE ASSOCIATION 2,950.00 112182 07/21/2022 878 DELTA DENTAL OF CALIFORNIA 8,358.37 112183 07/21/2022 4710 Fidelity Security Life Insurance Company 891.28 112184 07/21/2022 1106 FRANCHISE TAX BOARD 610.53
Attachment A Page 6 of 8 Page 7 of 9

CITY OF COVINA
Check Register
Jul 1, 2022 - Jul 28, 2022
Check # Check Date Vendor Name Amount
112185 07/21/2022 3795 PRE-PAID LEGAL SERVICES, INC 139.48 112186 07/21/2022 2235 PERS LONG TERM CARE PROGRAM 191.04 112187 07/21/2022 4255 RELIASTAR LIFE INSURANCE COMPANY 4,345.16 112188 07/21/2022 3045 WASHINGTON NATIONAL INSURANCE COMPANY 33.38 112189 07/28/2022 4983 Ad Valorem Records,Inc. 4,475.13 112190 07/28/2022 84 AIRGAS-WEST 776.17
112191 07/28/2022 85 AJAX SIGN GRAPHICS INC 49.61
112192 07/28/2022 121 ALLDATA 1,653.75
112193 07/28/2022 4529 American Planning Association 603.00 112194 07/28/2022 158 AMERICAN TRAFFIC SOLUTIONS 16,185.00 112195 07/28/2022 219 AT&T 478.71
112196 07/28/2022 269 BAKER AND TAYLOR INC 849.70
112197 07/28/2022 333 BERLITZ LANGUAGES, INC. 50.00
112198 07/28/2022 477 STATE OF CA 8.00
112199 07/28/2022 4039 CALLYO 2009 CORP 1,612.81
112200 07/28/2022 654 CITRUS CAR WASH 62.97
112201 07/28/2022 5022 Colantuono, Highsmith & Whatley, PC 901.59 112202 07/28/2022 700 COLLEY FORD 332.55
112203 07/28/2022 703 COMBINED GRAPHICS 259.79
112204 07/28/2022 749 THE COUNSELING TEAM 300.00
112205 07/28/2022 849 DAPEER ROSENBLIT & LITVAK LLP 6,426.00 112206 07/28/2022 875 DELL MARKETING L.P. 10,411.10
112207 07/28/2022 4116 COM-NET 69,313.95
112208 07/28/2022 970 EDISON CO 562.50
112209 07/28/2022 4682 Evan Brooks Associates, Inc. 6,382.00 112210 07/28/2022 5011 Excel Office Services 509.48
112211 07/28/2022 5203 FEHR & PEERS 7,467.94
112212 07/28/2022 4713 Fisher Integrated, Inc. 1,200.00 112213 07/28/2022 1075 WEX BANK 202.96
112214 07/28/2022 4455 FRONTIER 758.55
112215 07/28/2022 1156 THE GAS COMPANY 1,896.80
112216 07/28/2022 4883 Glendora Employment Agency, Inc 4,416.94 112217 07/28/2022 4567 Glendora Gardens Nursery 44.09
112218 07/28/2022 1204 GOLDEN STATE WATER COMPANY 64.26 112219 07/28/2022 3651 HAI MURADIAN 1,000.00
112220 07/28/2022 4676 Hill Brothers Chemical Company 1,262.36 112221 07/28/2022 1361 HOLLIDAY ROCK CO INC 746.62
112222 07/28/2022 1387 HUNTER, JOHN L. 3,081.50
112223 07/28/2022 1401 ICC 636.00
112224 07/28/2022 1428 INGRAM DIST GROUP 38.26
112225 07/28/2022 1463 J.G. TUCKER AND SON 160.36
112226 07/28/2022 3749 JCL BARRICADE COMPANY 2,668.60
112227 07/28/2022 1531 JW LOCK CO INC 237.86
112228 07/28/2022 1561 KEYSTONE UNIFORM DEPOT 300.00
112229 07/28/2022 1612 LA CNTY DEPT OF PUBLIC WORKS 6,441.96 112230 07/28/2022 1619 LA CNTY SHERIFF'S DEPT 508.08
112231 07/28/2022 1694 LEWIS ENGRAVING INC 48.51
112232 07/28/2022 1698 LEXIPOL LLC 19,558.45
112233 07/28/2022 1707 LIEBERT CASSIDY WHITMORE 506.50
112234 07/28/2022 1754 LOWE'S COMPANIES INC 514.03
112235 07/28/2022 1792 MANNING & MARDER KASS, 56,959.14 Attachment A Page 7 of 8 Page 8 of 9

CITY OF COVINA
Check Register
Jul 1, 2022 - Jul 28, 2022
Check # Check Date Vendor Name Amount
112236 07/28/2022 4717 Merchants Landscape Services, Inc. 550.00 112237 07/28/2022 1895 MERRIMAC ENERGY GROUP 41,341.28
112238 07/28/2022 1991 MOTOROLA SOLUTIONS, INC. 22,234.79 112239 07/28/2022 4952 Next Level Elevator 5,400.00
112240 07/28/2022 4824 Occu-Med, Ltd. 3,490.50
112241 07/28/2022 5169 Occupational Health Centers of California 136.00 112242 07/28/2022 5228 ODP BUSINESS SOLUTIONS, LLC 1,000.60 112243 07/28/2022 99999 CIAN REGER 225.00
112244 07/28/2022 99999 GREF GG EASTLAND CENTER, LP 3.31 112245 07/28/2022 99999 HUYNH NGOC 5,400.00
112246 07/28/2022 99999 MONICA CURIEL 649.64
112247 07/28/2022 99999 POWERHOUSE RETAIL SERVICES 609.15 112248 07/28/2022 2238 PEST OPTIONS INC 400.00
112249 07/28/2022 5112 Procure America, Inc 1,020.26
112250 07/28/2022 2335 PYRO-COMM SYSTEMS INC 135.00
112251 07/28/2022 3796 RICHARDS, WATSON & GERSHON 10,124.40 112252 07/28/2022 4350 RKA Consulting Group 11,714.80
112253 07/28/2022 4201 OFFICE TEAM - A ROBERT HALF COMPANY 1,841.40 112254 07/28/2022 2487 RSG, Inc. 3,467.50
112255 07/28/2022 4389 EMPLOY AMERICA 2,167.00
112256 07/28/2022 4738 Support Solutions, Inc. 3,262.27 112257 07/28/2022 2790 SWANK MOTION PICTURES INC 495.00 112258 07/28/2022 5045 CONVERSE CONSULTANTS 2,222.06
112259 07/28/2022 2855 CHARTER COMMUNICATION 397.04
112260 07/28/2022 4764 UniFirst Corporation 1,258.36
112261 07/28/2022 4677 vCloud Tech Inc 6,934.00
112262 07/28/2022 2995 VENTEK INTERNATIONAL 6,255.00
112263 07/28/2022 4065 VERIZON BUSINESS SERVICES 835.37 112264 07/28/2022 4255 RELIASTAR LIFE INSURANCE COMPANY 13.38 112265 07/28/2022 3052 WATERLINE TECHNOLOGIES INC 1,441.03 112266 07/28/2022 3070 WEST COAST ARBORISTS INC 7,530.00 112267 07/28/2022 3080 WESTERN EMULSIONS INC 498.67
112268 07/28/2022 3274 WILLDAN ENGINEERING 210.00
112269 07/28/2022 3117 WONDRIES FLEET GROUP 38,589.74
subtotal checks $4,923,406.78
voids (prior to current mo.) $ -
payroll (7/7/22) $ 916,178.16
payroll (7/21/22) $ 930,937.86
workers' compensation $ 40,104.18
TOTAL checks/EFTs $7,124,408.87
Attachment A Page 8 of 8 Page 9 of 9

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 3
Meeting: CC Regular Meeting - Aug 16 2022
Title: Quarterly Report of the Treasurer to the City Council and Successor Agency to the Covina Redevelopment Agency for the Quarter Ended June 30, 2022 Presented By: Neil Polzin, City Treasurer
Anita Agramonte, Administrative Services Director
Recommendation: Receive and File.

EXECUTIVE SUMMARY / BACKROUND:

Pursuant to Government Code Section 53600 et seq. and Section 4.0 of the City of Covina’s Investment Policy, the Treasurer is required to render a report to the City Council and City Manager, containing detailed information of all securities, investments and monies of the City. The report shall be submitted on a quarterly basis.

DISCUSSION:

The attached quarterly report for the City and Successor Agency reflects the portfolio balances for the quarter ended June 30, 2022. The report is in conformity with the City’s Investment Policy as well as Government Code 53601. There are sufficient funds to meet the pooled expenditure requirements for all City funds for the next 6 months.

FISCAL IMPACT:

None to receive and file.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

None.

ATTACHMENTS:

Attachment A-City - Quarterly Report of the Treasurer to the City Council for the Quarter Ended June 30, 2022 Attachment A-1-City - Cash and Investment Summary
Attachment A-Agency - Quarterly Report of the Treasurer to the Successor Agency to the Covina Redevelopment Agency June 30 2022
Attachment A-1-Agency - Cash and Investment Summary
Attachment A-2 Total Investment Portfolio as of June 30, 2022 Attachment A-3 Investment Transaction Summary
Attachment A-4 Investment Holdings by Sector
Attachment A-5 Cash and Investements - Three Year Comparison Attachment A-6 - City LAIF Statement
Attachment A-7 - Successor Agency LAIF Statement
Attachment A-8 LAIF Market Valuation for June 30, 2022
Respectfully submitted,

Page 2 of 15 ends

CASH BALANCE 3/31/2022 $73,158,658.46
RECEIPTS 4/1/22-6/30/22 55,966,078.42

DISBURSEMENTS 4/1/22-6/30/22 (45,975,422.71)
CASH BALANCE 6/30/2022 $83,149,314.17

ANALYSIS OF CASH AND INVESTMENT BALANCE - BOOK VALUE
INVESTMENT PORTFOLIO Attachment A-2 20,624,260.57
LOCAL AGENCY INVESTMENT FUND Attachment A-6 55,087,664.65 TOTAL PUBLIC INVESTMENTS $75,711,925.22
CHECKING AND PETTY CASH BALANCES 7,437,388.95
CASH AND INVESTMENT BALANCE 6/30/2022 $83,149,314.17
CASH HELD BY BOND TRUSTEES 2,003,221.23
TOTAL CASH AND INVESTMENT BALANCE 6/30/2022 $85,152,535.40 Respectfully submitted,
Neil Polzin
City Treasurer

Q UARTERLY REPO RT O F THE TREASURER TO THE CITY CO UNCIL FO R THE Q UARTER ENDED JUNE 30, 2022
The purpose of this report is to provide readers with the overall cash position of the City. There is sufficient investment liquidity to meet the pooled expenditures of all City’s funds for the next 6 months.

Attachment A - CITY

Page 3 of 15 ends

BOOK ACQUISITION MATURIT

Y MARKET
TYPE OF INVESTMENT ISSUER VALUE $ DATE DATE VALUE $
Cit
y of Covina:

Drawer & Pett
y Cash
N/A 7,935.49
N/A
N/A 7,935.49
General - Checkin
g Account Bank of the West $7,099,728.33
N/A Deman
d 7,099,728.33
Public A
genc
y Savin
g - Parkin
g Fines Bank of the West 73,329.36
N/A Deman
d 73,329.36
Utilit
y Billin
g Account Bank of the West $28,390.37
N/A Deman
d 28,390.37
Workers' Com
pensation - Checkin
g Account Bank of the West 91,205.59
N/A Deman
d 91,205.59
Pa
yroll - Checkin
g Account Bank of the West $87,329.82
N/A Deman
d 87,329.82
Mone
y Market Bank of the West $28,270.63
N/A Deman
d 28,270.63
AFLAC Flexible S
pendin
g Account Bank of the West 21,199.36
N/A Deman
d 21,199.36
STIFEL Investment Portfolio Various Variou 20,624,260.57 s Various 20,144,053.66Local A genc
y Investment Fun
d State of California 55,087,664.65
N/A Deman
d 55,087,664.65
Subtotal (A) $83,149,314.17 $82,669,107.26
Cash Held Under 3rd Part
y Administrator:

TRIP 2017A Covina Wilmin
gton Trust 44.26
N/A Deman
d $44.26
LA Count
y Loan A
greement U.S. Bank 2,000,092.46
N/A Deman
d $ 2,000,042.61
2021 Taxable Pension Obli
gation Bonds U.S. Bank 3,084.30
N/A Deman
d $3,084.30
2019 Wastewater Refundin
g Bonds U.S. Bank 0.21
N/A Deman
d $0.21
Subtotal (B) 2,003,171.38 2,003,221.23
TOTAL (A+B) $85,152,535.40 $84,672,278.64
The
purpose of this schedule is to show the total cash and investments held b y the Cit
y of Covina b
y account.

CITY OF COVINA

CASH AND INVESTMENT SUMMARY
FOR THE QUARTER ENDED JUNE 30, 2022
S:\Covina_PVT\Finance_PVT\TREASURER REPORTS\FY 21-22 Treasurer Report\CITY Qrtly Treasurer Report Jun 2022\CITY - QTR-ATTACH A-1 JUN 22 Attachment A-1 CITY

Page 4 of 15 ends

CASH BALANCE 3/31/2022 $555,740.60
RECEIPTS 4/1/22-6/30/22 711.08

DISBURSEMENTS 4/1/22-6/30/22 (6.00)
CASH BALANCE 6/30/2022 $556,445.68

ANALYSIS OF CASH AND INVESTMENT BALANCE
CHECKING ACCOUNT 27,612.64
LOCAL AGENCY INVESTMENT FUND Attachment A-7 528,833.04
AVAILABLE CASH BALANCES $556,445.68
CASH AND INVESTMENTS HELD BY BOND TRUSTEES 3,020,101.94 TOTAL CASH & INVESTMENT BALANCE 6/30/2022 $3,576,547.62 Respectfully submitted,
Neil Polzin
City Treasurer

QUARTERLY REPORT OF THE TREASURER TO THE SUCCESSOR AGENCY TO THE COVINA

REDEVELOPMENT AGENCY
FOR THE QUARTER ENDED JUNE 30, 2022
The purpose of this report is to provide readers with the overall cash position of the Successor Agency to the Covina Redevelopment Agency (Agency). There is sufficient investment liquidity to meet the pooled expenditures of all Agency's funds for the next 6 months.

ATTACHMENT A-AGENCY

Page 5 of 15 ends

BANK ACQUISITION MARKET
TYPE OF INVESTMENT ISSUER VALUE $ DATE DATE VALUE $
Successor Agency to the Covina Redevelopment Agency:Checking Account Bank of the West $27,612.64 N/A Demand 27,612.64Local Agency Investment Fund State of California 528,833.04 Demand 528,833.04 Subtotal (A) $556,445.68 $556,445.68
Cash Held Under 3rd Party Administrator:(1) 2013 Series A Tax Allocation Bonds U.S. Bank* 2,460,246.11 N/A Demand 2,460,246.11 Fiscal Agent: U.S. Bank(2) 2014 Series A Tax Allocation Bonds U.S. Bank* 161,996.08 N/A Demand 161,996.08 Fiscal Agent: U.S. Bank(3) 2004 Series B Tax Allocation Bonds U.S. Bank* 397,859.75 N/A Demand 397,859.75 Fiscal Agent: U.S. Bank Subtotal (B) $3,020,101.94 $3,020,101.94
TOTAL (A+B) $3,576,547.62 $3,576,547.62
The purpose of this schedule is to show the total cash and investments held by the Successor Agency to the Covina Redevelopment Agency by account. * Formerly BNY Mellon

SUCCESSOR AGENCY TO THE COVINA REDEVELOPMENT AGENCY

CASH AND INVESTMENT SUMMARY
FOR THE QUARTER ENDED JUNE 30, 2022
S:\Covina_PVT\Finance_PVT\TREASURER REPORTS\FY 21-22 Treasurer Report\SACRA Qrtly Treasurer Report Jun 2022 ATTACHMENT A-1 AGENCY

Page 6 of 15 ends

Trustee Purch date Dated Qty
Market Price Per
Share
Total Original Cost
Value Total Market Value Coupon CUSIP Maturity Issuer
Stifel 04/07/22 10,000 1, 100.084000 1, 019,139.41 3. 000,840.00 1500 3133EJDV8 3/22/2027 Federal Farm Credit Bank Bond Stifel (from U.S. Bank) 06/09/20 6,000 97. 589000 598,044.00 0. 585,534.00 3000 3133ELG81 6/8/2023 Federal Farm Credit BKs Stifel 02/02/22 20,000 97. 1, 105000 1, 990,871.52 0. 942,100.00 9000 3133ENLF5 1/18/2024 FEDL Farm Credit Bank Bond Stifel 02/02/22 10,000 95. 887000 998,647.01 1. 958,870.00 3200 3133ENLU2 1/21/2025 FEDL Farm Credit Bank Bond Stifel 02/02/22 10,000 93. 274000 996,151.59 1. 932,740.00 5000 3133ENKV1 1/13/2027 FEDL Farm Credit Bank Bond Stifel* 06/30/22 10,000 1, 100.183000 1, 002,518.80 3. 001,830.00 1250 3130ASHK8 6/14/2024 FEDL Home Loan Bank Bond Stifel* 06/30/22 10,000 95. 065000 952,708.25 1. 950,650.00 0000 3130AQF40 12/20/2024 FEDL Home Loan Bank Bond Stifel 02/02/22 10,000 98. 1, 693000 038,907.00 2. 986,930.00 6250 3130A6ZQ3 12/12/2025 FEDL Home Loan Bank Bond Stifel 04/07/22 10,000 99. 1, 667000 012,169.65 3. 996,670.00 0000 3130A2VE3 9/11/2026 FEDL Home Loan Bank Bond Stifel (from U.S. Bank) 04/21/20 6,100 98. 015000 608,475.00 0. 597,891.50 3750 3137EAEQ8 4/20/2023 FHLMC Stifel (from U.S. Bank) 05/07/20 6,100 97. 907000 609,743.80 0. 597,232.70 3750 3137EAER6 5/5/2023 FHLMC Stifel (from U.S. Bank) 02/21/20 5,250 99. 178000 524,034.00 1. 520,684.50 3750 3130AJ7E3 2/17/2023 Federal Home Loan Stifel* 06/30/22 10,000 91. 336000 915,357.70 0. 913,360.00 9400 31422XGQ9 10/26/2026 FEDL Agric MTG CorpMedium Term Note
Stifel (from U.S. Bank) 10/30/19 4,850 100.021000 486,212.50 1. 485,101.85 7500 9128287C8 7/15/2022 US Treasury Stifel (from U.S. Bank) 11/27/19 6,250 100.022000 625,488.28 1. 625,137.50 6250 912828TJ9 8/15/2022 US Treasury Stifel (from U.S. Bank) 09/12/19 4,250 100.006000 423,804.69 1. 425,025.50 5000 912828YA2 8/15/2022 US Treasury Stifel (from U.S. Bank) 11/27/19 6,250 99. 915000 629,809.57 1. 624,468.75 8750 912828M49 10/31/2022 US Treasury Stifel (from U.S. Bank) 03/04/20 1,600 99. 445000 162,918.75 1. 159,112.00 5000 912828Z29 1/15/2023 US Treasury Stifel (from U.S. Bank) 08/28/19 7,750 99. 508000 783,143.55 1. 771,187.00 6250 912828P38 1/31/2023 US Treasury Stifel (from U.S. Bank) 03/04/20 2,850 99. 207000 289,408.59 1. 282,739.95 3750 912828Z86 2/15/2023 US Treasury Stifel 04/27/22 2,450 98. 188000 245,000.00 2. 240,560.60 8500 02007GQQ9 5/5/2026 Ally Bank
Midvale UT CD
Stifel 03/01/22 2,450 95. 980000 245,000.00 1. 235,151.00 8000 02589ABP6 3/10/2025 American Express Natl BK -
Salt Lake City UT CD
Stifel* 06/30/22 2,450 100.000000 245,000.00 3. 245,000.00 2500 02616ABJ7 7/15/2025 American First CR UNBrea CA SHS CTF
Stifel 06/23/22 2,450 99. 879000 245,000.00 3. 244,703.55 0000 06251A4G2 12/29/2023 Bank Hapoalim BMNew York NY CD
Stifel 05/24/22 2,450 99. 051000 245,000.00 3. 242,674.95 0500 06740KQS9 6/2/2025 Barclays Bank DEWilmington DE CD
Stifel 03/01/22 2,450 94. 132000 245,000.00 2. 230,623.40 0500 07371CK81 3/3/2027 Beal Bank -
Las Vegas NV CD
Stifel 03/01/22 2,450 94. 132000 245,000.00 2. 230,623.40 0500 07371AZQ9 3/3/2027 Beal Bank -
Plano TX CD
Stifel 06/23/22 2,450 99. 440000 245,000.00 3. 243,628.00 2000 05600XGK0 6/24/2025 BMO Harris Bank NAChicago IL CD
Stifel 03/01/22 2,450 96. 008000 245,000.00 1. 235,219.60 8000 05580AK37 3/4/2025 BMW Bank North America -
Salt Lake City UT CD
Stifel 04/27/22 2,450 98. 295000 245,000.00 3. 240,822.75 0500 14042RRA1 5/4/2027 Capital One NA -
Mclean VA CD
Stifel 04/07/22 2,450 96. 806000 245,000.00 2. 237,174.70 7000 14042TFJ1 4/13/2027 Cpital One Bank USA NA -
Glen Allen VA CD
Stifel 05/20/22 2,450 98. 924000 245,000.00 3. 242,363.80 2000 254673E36 5/24/2027 Discover BankGreenwood DE CD
Stifel 05/16/22 2,450 98. 785000 245,000.00 3. 242,023.25 0000 32110YXE0 11/28/2025 First Natl Bank of Amer- East
Lansing MI CE
Stifel* 06/30/22 2,450 100.000000 245,000.00 3. 245,000.00 2500 33715LEA4 4/15/2024 First Technology FCUMountain View CA SHS CTF
Stifel 04/27/22 2,450 98. 280000 245,000.00 3. 240,786.00 0500 38149M6Y4 5/11/2027 Goldman Sachs Bank USA -
New York NY CD
Stifel 05/24/22 2,450 99. 240000 245,000.00 2. 243,138.00 8500 465076TQ0 5/28/2024 Isreal Discount BK of NYNew York NY CD
Stifel 03/03/22 2,490 96. 209000 248,751.00 1. 239,560.41 8500 538036HW7 2/14/2025 Live Oak Bkg Co -
Wilmington NC CD
Stifel 03/01/22 2,450 94. 083000 245,000.00 2. 230,503.35 0500 58404DNG2 3/8/2027 Medallion Bank -
Salt Lake City UT CD
Stifel 05/16/22 2,450 99. 157000 245,000.00 3. 242,934.65 2500 61690UJ68 5/19/2027 Morgan Stanley Bank NA- Salt
Lake City UT CD
Stifel 05/16/22 2,450 99. 157000 245,000.00 3. 242,934.65 2500 61768EJR5 5/19/2027 Morgan Stanley PVT BK NAPurchase NY CD
Stifel 06/23/22 2,450 99. 903000 245,000.00 3. 244,762.35 2500 67523TBE2 7/1/2024 Oceanfirst Bank NA- Toms
River NJ CD
Stifel 02/02/22 2,450 92. 671000 245,000.00 1. 227,043.95 7000 70962LBE1 2/18/2027 Pentagon Federal CR UN -
Tysons Corner VA
Stifel 06/23/22 2,450 99. 522000 245,000.00 3. 243,828.90 0500 72345SLE9 6/28/2024 Pinnacle Bank -
Nashville TN CD
Stifel 06/27/22 2,450 99. 990000 245,000.00 2. 244,975.50 8500 75524KNZ3 6/29/2023 RBS Citizens NAProvidence RI CD

CITY OF COVINA
U.S. Bank and Stifel
Investment Portfolio as of
June 2022
S:\Covina_PVT\Finance_PVT\Investments - City & CRA\Quarterly Su Page 7 of 15 mmary\Investment Portfolos\2021-22\June 2022 total investmt portfolio Attachment A-2 Trustee Purch date Dated Qty
Market Price Per
Share
Total Original Cost
Value Total Market Value Coupon CUSIP Maturity Issuer

CITY OF COVINA
U.S. Bank and Stifel
Investment Portfolio as of
June 2022
Stifel 02/16/22 2,450 94. 820000 245,000.00 2. 232,309.00 2000 795451BH5 2/23/2027 Sallie Mae Bank -
Salt Lake City UT CD
Stifel 02/01/22 2,450 92. 972000 245,000.00 1. 227,781.40 7500 856285G21 2/9/2027 State Bank of India -
New York NY CD
Stifel 04/07/22 2,450 96. 803000 245,000.00 2. 237,167.35 7000 87165FK45 4/14/2027 Synchrony Bank -
Draper UT CD
Stifel 06/23/22 2,450 99. 759000 245,000.00 3. 244,409.55 2000 87164DTM2 8/30/2024 Synovus BankColumbus GA CD
Stifel 06/30/22 10,000 1, 111.585000 1, 117,481.91 6. 115,850.00 7500 880591CJ9 11/1/2025 Tennessee Valley AuthPWR Bond 1995 SER E
Stifel 05/09/22 2,450 98. 937000 245,000.00 3. 242,395.65 2000 89235MNH0 5/17/2027 Toyota Finl Svgs BankHenderson NV CD
Stifel 06/27/22 2,450 99. 806000 245,000.00 3. 244,524.70 2000 90348J4B3 7/1/2024 UBS Bank USASalt Lake City UT CD
Total Securities 24,138,786.57 23, 658,579.66
Cash Equivalents $ (3, (3,514,526.00) $ 514,526.00)
Total Value of Portfolio 20,624,260.57 $ 20, $ 144,053.66 Total Settled Securities 19,660,719.91 $ 19, $ 186,889.66 Total Securities Pending Settlement * 4,478,066.66 $ 4, $ 471,690.00 Cash Equivalents (3,514,526.00) $ (3, $ 514,526.00)
Total Cash 963,540.66 $ $ 957,164.00
Total Value of Portfolio 20,624,260.57 $ 20, $ 144,053.66 *Securities Purchased 6/30/22 with July settlement dates The purpose is to demonstrate compliance with the city's adopted Investment Policy. This is a required report per Government Code section 53646(b). The investment portfolio as presented is in compliance with the City’s adopted Investment Policy.

S:\Covina_PVT\Finance_PVT\Investments - City & CRA\Quarterly Su Page 8 of 15 mmary\Investment Portfolos\2021-22\June 2022 total investmt portfolio Attachment A-2 Qty Purch Date Maturity
Share Price at Purch
Date Cost Basis Value
Net Trade
Amount Market Value
Accrued
Interest Issuer CUSIP Held by
04/07/22 9/11/ 10,000 2026 99.873000 1, 1, 012,787.02 015,037 (2, 998,730.00 FEDL Home Loan Bank Bond 250.00) 3130A2VE3 Stifel 04/07/22 3/22/ 10,000 2027 100.832000 1, 1, 020,000.00 1, 021,400 (1, 008,320.00 Federal Farm Credit Bank Bond 400.00) 3133EJDV8 Stifel 04/27/22 5/5/ 2,450 2026 99.538000 245,000.00 245,000 - 243,868.10 Ally Bank --Midvale UT CD 02007GQQ9 Stifel 04/07/22 4/13/ 2,450 2027 98.415000 245,000.00 245,000 - 241,116.75 Cpital One Bank USA NA -Glen Allen VA CD 14042TFJ1 Stifel 04/07/22 4/14/ 2,450 2027 98.413000 245,000.00 245,000 - 241,111.85 Synchrony Bank -Draper UT CD 87165FK45 Stifel 04/27/22 5/4/ 2,450 2027 99.652000 245,000.00 245,000 - 244,147.40 Capital One NA - Mclean VA CD 14042RRA1 Stifel 04/27/22 5/11/ 2,450 2027 99.781000 245,000.00 245,000 - 244,463.45 Goldman Sachs Bank USA - New York NY CD 38149M6Y4 Stifel 05/09/22 5/17/ 2,450 2027 99.788000 245,000.00 245,000 - 244,480.60 Toyota Finl Svgs Bank- Henderson NV CD 89235MNH0 Stifel 05/16/22 11/28/ 2,450 2025 99.657000 245,000.00 245,000 - 244,159.65 First Natl Bank of Amer-East Lansing MI CE 32110YXE0 Stifel 05/16/22 5/19/ 2,450 2027 100.014000 245,000.00 245,000 - 245,034.30 Morgan Stanley Bank NA- Salt Lake City UT CD 61690UJ68 Stifel 05/16/22 5/19/ 2,450 2027 100.014000 245,000.00 245,000 - 245,034.30 Morgan Stanley PVT BK NA-Purchase NY CD 61768EJR5 Stifel 05/20/22 5/24/ 2,450 2027 99.779000 245,000.00 245,000 - 244,458.55 Discover Bank-Greenwood DE CD 254673E36 Stifel 05/24/22 6/2/ 2,450 2025 99.800000 245,000.00 245,000 - 244,510.00 Barclays Bank DE-Wilmington DE CD 06740KQS9 Stifel 05/24/22 5/28/ 2,450 2024 100.011000 245,000.00 245,000 - 245,026.95 Isreal Discount BK of NY- New York NY CD 465076TQ0 Stifel 06/27/22 6/29/ 2,450 2023 99.990000 245,000.00 245,000 - 244,975.50 RBS Citizens NA-Providence RI CD 75524KNZ3 Stifel 06/23/22 12/29/ 2,450 2023 99.879000 245,000.00 245,000 - 244,703.55 Bank Hapoalim BM- New York NY CD 06251A4G2 Stifel 06/30/22 4/15/ 2,450 2024 100.000000 245,000.00 245,000 - 245,000.00 First Technology FCU-Mountain View CA SHS CTF 33715LEA4 Stifel 06/30/22 6/14/ 10,000 2024 100.183000 1, 1, 002,518.80 1, 003,387 ( 001,830.00 FEDL Home Loan Bank Bond 868.06) 3130ASHK8 Stifel 06/23/22 6/28/ 2,450 2024 99.522000 245,000.00 245,000 - 243,828.90 Pinnacle Bank -Nashville TN CD 72345SLE9 Stifel 06/23/22 7/1/ 2,450 2024 99.903000 245,000.00 245,000 - 244,762.35 Oceanfirst Bank NA-Toms River NJ CD 67523TBE2 Stifel 06/27/22 7/1/ 2,450 2024 99.806000 245,000.00 245,000 - 244,524.70 UBS Bank USA-Salt Lake City UT CD 90348J4B3 Stifel 06/23/22 8/30/ 2,450 2024 99.759000 245,000.00 245,000 - 244,409.55 Synovus Bank-Columbus GA CD 87164DTM2 Stifel 06/30/22 12/20/ 10,000 2024 95.065000 952,708.25 953,014 ( 950,650.00 FEDL Home Loan Bank Bond 305.56) 3130AQF40 Stifel 06/23/22 6/24/ 2,450 2025 99.440000 245,000.00 245,000 - 243,628.00 BMO Harris Bank NA-Chicago IL CD 05600XGK0 Stifel 06/30/22 7/15/ 2,450 2025 100.000000 245,000.00 245,000 - 245,000.00 American First CR UN-Brea CA SHS CTF 02616ABJ7 Stifel 06/30/22 11/1/ 10,000 2025 111.585000 1, 1, 117,481.91 1, 128,732 (11, 115,850.00 Tennessee Valley Auth-PWR B 250.00) ond 1995 SER E 880591CJ9 Stifel 06/30/22 10/26/ 10,000 2026 91.336000 915,357.70 917,055 (1, 913,360.00 FEDL Agric MTG Corp-Medium Term Note 697.22) 31422XGQ9 Stifel Total 11,165,853.68 11, 11, 183,624.52 (17, 116,984.45 770.84)

CITY OF COVINA
Investment Transaction Summary
for the Quarter Ended June 30, 2022
Purchased Investments
S:\Covina_PVT\Finance_PVT\Investments - City & CRA\Quarterly Summary\Investment Portfolos\2021-22\June 2022 total investmt portfolio Attac hm ent A-3

Page 9 of 15 ends

CITY OF COVINA
Investment Transaction Summary
for the Quarter Ended June 30, 2022
Qty Purch Date Maturity
Sale / Maturity
Date
Share Price at Sale /
Maturity Date
Original Cost
Value
Par Value at
Sale/Maturity
Gain / (Loss) on
Sale /
Redemption
Interest
Earnings Since
Purchase Issuer CUSIP Held by
04/08/20 4/8/ 6,100 2022 4/8/2022 100.000000 609,097.20 610,000.00 4, 902.80 Federal Farm Credit BKs 575.00 3133ELWD2 U.S. Bank 09/12/19 4/30/ 3,550 2022 4/30/2022 100.000000 356,234.18 (1, 355,000.00 16, 234.18) US Treasury 358.46 912828WZ9 U.S. Bank 10/30/19 4/30/ 4,850 2022 4/30/2022 100.000000 487,595.51 (2, 485,000.00 22, 595.51) US Treasury 759.12 912828X47 U.S. Bank 10/30/19 5/31/ 4,850 2022 5/31/2022 100.000000 486,250.39 (1, 485,000.00 21, 250.39) US Treasury 937.64 912828XR6 U.S. Bank 02/15/19 6/30/ 9,500 2022 6/30/2022 100.000000 937,902.34 12, 950,000.00 70, 097.66 US Treasury 656.25 912828XG0 Stifel (from U.S. Bank) Total 2,877,079.62 2, 7, 885,000.00 920.38 136,286.47
Period Portfolio Manager
Interest
Revenue
Gain / (Loss) on
Transactions
Management
Fees
Net revenue /
(Loss) Fees as a % of Revenue
Previous Quarter Public Trust Advisors 57,812.68 (20, - 665.89) 37, 0% 146.79 Previous 12 mos. Public Trust Advisors 252,587.29 25, (10, 125.28 319.84) 4% 267,392.73 Investments Held 20,624,260.57 $ Total Fees 10,319.84Fees as % of Portfolio 0.05% PREVIOUS 12 MONTH FEE ANALYSIS
April 2021-March 2022
Sold/Matured Investments
Net Revenue Analysis - for Period Ending June 30, 2022
S:\Covina_PVT\Finance_PVT\Investments - City & CRA\Quarterly Summary\Investment Portfolos\2021-22\June 2022 total investmt portfolio Attac hm ent A-3

Page 10 of 15 ends

U.S. Bank &
Stifel Total
Investment PercentageBook Value
Cash & Pending Transactions 963,541 4.67%
Federal Home Loan 3,793,329 18.39%Federal Farm Credit 5,602,854 27.17%Certificate of Deposits 6,863,751 33.28%U.S. Treasury 3,400,786 16.49% Total 20,624,261 100.00%
*Average Investment coupon rate: 2.20% (based on weighted average of Original Cost Value)This chart shows the breakdown of the City's investments into the various investment sectors.

CITY OF COVIN
A
Inv estment Holdin
gs b
y Sector

4.67%

18.39%

33.28% 27.17%

16.49%
Holdings by Sector
Cash & Securities Pending
Settlement U.S. Treasury
Federal Home Loan
Federal Farm Credit
Certif icates of Deposit
S:\Covina_PVT\Finance_PVT\Investments - City & CRA\Investment Holdings by Sector\21-22\Investment Holdings by Sector - Jun 22 Attachment A-4

Page 11 of 15 ends

Quarter
Ending City Agency*
6/30/2020 55,024,159 6,447,0696/30/2021 66,626,319 4,521,666 6/30/2022. 85,152,535 3,576,548
The purpose of this schedule is to show, for comparison purposes, the total cash and investment values for the last 3 years. *Successor Agency to Covina Redevelopment Agency

CITY OF COVINA AND SUCCESSOR AGENCY TO THE COVINA REDEVELOPMENT AGENCY Cash and Investments Three Year Comparison as of June 30, 2022 $0
$20,000,000$40,000,000$60,000,000$80,000,000
$100,000,000
6/30/2020 6/30/2021 6/30/2022.
55,024,159
66,626,319
85,152,535
6,447,069 4,521,666 3,576,548
Quarter Ending June 30
City of Covina & Agency* Total Cash & Investments
Three Year Comparison
CityAgency*
S:\Covina_PVT\Finance_PVT\TREASURER REPORTS\FY 21-22 Treasurer Report\Cash Comparison Jun 22 ATTACHMENT A-5

Page 12 of 15 ends

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Carrying Cost Plus
Description Accrued Interest Purch. Amortized Cost Fair Value Accrued Interest United States Treasury:

Bills $ 54,848,665,577.86 $ 54,942,932,200.87 $ NA 54,781,856,500.00 Notes $ 104,643,095,916.36 $ 104,593,661,357.83 $ 102,160,461,000.00 $ 245,265,780.00 Federal Agency:

SBA $ 307,350,707.85 $ 307,350,707.85 $ 308,985,118.38 $ 193,926.96 MBS-REMICs $ 4,692,696.64 $ 4,692,696.64 $ 4,761,517.29 $ 21,218.19 Debentures $ 9,362,179,022.09 $ 9,361,738,008.20 $ 9,198,083,200.00 $ 10,102,007.55 Debentures FR $ - $ - $ - $ -
Debentures CL $ 2,350,000,000.00 $ 2,350,000,000.00 $ 2,333,288,000.00 $ 4,963,026.00 Discount Notes $ 30,059,675,770.69 $ 30,110,253,965.21 $ 30,001,238,500.00 NA Supranational Debentures $ 2,211,832,920.27 $ 2,211,832,920.27 $ 2,141,709,500.00 $ 5,074,333.50 Supranational Debentures FR $ - $ - $ - $ -
CDs and YCDs FR $ - $ - $ - $ -
Bank Notes $ 100,000,000.00 $ 100,000,000.00 $ 100,127,240.39 $ 8,333.33 CDs and YCDs $ 13,285,000,000.00 $ 13,285,000,000.00 $ 13,259,760,785.79 $ 28,932,798.53 Commercial Paper $ 11,523,629,687.36 $ 11,549,363,979.09 $ 11,525,497,727.72 NA Corporate:

Bonds FR $ - $ - $ - $ -
Bonds $ 492,674,729.32 $ 492,342,145.99 $ 473,145,680.00 $ 3,245,257.95 Repurchase Agreements $ - $ - $ - $ -
Reverse Repurchase $ - $ - $ - $ -
Time Deposits $ 4,453,000,000.00 $ 4,453,000,000.00 $ 4,453,000,000.00 NA PMIA & GF Loans $ 828,153,000.00 $ 828,153,000.00 $ 828,153,000.00 NA TOTAL $ 234,469,950,028.44 $ 234,590,320,981.95 $ 231,570,067,769.57 $ 297,806,682.01 Fair Value Including Accrued Interest $ 231,867,874,451.58 Repurchase Agreements, Time Deposits, PMIA & General Fund loans, and Reverse Repurchase agreements are carried at portfolio book value (carrying cost).

The value of each participating dollar equals the fair value divided by the amortized cost (0.987125414).

As an example: if an agency has an account balance of $20,000,000.00, then the agency would report its participation in the LAIF valued at $19,742,508.28 or $20,000,000.00 x 0.987125414.

State of California
Pooled Money Investment Account
Market Valuation
6/30/2022

Page 15 of 15 ends

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 4
Meeting: CC Regular Meeting - Aug 16 2022
Title: Reorganization of the Community Development Department Presented By: Brian K. Lee, AICP, Director of Community Development Recommendation: Approve the reorganization of the Community Development Department by underfilling an existing Associate Planner position with a Planning Technician and changing the name of the "Housing & Grants Division" to the "Special Projects Division".

EXECUTIVE SUMMARY / BACKROUND:

The current approved personnel budget for positions within the Community Development Department - Planning Division for FY 2022-2023 includes allocations for three (3) full-time planning positions, of which one has recently become vacant. As proposed, an existing Associate Planner position will be underfilled with a Planning Technician to address workload needs and better serve the public. Additionally, it is proposed that the "Housing & Grants" Division name be changed to the "Special Projects" Division to better reflect the duties of the staff within the division. These proposed adjustments are part of a multi-phase reorganization of the Department to enhance services and responsiveness to the community.

DISCUSSION:

The Community Development Department is responsible for promoting and maintaining livable and desirable communities within the City. This includes planning for the future, regulating and enforcing the building and maintenance of high-quality development, encouraging business activities, and ensuring a high quality of life for all who live in the City. This is achieved through a collaborative effort between the Administration, Planning, Building, Code Enforcement, and Housing & Grants Divisions. An increase in development and City-managed projects and grants directly correlates to an increase in responsibility and work load for the Community Development Department. As such, it has become necessary to create the full-time Planning Technician position, and to rename the Housing & Grants Division to accurately reflect the services and programs offered by the division.

Planning Division Reorganization
The Department has an existing budgeted Associate Planner position that is vacant. In assessing current/future workload needs for the Department, it was determined that underfilling the position with a Planning Technician will help to address public counter responsibilities and assistance with day-to-day planning, zoning, land use and permit questions that arise. The proposed underfilling will also produce budget savings and not increase the personnel headcount, as is explained in the tables below.

Table A: Salary Savings
Job Classification Annual Salary & Benefit Cost Salary Savings Associate Planner (Step 4) $112,214
Planning Technician (Step 2) $83,866 $28,348
Table B: Current & Proposed Staffing Levels
Job Classification Approved FY 22/23 As Amended July
19, 2022 Current Staffing Proposed Staffing Level
Senior Planner 1 1 1 1
Associate Planner 0 1 0 0
Assistant Planner 2 1 1 1
Planning
Technician 0 0 0 1
PT Planning Intern 1 1 1 1
Proposed Special Projects Division
The Community Development Department is comprised of the Administration, Planning, Building, Code Enforcement, and Housing & Grants Divisions. Each division collaborates with each other for on projects, and specializes in certain areas of City functions.

The Housing & Grants Division has historically been responsible for the functions of the Covina Housing Authority, the Successor Agency to the Covina Redevelopment Agency, the Community Development Block Grant Program, homeless programs, economic development projects, City-sponsored development projects, and other grants and community projects as assigned. Prior to the dissolution of the Covina Redevelopment Agency (CRA), the Housing & Grants Division was able to fund the development of new housing and covenanted housing using 20% of the tax increment set-aside. Since the dissolution of the Covina Redevelopment Agency, the City has not had the ability to self-fund new affordable housing. The Covina Housing Authority has taken over the obligations of the CRA, which includes overseeing the remaining affordability covenants within the City and the remaining funding of the former CRA.

Over time, the division has evolved into primarily managing the creation and implementation of grant programs, economic development initiatives, homeless programming organization, supporting new private development, and assisting in the management of City-sponsored development projects. To better reflect the breadth of projects and services provided by the division, it is recommended that it be renamed as the "Special Projects Division".

FISCAL IMPACT:

There is no proposed increase in General Fund expenditure from this action. The salary savings of leaving the Associate Planner Step 4 position vacant will cover the cost of the proposed full-time Planning Technician at Step

2. No additional funds are requested to create this position. Personnel costs related to this position shall be spent out of account 1010-4010. Additionally, there is no financial impact by changing the division name.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

This action is exempt from the provisions of the California Environmental Quality Act (CEQA).

Respectfully submitted,

Page 2 of 2 ends

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 5
Meeting: CC Regular Meeting - Aug 16 2022
Title: Purchase of One 2023 Ford E-Transit Cargo Van for the Rec and Read Covina! Project Presented By: Lisa Evans, Director of Parks & Recreation Library Services Krystal Smith, Parks & Recreation Supervisor
Recommendation: Authorize the City Manager to execute a Purchase Order with National Fleet Auto Group for the purchase of one 2023 Ford E-Transit Cargo Van in an amount not-to-exceed $70,800 for the Rec and Read Covina! Project.

EXECUTIVE SUMMARY / BACKROUND:

The Parks & Recreation and Library Services Department received a grant through the California State Library's Stronger Together: Improving Library Access program. The grant award of $162,783 will be used for the purchase a vehicle, vehicle customization, program supplies and equipment, and part-time staffing.

DISCUSSION:

In accordance with the city's purchasing policy under Covina Municipal Code Sections 2.20.200 (Joint bidding with other governmental entities) and 2.20.210 (Joint purchasing agreement with other governmental entities), the formal bid procedure may be waived when it is to the city's advantage to combine its purchases with those of another governmental entity. Therefore, staff is recommending to procure a vehicle through National Auto Fleet Group under the Sourcewell Contract 091521-NAF.

FISCAL IMPACT:

The total purchase cost of the vehicle is covered by grant funds from the California State Library. These funds are budgeted in account 28303900 55550.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

Not applicable.

ATTACHMENTS:

Attachment A - Rec and Read Vehicle Quote
Respectfully submitted,
g Nationa to Flee
f
A Dlvllln role: nl wnunwlnn
490 Auto Cantu ,Wa:sonvilln, CA
[855] 285-8 311450-B457
FleecwNa:' toFIeetGruup.c
6/29/2022 ote ID: 32173
der Cut Off Date: TBA
Bob Hogan
City of Covina
Equipment / Public Works
125 E. College Street
534 Barranca Ave
Covina, California, 91723
Dear Bob Hogan,
National Auto Fleet Group is pleased to quote the following vehic|e(s) for your consideration.

One (1) New/Unused (2023 Ford E-Transit Cargo Van (W3X) T-350 148" EL Hi Rf 9500 GVWR R W
D,
)and
delivered to your specified location, each for
One Unit One Unit Total % Total Savi
ngs (MSRP) Savings
Contract Price $65,200.00 $64.200.00 1.534 % $1,000.
00 Tax (10.2500 %) $6,580.50
Tire fee $8.75
Total $70,789.25
- per the attached specifications.

This vehicle(s) is available under the Sourcewell Contract 091521-NAF . Please reference this Cont ract
num onall
ber purchase orders to National Auto Fleet Group. Payment terms are Net 20 days after receipt of vehicl e. Thank you in advance for your consideration. Should you have any questions, please do not hesitate cal l. Sincerely,
Quoting Department
Account Manager
Email: F|eet@Nationa|
AutoF|
eetGroup.com
Office: (855) 289-
6572 Fax: (831) 480-8497
- NISSAN CHEVROLET
t Gro
up 85076
1Au
n :1 Chi!
r Drive
572 - [8
mna|Au
Qu Or

Page 2 of 4 ends

2023 FleetlNon-Retail Ford E-Transit Cargo Van T-350 148" EL Hi Rf 9500 G R RWD

WINDOW STICKER
2023 Ford E-Transit Cargo Van T-350 148" EL HiRf 9500 GVWRRWD CODE
W3X
99K
44A
64H
YZ
VK
21G
101A
438
68H
153
18P
55D
58C
41J 15F 52C 86F 90C
MODEL
2023 Ford E-Transit Cargo Van T-350 148" EL Hi Rf 9500 GVWR RWD

OPTIONS
ENGINE: ELECTRICMOTOR, (STD)
TRANSMISSION: SINGLE-SPEED, (STD)
WHEELS: 16" STEEL W/FULLSILVER COVER, (STD)

OXFORD WHITE

STANDARD PAINT

DARK PALAZZOGRAY, VINYLFRONT BUCKETSEATS
DARK PALAZZO GRAY VINYLBUCKET SEATS.-inc: 2-way manual driver seat, 2-way manual passenger seat and driver armrest only (STD)
ORDER CODE 101A
REVERSE BRAKEASSIST, -inc: Ifthe system determines a collision is imminent while in reverse, automatic braking is applied to avoid a crash or mitigate an impact, System operation willbe effected by aftermarket rear step or other rear-mounted equipment, 360-Degree Camera w/Split View, front washer, Front, side and rear facing cameras allow the driver to toggle through different camera views via a button located on the instrument panel, Honeycomb Mesh Grille wlchrome Surround, Reverse Sensing System, Front Fog Lamps, Auxiliarylamps that are generally integrated into the front fascia and designed to help illuminate the roadway during poor visibility RUNNING BOARDS, -inc: Covers the B-C pillar passenger-side

FRONT LICENSE PLATE BRACKET
50/50 HINGED REAR DOOR W/253-DEGREE OPENING
FRONT FOG LAMPS, -inc: Auxiliarylamps that are generally integrated into the front fascia and designed to help illuminate the roadway during poor visibility RADIO: AM/FMSTEREO W/SYNC 4/SIRIUSXMW/360L, -inc: HD Radio, 12" multi-functiondisplay, Bluetooth, dual USB ports, embedded voice recognition, connected built-in navigation (3 years of service) and 4 speakers (front), Ford commercial solutions energy management and vehicle insight tools (access to the Ford charge network, public charging account setup and management, driver KEYLESS ENTRY KEYPAD INTELLIGENTACCESS W/PUSH-BUTTON START 2 ADDITIONALKEYS (4 TOTAL), -inc: key fobs VIRTUAL REARVIEW MIRROR, -inc: Placed in the traditional rearview mirror mount location, this always on, auto-dimming enhanced mirror provides full digital rean/iew images when obstructions such as a bulkhead, cargo or no rear windows are present, Returns to mirror mode when the camera is turned off, This is not a reverse back-up camera FULL REAR COMPARTMENT LIGHTING, ~inc:cargo area LED lights at C-pillar, D-pillar and mid- ship and rear compartment LED switch MSRP
$58,970.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$905.00
$290.00
$0.00
$70.00
INC
$220.00
$90.00 INC $70.00 $555.00 $70

Page 3 of 4 ends

86W FRONT ALL-WEATHERFLOOR MATS $
110
.00 17P 6 CARGO TIE-DOWN HOOKS $25.
00 65A BLINDSPOT ASSIST 1.0, -inc: Blind Spot Information System (BLIS) w/Cross-Traf?c Alert and $ 55 5.
00 trailer coverage, Blind Spot Assist 1.0 combines Blind Spot Information System (BLIS) wllane keeping aid to provide a visual warning and resistive steering torque to prevent a collision should an object be recognized in the vehicles blind spot while changing lanes, Short-Arm Pwr-Folding Heated Pwr Adjusting Mirrors, turn signals
61D 360-DEGREE CAMERA W/SPLIT VIEW, -inc: front washer, Front, side and rear facing cameras INC allow the driver to toggle through different camera views via a button located on the instrument panel, Honeycomb Mesh Grillew/Chrome Surround, Reverse Sensing System, Front Fog Lamps, Auxiliarylamps that are generally integrated into the front fascia and designed to help illuminatethe roadway during poor visibility
43R REVERSE SENSING SYSTEM INC
66D FRONT OVERHEAD SHELF $70.
00 87A 12V POWERPOINT, -inc: Located in the rear of the vehicle INC 90E 120V/2.4KW PRO POWER ONBOARD, -inc: Pro power onboard allows the vehicle to be used as a $ 1 ,2
6 5
.0
0 power source for tools to be plugged in to, Intelligent Access w/Push-Button Start, 12V Powerpoint, Located in the rear of the vehicle
61C VEHICLE MAINTENANCEMONITOR, -inc: Depending on the engine, this feature willdisplay $0.00 engine hour meter, oil life, oil level and tire pressure status 43B BACK UP ALARM,-inc: 102 dB(A) warning capability $
14 0.
00 Please note selected options override standard equipment

SUBTOTAL
Advertl Adjustments $0.00
Manufacturer Destination Charge $
1 ,7
9 5
.0
0 TOTAL PRICE
Est City: N/A MPG
Est Highway: N/A MPG
Est Highway Cruising Range: N/A mi
Any performance-related calculations are offered solely as guidelines. Actual unit performance willdepend on your o p
e
r
at
in
g
conditions.

Page 4 of 4 ends

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 6
Meeting: CC Regular Meeting - Aug 16 2022
Title: Revise Job Descriptions for Deputy City Clerk, Records Technician, and Library Supervisor, Reclassify the Position of Executive Assistant to the Police Chief to Management Analyst, Establish New Classifications and Salary Ranges for Librarian I and II within the Mid-Management, Supervisory and Professional, and Confidential and Technical Employees (Unaffiliated) Compensation Rules, and Authorize a Side Letter Agreement between the City of Covina and the Police Association of Covina (PAC) for Special Assignment Pay for the Jailer Job Classification Presented By: Suzanne Stone, Human Resources Manager
Anita Agramonte, Administrative Services Director
David Povero, Chief of Police
Lisa Evans, Parks & Recreation and Library Services Director Recommendation: That the City Council approve the following:

1. Revise the Job Descriptions for Deputy City Clerk, Records Technician, and Library Supervisor

2. Reclassify the Job Classification of Executive Assistant to the Police Chief to Management Analyst in the Police Department

4. Adopt Resolution CC 2022-85 to:
a. Authorize the City Manager to Execute the Side Letter Agreement Between the City and PAC, to Amend the PAC MOU
EXECUTIVE SUMMARY:

A review of several job classifications was recently completed to ensure that listed job duties and responsibilities accurately reflect actual business operations. Additionally, in the course of this review, opportunities were identified to better serve the organization, including the creation/reclassification of certain job titles and the adoption of a special assignment designation for jailer job functions in the Police Department.

BACKGROUND:

Periodically, Human Resources conducts a review of the operating structure and job classifications in one or more of the City’s departments to ensure competitiveness with the labor market and to address changing operational needs. A review of the current staffing needs in the Police Department, City Clerk's Office, and the Parks & Recreation and Library Services Department was conducted. Based on the review, it was determined that the certain revisions are necessary to support the current needs of each department's operations and the public they serve. These revisions will also support recruitment and retention efforts in the City.

On July 20, 2021, the City Council approved a Memorandum of Understanding (MOU) with PAC. Article 11.2 (Special Assignment Pay) of the PAC MOU outlines the provisions for premium pay for specified job classifications represented by the bargaining unit. The City met and conferred in good faith with PAC regarding the recommendation to establish a five percent (5%) Special Assignment Pay for the classification of Jailer when the incumbent is performing higher-level duties, such as overseeing the work of other employees. PAC is in agreement with this change to the PAC MOU. The Resolution for the PAC Side Letter is attached as Attachment B.

DISCUSSION:

The following is a list of the requested modifications:

Type Justification Funding Source
Reclassification- Executive
Assistant to the Police Chief to
Management Analyst
Based on current job duties and
the changing needs of the
department, it is recommended
that the Department reclassify
the position and the incumbent
to the more appropriate job
classification of Management
Analyst. This will better
support the operational needs of
the Department and will update
an obsolete job title which is
problematic for recruiting and
retention
Currently included in the Police
Department budget for FY
22/23
Revise the Job Description for
the Library Services Supervisor
The job classification had not
had a recent review and
required minor revision to
update the current duties
N/A
Revise the Job Descriptions for
Deputy City Clerk and Records
Technician
The current organizational
structure of this small but
critical division of the City
Manager's office necessitated
updating the essential functions
to best support the needs of a
modern municipality
N/A
Establish New Job
Classifications for Librarian I
and Librarian II within the
Unaffiliated Compensation
Rules
The City's Library is a key
community resource that
requires appropriate staffing to
meet the needs of its patrons.

A recent study resulted in a
recommendation to add one (1)
Librarian position with the
flexibility to promote to
Librarian II once the experience
and educational requirements
are met for the higher level
position, thus providing a clear
career ladder for incumbents
Parks & Recreation and Library
Services General Fund -
Appropriation required
Adopt 5% Special Assignment
Pay for Jailer Job Classification
It is necessary for the
incumbent in the position of
Jailer to go beyond
expectations to perform duties
Currently included in the Police
Department budget for FY
22/23

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at a higher level, such as
overseeing Jail operations and
staff. Special Assignment Pay
incentive will provide equitable
compensation for performing
the more complex duties
The Resolution for the new Librarian I and II job classifications and budget amendment is attached as Attachment A.

The updated Job Descriptions for Library Supervisor, Deputy City Clerk, and Records Technician are attached as Attachments C, D, and E respectively.

FISCAL IMPACT:

Funding for the proposed reclassification of the Executive Assistant to the Police Chief to Management Analyst, and Special Assignment Pay for Jailer were included in the City’s Fiscal Year 2023 budget, which was approved by City Council on May 17, 2022.

The attached Resolution CC 2022-84 will amend the budget for the Parks & Recreation Library Services General Fund, (Account Distribution 10103900-50010) to add funding for the total Compensation of $119,503.36 for one (1) Librarian I/II position.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

Not applicable.

ATTACHMENTS:

Attachment A - Resolution CC 2022-84
Attachment B - Resolution CC 2022-85
Attachment C - Library Services Supervisor Job Description Attachment D - Deputy City Clerk Job Description
Attachment E - Records Technician Job Description
Respectfully submitted,

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RESOLUTION CC 2022-84

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA,

CALIFORNIA, AMENDING THE PARKS & RECREATION AND
LIBRARY SERVICES BUDGET AND AMENDING THE MIDMANAGEMENT, SUPERVISORY AND PROFESSIONAL, AND

CONFIDENTIAL AND TECHNICAL EMPLOYEES COMPENSATION

RULES AND SALARY SCHEDULES TO INCLUDE THE LIBRARIAN I

AND II CLASSIFICATIONS
WHEREAS, the City of Covina (“City”) is a municipal corporation duly organized and existing pursuant to the Constitution and laws of the State of California; and WHEREAS, the Parks & Recreation and Library Services Department and the Human Resources Department desire to establish new job classifications and salary ranges for Librarian I and II, revising Sections 3.B. and 3.C. of the Mid-Management, Supervisory and Professional, and Confidential and Technical Employees Compensation Rules.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The City Council approves and authorizes the Human Resources Manager to establish the amendment as follows:

A. Effective August 16, 2022, the job classifications of Librarian I and II shall be established and the monthly salary range for Librarian I (Technical designation) shall be $5,240.00 (Step 1) to $7,022.10 (Step 7) and for Librarian II (Mid-Management designation) shall be $5,646.85 (Step 1) to $7,567.32 (Step 7). The revised salary schedules for MidManagement, Supervisory and Professional, and Confidential and Technical Employees Compensation Rule, effective August 16, 2022 and July 1, 2023 and respective job descriptions are attached hereto as Exhibits A and B.

B. The General Fund for Parks & Recreation and Library Services budget shall be increased $118,842 to include the estimated annual salary and benefits for one (1) position of Librarian I/II.

SECTION 2. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.

APPROVED and PASSED this 16th day of August, 2022.

City of Covina, California
BY:

PATRICIA CORTEZ, Mayor

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Resolution CC 2022-84 Page 2 of 2
ATTEST:
_____________________________________
FABIAN VELEZ, Deputy City Clerk

CERTIFICATION
I, Fabian Velez, Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2022-84 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 16
th day of August, 2022, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:
_______________________________________
FABIAN VELEZ, Deputy City Clerk

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Resolution CC 2022-84 Exhibit A

CITY OF COVINA

LIBRARIAN I
DEFINITION:

Under general supervision, provides professional library services in such areas as acquisitions, youth services, readers advisory, reference and automated information services; instructs patrons in the use of print, audio visual and online resources; demonstrates a full understanding of all applicable policies, procedures and work methods associated with assigned duties; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS:

The Librarian I is a journey level classification, responsible for orienting patrons to library procedures, practices, resources and specialized information sources. May oversee the provision of specialized services such as reference, youth services and automated information services. This classification is distinguished from the next higher classification of Librarian II in that the latter has broader responsibilities with overall library supervision and delivery of programs and services. Positions in this class series are flexibly staffed and positions at the Librarian II level are normally filled by advancement from the Librarian I level with three (3) years of increasingly responsible library experience and responsibility for a major library collection or activity, functional cross training in other library service areas, meeting the educational requirements, and successful performance reviews. The decision to fill the higher-level Librarian II position is at the Department Head’s discretion. Work schedule may include evenings and weekends.

SUPERVISION RECEIVED/EXERCISED:

Receives general supervision from the Library Services Supervisor. Incumbents in the classification do not routinely exercise supervision, but may provide functional and technical supervision and training for staff and volunteers.

ESSENTIAL FUNCTIONS: (include but are not limited to the following) • Offers specialized professional assistance to patrons in person and by telephone; orients patrons to library procedures, resources and specialized information sources; provides services in a variety of areas in the Library, including youth and adult services, reference, readers advisory, and automated information services; instructs patrons in the use of print, audio visual and online resources. • Applies general library materials selection standards and policies. • Advises and assists library patrons in locating and choosing appropriate materials and in using various reference sources.
• Provides quality customer service; responds to questions and concerns from library patrons, the general public, departmental staff and other agencies; provides information and resolves service Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

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Resolution CC 2022-84 Exhibit A
issues or complaints; represents the department with other City departments, other agencies, civic groups and the public.
• Assists in the development and implementation of special programs and services. • Participates in the preparation and presentation of workshops and training for staff development. • Participates in collection development in assigned areas, including selection, weeding and maintenance of materials; catalogs and classifies library materials; recommends, maintains and continually updates knowledge of new and existing library materials and resources. • Prepares bibliographic guides to the Library’s collections; compiles, catalogs and classifies information materials.
• Provides diverse general and in-depth reference services; recommends appropriate research methods and strategies; prepares, publicizes and conducts specialized programs for youth and adult patrons; makes presentations to community organizations and schools; provides for educational and entertaining programs for patrons; creates displays and informational brochures; arranges and conducts tours of the library; assists patrons in the use of automated equipment, software and databases found in the library; assists in the troubleshooting of problems with computers, peripherals, internet sites, and databases.
• Monitors and keeps informed of current trends in the field of library services; plans and develops programs and collections for use by particular groups of patrons; attends professional meetings and conferences.
• Uses and instructs others in the use of computers to locate information through electronic networks; diagnoses problems with computer and database; orders repairs as needed. • Assists in scheduling staff; serves as liaison with volunteer program. • Establishes positive working relationships with representatives of community organizations, state/ local agencies and associations, City management and staff, and the public.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:

Physical
Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires dexterity and coordination for fine manipulation for grasping and repetitive hand movement for tasks such as handling files and single pieces of paper, or in preparing and retrieving statistical reports and data using a computer keyboard. Some reaching for items above or below desk level. Additionally, the position requires both near and far vision in reading correspondence, written reports and work-related documents. Acute hearing is required when providing phone and personal service. The incumbent in this position may be required to drive a City vehicle. The need to lift, drag and push files, paper, book carts, boxes of books, and donated materials, and documents weighing up to 25 pounds is also required, as well as speech sufficient to communicate in group settings without the aid of a microphone.

Mental
Operations require almost continuous attention. Strong cognitive abilities and remaining alert and aware of surroundings are necessary for problem-solving, working through assignments, and safety. Incumbents

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Resolution CC 2022-84 Exhibit A
are required to use written and oral communication skills, read and interpret data, information and documents; analyze and solve problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; perform highly detailed work on multiple, concurrent tasks; work under deadlines with constant interruptions; and interact with City management, staff, the public and others encountered in the course of work.

Environmental
Work is performed in a standard office setting, with direct contract with the public. Environment is generally indoors and clean, with limited exposure to dust, fumes, odors or noise. Work schedule may include evenings and weekends. The incumbent may use cleaning chemicals, which may expose the incumbent to fumes, dust, and air contaminants.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.)
Education and/or Experience:

Any combination of education and experience that has provided the knowledge, skills and abilities necessary for a Librarian I. A typical way of obtaining the required qualifications is to possess the equivalent of two (2) years of increasingly responsible library experience, and a Bachelor’s Degree with Library-related education.

License/Certificate:

Possess and maintain a valid Class C California driver’s license and a satisfactory driving record.

KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS’s necessary to perform essential duties of the position.) Knowledge of:

Theories, principles and practices of library sciences; authors, books, media and other library resources and sources of information; principles and practices of collection development, cataloging and classification; principles and techniques used in bibliographic research; basic reference methods, techniques and resources; use of microcomputers to search for information and to tie into network sources from other library systems; basic principles of mathematics; understanding of applicable federal, state and local laws, codes and regulations; methods and techniques of scheduling work assignments; standard office procedures, practices and equipment; modern office practices, methods and equipment, including computers and specialized library software; methods and techniques for recordkeeping and report preparation and writing; proper English, spelling and grammar; and understanding of occupational hazards and standard safety practices.

Ability to:

Learn and provide services in specialized areas such as acquisitions, youth and adult services, reference, readers advisory, and automated information services; create, design and set-up public displays and information materials; work evenings and weekends as required; read, interpret and

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Resolution CC 2022-84 Exhibit A
record data accurately; organize, prioritize and follow-up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze complex issues, and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate effectively, both orally and in writing; establish and maintain effective working relationships.

Skill to:

Operate an office computer and a variety of software applications, including a variety of specialized library software.

BARGAINING GROUP: UNAFFILIATED

TECHNICAL
CREATED: 8/16/2022

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Resolution CC 2022-84 Exhibit B

CITY OF COVINA

LIBRARIAN II
DEFINITION:

Under general supervision, performs professional library work in support of all major library functions; provides highly responsible and technical staff assistance to the Library Services Supervisor; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS:

The Librarian II is a journey level class responsible for overseeing Circulation functions, assisting with the acquisition, cataloging and processing of all forms of library materials and resources, and assisting with the coordination of other library programs and events. Ensures consistency and accuracy in cataloging, and keeps abreast of revisions in cataloging rules, trends and practices. This classification is distinguished from the next lower classification of Librarian I by the responsibility for overseeing the operations of a major library section, and for the day-to-day supervision of an assigned staff. Positions in this class series are flexibly staffed and positions at the Librarian II level are normally filled by advancement from the Librarian I level with three (3) years of increasingly responsible library experience and responsibility for a major library collection or activity, functional cross training in other library service areas, meeting the educational requirements, and successful performance reviews. The decision to fill the higher-level Librarian II position is at the Department Head’s discretion. When filled from the outside, the incumbent is required to have prior related experience, which allows him/her to meet the qualification standards at the Librarian II level. Work schedule may include evenings and weekends.

SUPERVISION RECEIVED/EXERCISED:

Receives general direction from the Library Services Supervisor. Exercises direct and indirect supervision over assigned library support staff and volunteers.

ESSENTIAL FUNCTIONS: (include but are not limited to the following) • Plans, directs, supervises and participates in the work of staff responsible for the acquisition, cataloging and processing of a wide variety of library materials; assesses daily workflow and makes necessary assignments to ensure efficient and effective patron services; participates in the selection, motivation, evaluation, and training of assigned staff and volunteers; monitors work activities to ensure safe work practices, work quality and accuracy; develops, implements and maintains record keeping procedures and techniques.
• Plans, organizes and conducts children’s programs designed to interest and familiarize children in the use of library materials; presents story hours; works with schools and community groups; prepares promotional materials and publicity.
• Assists patrons in the use of library services and tools; accesses and retrieves information; researches and responds to technical reference questions.

Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

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Resolution CC 2022-84 Exhibit B
• Participates in the development, implementation and maintenance of goals, objectives, policies and procedures in areas of assigned supervisory responsibility; reviews and evaluates work methods and procedures for improving organizational performance and meeting section goals; compiles library activity reports and statistics; ensures that goals are achieved. • Participates in the preparation and presentation of workshops and training for staff development; directs and trains assigned staff; recruits, trains and supervises staff and volunteers. • Assists in developing and administering assigned budget; evaluates and recommends funding for staffing, equipment, materials, and supplies; monitors expenditures within area of accountability. • Participates in collection development, including selection, discard and maintenance of materials; catalogs and classifies library materials; maintains and continually updates knowledge of new and existing library materials and resources; ensures materials are available and useful to the public. • Provides input in the development of long-range plans for library automation; performs analysis and provides budget estimates; prepares and submits grants proposals for automated services and equipment; provides troubleshooting and maintenance for computers, peripherals and software; keeps abreast of new technologies and practices.
• Monitors and keeps informed of current trends in the field of Library services; applies new cataloging rules and interpretations as appropriate; resolves cataloging conflicts or ambiguities; attends professional meetings and conferences.
• Responds to questions and concerns from library patrons, the general public, departmental staff and other agencies; provides information and resolves service issues or complaints; represents the department with other City departments, outside agencies, civic groups and the public; establishes and maintains quality customer service.
• Establishes positive working relationships with representatives of community organizations, other librarians in neighboring communities, state/ local agencies and associations, City management and staff, and the public.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:

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Resolution CC 2022-84 Exhibit B
are required to use written and oral communication skills, read and interpret data, information and documents; analyze and solve problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; perform highly detailed work on multiple, concurrent tasks; work under deadlines with constant interruptions; and interact with City management, staff, the public and others encountered in the course of work.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.)
Education and/or Experience:

Any combination of education and experience that has provided the knowledge, skills and abilities necessary for a Librarian II. A typical way of obtaining the required qualifications is to possess the equivalent of three (3) years of increasingly responsible library experience and a Master of Library Science degree from an American Library Association (ALA) accredited college.

License/Certificate:

Possess and maintain a valid Class C California driver’s license and a satisfactory driving record.

KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS’s necessary to perform essential duties of the position.) Knowledge of:

Theory, principles and practices of library sciences; authors, media and other library resources and sources of information; principles and practices of collection development, cataloging and classification; principles and techniques used in bibliographic research; basic reference methods, techniques and resources; library automation and new technologies as applied to public libraries; principles and practices of budget development and administration; methods and techniques of supervision, training and motivation; basic principles of mathematics; methods and techniques of scheduling work assignments; standard office procedures, practices and equipment; modern office practices, methods and equipment, including computers and applicable software; methods and techniques for recordkeeping and report preparation and writing; proper English, spelling and grammar; understanding of occupational hazards and standard safety practices; and, understanding of applicable federal, state and local laws, codes and regulations.

Ability to:

Plan, organize and evaluate the work of subordinate staff; train, supervise and motive subordinates in assigned areas of responsibility; appropriately acquire, classify and catalog a

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Resolution CC 2022-84 Exhibit B
variety of library materials; deal effectively and tactfully with patrons and the public; work evenings and weekends as required; read, interpret and record data accurately; organize, prioritize and follow-up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze complex issues, and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate effectively, both orally and in writing; establish and maintain effective working relationships.

Skill to:

Operate an office computer and a variety of software applications, including a variety of specialized library software.

BARGAINING GROUP: UNAFFILIATED

PROFESSIONAL
CREATED: 08/16/22

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RESOLUTION CC 2022-85

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA,

CALIFORNIA, AUTHORIZING A SIDE LETTER BETWEEN THE CITY

OF COVINA AND THE POLICE ASSOCIATION OF COVINA,

ESTABLISHING SPECIAL ASSIGNMENT PAY FOR THE JAILER

CLASSIFICATION
WHEREAS, the City of Covina (“City”) is a municipal corporation duly organized and existing pursuant to the Constitution and laws of the State of California; and WHEREAS, the Police Department and Human Resources Department desire to enter into a Side Letter Agreement between the City of Covina and the Police Association of Covina (PAC) revising Article 11.2 of the Memorandum of Understanding (MOU) between the City of Covina and PAC.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The City Council approves and authorizes the City Manager to execute a Side Letter Agreement between the City of Covina and PAC revising Article 11.2, of the Memorandum of Understanding between the City of Covina and PAC, adopted by the City Council on July 20, 2021, to establish Special Assignment pay for Lead Jailer. The Side Letter Agreement is attached hereto as Exhibit A
SECTION 2. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.

APPROVED and PASSED this 16th day of August, 2022.

City of Covina, California
BY:

PATRICIA CORTEZ, Mayor
ATTEST:
_____________________________________
FABIAN VELEZ, Deputy City Clerk

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Resolution CC 2022-85 Page 2 of 2

CERTIFICATION
I, Fabian Velez, Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2022-85 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 16
th day of August, 2022 by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:
_______________________________________
FABIAN VELEZ, Deputy City Clerk

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Resolution CC 2022-85 Exhibit A

EXHIBIT A

SIDE LETTER OF AGREEMENT

BETWEEN

THE CITY OF COVINA
AND

THE POLICE ASSOCIATION OF COVINA
This Side Letter of Agreement (“Agreement”) between the City of Covina (“City”) and the Police Association of Covina (“PAC”) (collectively “Parties”) is entered into with respect to the following:

WHEREAS, on July 20, 2021, the City Council approved a Memorandum of Understanding (MOU) between the City of Covina and the Police Association of Covina; and WHEREAS, Article 11.2 (Special Assignment Pay) of the PAC MOU establishes premium pay for specific identified assignments; and
WHEREAS, the Parties met and conferred and agree to revise the language set forth in the Parties’ Agreement; and
THEREFORE, the Parties hereby agree to the following:

1.) Article 11.2. of the PAC MOU shall be revised as follows:

F. LEAD JAILER
The Chief of Police has the discretion to assign one Jailer for the Lead Jailer assignment. Assignment pay for the Lead Jailer shall be five percent (5%) of base salary.

The parties agree that this is special compensation and shall be reported as such to CalPERS, to the extent it is legally permissible, pursuant to Title 2 CCR, Section 571(a)(4).

The selection for the assignment of Lead Jailer shall be comprised of the following:

The Chief of Police has the authority to select any one (1) Jailer not on probation to serve as the Lead Jailer.

A Jailer so selected will receive additional compensation as noted in this MOU.

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It is understood that the needs of the Department must have priority over days-off and watch assignments in order to accomplish the training needs.

This side letter shall become effective upon the date of City Council approval of this side letter.

All other terms of the PAC MOU remain in effect for the term of the MOU.

FOR THE CITY OF COVINA
Chris Marcarello Date
City Manager

FOR THE POLICE ASSOCIATION OF COVINA
Danny Palma Date
President
Kyle Hulsey Date
Vice President

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CITY OF COVINA

LIBRARY SERVICES SUPERVISOR
DEFINITION:

Under general direction, plans, implements, directs, and supervises functions within the Library Services Division of the Parks & Recreation Department, including overseeing Adult and Children's Reference areas; Circulation area; Literacy Programs; public computers for adults, teens, and youth; story time activities; and other related library services and activities; coordinates and supervises library volunteers; trains staff members in customer service; conducts meetings and safety trainings with staff; participates in the development and monitoring of various budgets; ensures quality of programs/services and safe work practices; maintains appropriate work records; serves as a technical resource for assigned personnel; may serve as liaison to the Library Board, Friends of the Library, or other groups supporting the Library; attend evening meetings as required; may work weekends and evening shifts as assigned; and performs other related duties as required.

DISTINGUISHING CHARACTERISTICS:

The Library Services Supervisor is the supervisory level class responsible for planning, implementing, directing, and supervising the functions of the Adult and Children's Reference Areas, Circulation Area, public computers, and copy machines, Awe Station, story times, Literacy Programs, and more in the Library Services Division of the Parks & Recreation Department. The incumbent directs and supervises various library staff, programs and services, and volunteers.

SUPERVISION RECEIVED/EXERCISED:

Receives general direction from the Director of Parks & Recreation and Library Services or designee.

Exercises direct and indirect supervision over technical and administrative support personnel; and technical and functional supervision over lower level professional personnel.

ESSENTIAL FUNCTIONS: (include but are not limited to the following) When assigned to Library Services:
• Provides reference and advisory services to customers; performs professional work in the classification, cataloging, and ordering of collection materials of various media including original cataloging when required; assists with implementing ongoing authority control procedures and maintain authority file.
• Participates in the development of policies and procedures; recommends programs, activities and work methods to higher level personnel; maintains records and develops reports on new or existing programs.
• Participates in the Library Services Division recruitment process, including hiring and supervising part-time employees and volunteers; develops schedules and work methods for performing Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

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assigned duties; ensures adherence to safe work methods, procedures and practices; initiates corrective action as appropriate.
• Develops and prepares program calendars, staff manuals, flyers, memos, and training materials. • Trains staff members in leadership techniques and supervision; conducts safety trainings with staff, including employee safety, SB 198 laws, City policies, and Library policies and procedures; leads weekly staff meetings; checks time sheets and coordinates scheduling for Library Services Division staff; and conducts staff evaluations.
• Provides administration and maintenance of an integrated library system; the library's commercial databases; and the division's web pages.
• Trains staff and patrons on new techniques and technologies associated with library programs and services.
• Assists in developing the collection by reading, reviewing, and recommending materials; reviews current collection to determine additional materials needed and select materials for repair or discard.
• Assists in the development and oversight of the "Materials Collection Development Committee." • Observes operations and makes recommendations related to a variety of Library services including Internet, audio-visual, reference and technical services; prepares and maintains related records and reports.
• Identifies various users and community needs and recommends, plans, and assists in developing appropriate programs; designs and arranges library materials for display; compiles bibliographies for print and/or department website use.
• Assesses customer needs through discussion with patrons; makes recommendations about effective use of department resources and services to meet customer needs. • Instructs customers in the use of library tools including catalogs, computer databases, bibliographic resources, and the Internet.
• Proposes, plans, coordinates, markets, and implements a variety of community outreach programs, department programs, and activities, and special events as assigned. • Consults with library professional staff on the selection, implementation, and maintenance of library technology, equipment, and software programs.
• Tests and implements computer applications and analyzes problems with existing applications; consults with City department staff; coordinates system activities with users to identify needs; participates in the installation of software, system configuration and troubleshooting of software and hardware issues in support of the City's virtual library. • Seeks ways to improve information access in support of the department's mission and programs; promotes and maintains the library's commercial databases. • Provides support and expertise in the selection, setup, and maintenance of the third party software. • Promotes library services and programs through new release flyers, brochures, email marketing, and current website information.
• Assists in the design and implementation of standards for selection, review and replacement of subject collections; conducts ongoing statistical analysis of collections and collection needs. • Assists in budget priorities regarding assigned area; prepares budget reports; administers, coordinate, monitors and controls expenditures and budget for collection development, programs, marketing, and advertising.
• Prepares and administers grants.
• Builds and maintains positive working relationships with coworkers, other City employees, and the public using principles of excellent customer service.
• Performs related duties as assigned.

When Assigned to Literacy Programs:
• Plans, directs, supervises, and participates in the work of staff responsible for the library literacy program; assesses daily workflow and makes necessary assignments to ensure efficient and

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effective student services; participates in the selection, motivation, evaluation, and training of assigned staff and volunteers; monitors work activities to ensure safe work practices, work quality and accuracy; develops, implements and maintains record keeping procedures and techniques. • Recruits and trains volunteer tutors; evaluates adult and youth literacy learners for appropriate placement; matches tutor and learner pairs; schedules tutoring sessions and monitors the progress of students; facilitates feedback and evaluation sessions with tutors and students; conducts outreach programs targeting functionally illiterate adults and youth; evaluates, monitors and reports on the progress of the program.
• Supervises library volunteer program and coordinates recruitment efforts to attract and maintain volunteers; screens, trains, and monitors performance; plans and carries out volunteer recognition programs.
• Conducts public awareness campaigns, including speaking to community groups and organizations, preparing press releases, developing marketing materials, and conducting special events and programs; makes presentations promoting the program and soliciting financial contributions and volunteer tutors; develops and maintains close ties and coordination with local school districts, California State Library literacy program, community agencies and groups, schools and other literacy providers.
• Develops and administers assigned budgets; prepares and submits project progress reports, evaluations and other statistical information required by federal, state or local funding agencies; evaluates and recommends funding for staffing, equipment, materials, and supplies; reviews and maintains goals and objectives that are aligned with local, state, and federal long-range strategic plans. Conducts research, writes and prepares numerous grant proposals to continue literacy program funding.
• Monitors and keeps informed of current trends in the field of literacy training; applies new concepts, practices and technologies; attends professional meetings, required trainings, and conferences. • Participates in the Library Services Division recruitment process, including hiring and supervising part-time employees and volunteers; develops schedules and work methods for performing assigned duties; ensures adherence to safe work methods, procedures and practices; conducts performance reviews; initiates corrective action as appropriate. • Participates in the development of policies and procedures; recommends programs, activities and work methods to higher level personnel; maintains records and develops reports on new or existing programs.
• Develops and maintains a collection of resources appropriate to the curriculum, the students, and teaching modalities within the program.
• Responds to questions and concerns from students, volunteers, the general public, departmental staff, and other agencies; provides information and resolves service issues or complaints; represents the department with other City departments, other agencies, civic groups, and the public; establishes and maintains a positive working relationship using the principals of excellent customer service.
• Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public. • Perform related duties as assigned.

PHYSICAL, MENTAL, AND ENVIRONMENTAL WORKING CONDITIONS:

Physical
Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in the performance of daily activities. Additionally, the position requires both near and far vision in reading correspondence, written reports and work-related documents. Acute hearing is required when providing phone and personal service. The incumbent in this position may be required to drive a City vehicle. The need to lift, drag and push files, paper, book carts,

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boxes of books, and donated materials, and documents weighing up to 25 pounds is also required, and speech sufficient to communicate in group settings without the aid of a microphone, is also required.

Mental
Operations require almost continuous attention. Incumbents are required to use written and oral communication skills, read and interpret data, information and documents; analyze and solve problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; perform highly detailed work on multiple, concurrent tasks; work under deadlines with constant interruptions; and interact with City management, staff, the public and others encountered in the course of work.

Environmental
Work is performed in a standard office setting, with direct contact with the public. Environment is generally indoors and clean, with limited exposure to dust, fumes, odors or noise. Work schedule may include evenings and weekends. The incumbent may use cleaning chemicals, which may expose the incumbent to fumes, dust, and air contaminants.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.)
Education and/or Experience:

Education:

Bachelor's degree in English, literature, history, or a related field from an accredited college or university is required.

Experience:

Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for a Library Services Supervisor.

A typical way of obtaining the required qualifications is to possess the equivalent of three (3) years of increasingly responsible supervisory experience in Library services, programs, and/or Literacy programs in a Library setting, with two (2) years of Library experience in a municipal setting.

License/Certificate:

Possess and maintain a valid class C California driver license and satisfactory driving record.

KNOWLEDGE/ABILITIES/SKILLS: The following are a representative sample of the KAS’s necessary to perform essential duties of the position.

Knowledge of:

Principles and practices of library science and/or literacy program development, strategic planning, and service delivery; Library organization, services, and equipment including applicable

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information systems technology; basic principles and practices of library related program development and service delivery; information sources, bibliographies, reference materials, cataloging, and classification systems; collection development, including material selection, and cataloging procedures; principles and practices of library systems administration, programming, electronic data processing, and application documentation; curriculum development and administration, including material evaluation and selection; ; principles and practices of adult and youth instruction, library literacy program development, strategic planning and service delivery, library literacy systems administration, programming, electronic data processing, recordkeeping and file maintenance, and coordinating a volunteer program; methods and procedures for developing and maintaining grant programs; literacy resources development, including material selection; current trends, standards, and emerging technologies in public libraries and the Internet; proper English, spelling and grammar; understanding of occupational hazards and standard safety practices; and techniques of customer service and patron assistance.

Ability to:

Perform professional library work related to research and classification and cataloging of library materials; on a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures; assess customer needs and provide accurate reference information through use of appropriate search techniques; perform a wide variety of technical and para-professional library support services with limited supervision; use reference materials to maintain up-to-date literacy materials for students and tutors; deal effectively and tactfully with patrons and the public; work effectively with library staff and volunteers; supervise, train and motivate; plan, organize, and coordinate a variety of programs as assigned; work courteously with the public, and work effectively with interruption; interpret and explain pertinent library and City policies and procedures; use automated library systems and modern office equipment, including personal computer programs for word processing, spreadsheet, database, and audio/visual display applications; communicate effectively, both orally and in writing; work with the Community Relations Supervisor who coordinates the Library's special events for youth and adults; prepare a variety of reports and maintain accurate records and files; create marketing materials and presentations for the community; recognize problems or potential problems regarding library technology functions; supervise, train, and evaluate assigned personnel; develop policies and procedures for both literacy and library programs; analyze complex issues, evaluate alternatives and implement sound solutions; research, write, apply and monitor grants for literacy program; work independently and as part of a team; follow written and oral directions; observe safety principles and work in a safe manner; and establish and maintain effective working relationships.

Skill to:

Operate an office computer and a variety of software applications, including specialized library software.

REPRESENTATION: UNAFFILIATED
CLASSIFICATION: PROFESSIONAL
Revised: 06/2018

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CITY OF COVINA

DEPUTY CITY CLERK
DEFINITION:

Under general supervision, performs complex and responsible secretarial, administrative support, and general clerical duties of a complex legal nature in the office of the City Clerk; performs records management duties; assists with municipal elections; assists the Chief Deputy City Clerk and Deputy City Manager with managing and posting to social media; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS:

The Deputy City Clerk is the journey level class responsible for assisting the City Clerk in official document recording and retention, production and publication of agendas and minutes for the City Council, as well as assisting in the enforcement of laws and regulations pertaining to municipal elections. The incumbent also provides administrative support to the City Council.

SUPERVISION RECEIVED/EXERCISED:

Receives general supervision from the Chief Deputy City Clerk and City Manager or his/her designee. The incumbent in this position exercises supervision over subordinate staff.

ESSENTIAL FUNCTIONS: (include but are not limited to the following) • Performs complex and responsible secretarial, administrative support, and general clerical duties of a complex legal nature in the office of the City Clerk; performs records management duties; assists with municipal elections.
• Attends City Council meetings and takes minutes of proceedings; prepares and distributes any resolutions, ordinances and/or agreements adopted at such meetings; prepares City Council agendas from staff reports submitted by City departments.
• Participates in the development, implementation, and administration of goals, objectives, policies, and priorities for the City Clerk’s Office.
• Directs, coordinates, and reviews the work plan for assigned services and activities of the City Clerk’s Office; assigns work activities and projects; monitors work flow; reviews and evaluates work products, methods, and procedures, meets with staff to identify and meet objectives. • Participates in the selection of assigned personnel; provides or coordinates staff training; works with employees to meet department expectations and correct deficiencies; assume responsibility for all aspects of department performance evaluations and discipline thereof. • Participates in the development and administration of the City Clerk’s Office budget; forecasts funds needed for staffing, equipment, materials, and supplies; monitors and approves expenditures; recommends adjustments as necessary.

Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities that are associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

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DEPUTY CITY CLERK

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• Relieves the City Clerk of administrative tasks, including filing, faxing, typing correspondence letters, making copies and preparing purchase orders; inventories and orders office supplies; processes payments to vendors; processes department mail.
• Assists with municipal elections and ensures compliance with election code, and management of assigned operations and services of the City Clerk’s Office. • Assists City Clerk in the planning and conduct of all general and special elections; responds to legal and technical questions and work in conjunction with County election officials; meets with candidates during filing period and ensures information provided is in compliance with election code; examines and verifies nomination papers, ballot designations, and Candidates’ Statements. • Assists the City Clerk in administering the filing of Statements of Economic Interest and Campaign Statements for elected and appointed City officials and designated City employees. • Prepares and processes correspondence and routine administrative reports; responds to inquiries from staff and the general public regarding matters pertaining to City Council actions and/or related information retained in the City Clerk’s Department; answers phones; assists customers at the front counter.
• Notifies interested persons of the time, place and subject of the City Council meetings; assists in the preparation and distribution of information related to City Council actions and/or requests for action; advertises all Public Hearing Notices.
• Assists with bid openings; advertises bid requests; tracks bids as they are submitted; conducts annual recruitments for scheduled board committee and commission vacancies; posts notices; accepts applications; adds items to agenda in order for Council to make selection. • Formats agenda packets and minutes for posting to the web; maintains administrative files and databases for legal documents, archival materials, resolutions, ordinances, minutes, agreements and contracts; assists with records retention, which includes document imaging. • Assists the Chief Deputy City Clerk with managing social media and public information for the City. • Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:

Physical
Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer keyboard.

Additionally, the position requires near and far vision in reading correspondence and statistical data and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds, as well as speech sufficient to communicate in group settings without the aid of a microphone, is also required.

Mental

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DEPUTY CITY CLERK

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Operations require almost continuous attention. Incumbents are required to use written and oral communication skills, read and interpret data, information and documents; analyze and solve problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; perform highly detailed work on multiple, concurrent tasks; work under deadlines with constant interruptions; and interact with City management, staff, the public and others encountered in the course of work.

Environmental
Work is performed in a standard office setting. Environment is generally indoors and clean, with limited exposure to dust, fumes, odors or noise. Work schedule may include evenings.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.)
Education and/or Experience:

Any combination of education and experience that has provided the knowledge, skills and abilities necessary for a Deputy City Clerk. A typical way to obtain the qualifications would be to:

Possess the equivalent of three (3) years of progressively responsible experience in a municipal clerk’s office performing related duties, and a high school diploma, or equivalent.

Additional qualifying experience may be achieved through satisfactory completion of college courses in a related field.

Possession of an Associate’s Degree in Business, Public Administration or a closely related field is highly desirable.

License/Certificate:
• Possess and maintain a valid Class C California driver’s license and satisfactory driving record. • Possession of, or the ability to obtain within six (6) months of appointment a California Notary Public Commission Certificate is required.
• Certified Municipal Clerk (CMC) designation is highly desirable.

KNOWLEDGE/SKILLS/ABILITIES: (The following are a representative sample of the KSA’s necessary to perform essential duties of the position.) Knowledge of:

Modern principles, practices and techniques of municipal records management and elections; municipal government organizations, policies and procedures; general office practices and procedures; document imaging; use and maintenance of social media platforms; basic principles of mathematics; applicable federal, state and local laws, codes and regulations; methods and techniques of scheduling work assignments; standard office procedures, practices and equipment; modern office practices, methods and equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling and grammar; understanding of occupational hazards and standard safety practices.

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DEPUTY CITY CLERK

Page 4 ends

Ability to:

Provide information and organize material in compliance with laws, regulations, policies and procedures; periodically attend evening or weekend meetings as required; create, post, and monitor social media and public information messages; perform mathematical calculations quickly and accurately; interpret, explain and apply applicable laws, codes and regulations; read, interpret and record data accurately; organize, prioritize and follow-up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue, and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate effectively, both orally and in writing; establish and maintain effective working relationships.

Skill to:

Operate an office computer and a variety of software applications; operate a variety of automated record keeping systems.

REPRESENTATION: UNAFFILIATED
CLASSIFICATION: PROFESSIONAL
Revised: 06/14/2018
Revised: 08/16/2022

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CITY OF COVINA
Records Technician
DEFINITION:

Under general supervision, performs a variety of technical and complex duties in the administration of a comprehensive records management and centralized records program; ensures compliance with legal requirements and with records management policies and procedures; acts as liaison between departments and Records Management Department; assists the Deputy City Clerk with managing and posting to social media; assists the public according to City policy and procedures, performs related duties as assigned.

DISTINGUISHED CHARACTERISTICS
The Records Technician is a single journey-level classification unique to the City Clerk’s Office and is responsible for regular contact with the public, government officials, City Council and Board and Commission members. This class is distinguished from the Chief Deputy City Clerk and/or Deputy City Clerk in that these classifications are responsible for supervising and managing the City Clerk’s Office and City-wide records-management program. Furthermore, the classification is distinguished from the Administrative Technician series in that incumbents perform a wide variety of highly-specialized clerical functions related to the maintenance and safeguarding of official City records.

SUPERVISION RECEIVED/EXERCISED:

Receives general supervision from the Chief Deputy City Clerk and/or Deputy City Clerk. Incumbents may provide technical training and/or direction to less experienced office support staff.

ESSENTIAL FUNCTIONS: (include but are not limited to the following) • Maintains centralized City-wide records in accordance with the City’s records management policy and all legal requirements, maintains indexing structures and applies appropriate indexing criteria to documents; recommends additions and revisions to established file category and indexing structures; maintains and updates records inventories and databases. • Compiles and maintains records for all City departments in a centralized records center; prepares records for inventory, storage and destruction; shelves, retrieves, audits, and stores boxed records.

Maintains the strategic records management plan including record retention and disposition schedules. • Prepares documents and operates document imaging equipment to scan, index and store City records on electronic media; reviews scanned images to ensure quality standards are met; troubleshoots and resolves imaging software problems or consults with other City staff or vendors; ensures secure storage and safeguarding of digital and paper records and documents. • May make recommendations for changes and improvements to existing standards, policies and procedures; ensures compliance with established policies and procedures. Interprets and applies knowledge of federal, state and local laws, codes and regulations relevant to municipal recordkeeping, retention, destruction and the rules impacting recordkeeping. • Processes, indexes, files and retrieves official City documents, records and archives including ordinances, resolutions, contracts, bonds, agreements, deeds, insurance documents, and meeting minutes, and maintains corresponding departmental logs; reviews documents for legal and procedural accuracy; maintains the electronic database of records.

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• Researches, gathers and retrieves documents for internal and external customers, including those in response to the Public Records Act requests within legal response period, City policies and procedures.

Obtains advice from Chief Deputy City Clerk, Deputy City Clerk and/or City Attorney as necessary. • Assists with the preparation of agenda packets and minutes for various meetings. • Provides notarial services for City staff.
• May assist with the training of temporary and volunteer staff.

PHYSICAL, MENTAL, AND ENVIRONMENTAL WORKING CONDITIONS:

Physical
Position requires prolonged sitting, standing, walking, kneeling, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in data entry and preparing reports using a computer keyboard. Additionally, the position requires both near and far vision in reading written reports and work-related documents. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 30 pounds is also required.

Mental
Operations require almost continuous attention. Employees are required to use written and oral communication skills, read and interpret data, information and documents; analyze and solve problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; perform detailed work on multiple, concurrent tasks; work under deadlines with interruptions; and interact with City management, staff, the public and others encountered in the course of work.

Environmental
Work is performed in a standard office setting. Environment is generally indoors and clean, with limited exposure to dust, fumes, odors or noise. Work schedule may include evenings.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.)
Education and/or Experience:

Any combination of education and experience that has provided the knowledge, skills and abilities necessary for a Records Technician. A typical way to obtain the qualifications would be to:

Graduation from high school or G.E.D. equivalent; and at least two (2) years of progressively responsible experience in a municipal clerk’s office performing related duties, preferably involving the operations of computer-based document-management systems, or an equivalent combination of education and experience.

Experience responding to public records act requests is highly desirable.

Possession of an Associate’s Degree in Business Administration, Public Administration or a closely related field is highly desirable.

License/Certificate:

Possess and maintain a valid Class C California driver’s license and satisfactory driving record.

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Current California Notary Public Commission Certificate is highly desirable Certified Municipal Clerk designation is highly desirable.

KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS’s necessary to perform essential duties of the position.) Knowledge of:

Operations, services, and activities of a records management program; procedures and legal requirements necessary to maintain, archive, preserve, and protect municipal records; principles, practices, and procedures of automated and manual records management, retrieval, and storage including electronic imaging, automated information retrieval systems, and computer applications and capabilities for use in records and document management programs; procedures, techniques and methods of document preservation; principles and practices used in the development and implementation of classification systems; principles and practices used in the development and implementation records retention schedules; principles of business letter writing and basic report preparation; office procedures, methods, and equipment including computers and applicable software applications; pertinent federal, state, and local laws, codes, and regulations including those pertaining to retention requirements for a variety of documents; proper English, spelling and grammar; understanding of occupational hazards and standard safety practices.

Ability to:

Coordinate and direct a records management program for an assigned department; supervise, organize, and review the work of assigned staff involved in records management; recommend and implement goals, objectives, policies, and procedures for providing records management services and activities; understand the organization and operation of the organization and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations; implement and maintain a uniform classification filing system; provide information and organize material in compliance with laws, regulations, and policies; understand legal concepts of document discovery and production of records in response to Public Records Act requests and legal subpoenas; prepare clear and concise reports; plan and organize work to meet changing priorities and deadlines; effectively represent the assigned program area to outside individuals and agencies to accomplish the goals and objectives of the unit; work cooperatively with other departments, City officials, and outside agencies; respond tactfully, clearly, concisely, and appropriately to inquiries from the public, staff, or other agencies on sensitive issues in area of responsibility; communicate effectively, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.

Skill to:

Operate modern office equipment including a telephone, smart phone, computer and document scanner; and variety of software applications, including Microsoft Word, Excel, Outlook and electronic document management system (EDMS) programs.

REPRESENTATION: UNAFFILIATED
CLASSIFICATION: TECHNICAL
Date Adopted: 12/6/2016
Revised: 11/9/2016
Revised: 8/16/2022

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CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 7
Meeting: CC Regular Meeting - Aug 16 2022
Title: Approve and Make AB 361 Findings for Special Brown Act Requirements for Teleconference Meetings
Presented By: Chris Marcarello, City Manager
Recommendation: Approve and make the following findings so that meetings of the City Council and the City’s Other Legislative Bodies are authorized to meet remotely in accordance with AB 361’s special Brown Act requirements for teleconference meetings: (1) the City Council has reconsidered the circumstances of the COVID-19 state of emergency; and (2) state and local officials continue to recommend measures to promote social distancing.

EXECUTIVE SUMMARY:

This item is on the agenda so that the City Council and the other legislative bodies of the City, including the Successor Agency to the Covina Redevelopment Agency, the Covina Public Financing Authority, the Covina Housing Authority, the Planning Commission, the Parks and Recreation Commission, the Traffic and Parking Advisory Commission, the Finance Advisory Commission and the Library Board of Trustees (collectively “City’s Other Legislative Bodies”) may meet virtually pursuant to Assembly Bill (“AB”) 361’s special Brown Act requirements for teleconference meetings. These special requirements give local public agencies greater flexibility to conduct teleconference meetings when there is a declared state of emergency and either social distancing is mandated or recommended, or when the legislative body determines an in-person meeting would present imminent risks to the health and safety of attendees.

BACKGROUND:

On March 4, 2020, Governor Newsom proclaimed a state of emergency to exist in California due to the spread of COVID-19. The Governor subsequently issued numerous executive orders suspending or modifying state laws to facilitate the response to the emergency. Among other things, these executive orders superseded certain Brown Act requirements and established special rules to give local public agencies greater flexibility to conduct teleconference meetings. The special rules included provisions allowing local public agencies to conduct teleconference meetings without having to provide a physical location from which the public may attend or comment, without having to use teleconference locations that are publicly accessible, and without having to identify teleconference locations on the agenda. Those special rules expired on September 30, 2021.

On September 16, 2021, in anticipation of then-imminent expiration of his special rules for teleconference meetings, the Governor signed AB 361. In key part, this bill amends the Brown Act to establish special requirements for teleconference meetings if a legislative body of a local public agency makes two findings pursuant to Government Code Section 54953(e)(3). Like the special rules in the Governor’s executive orders, the special Brown Act requirements in AB 361 include provisions allowing public agencies to conduct teleconference meetings without having to provide a physical location from which the public may attend or comment, without having to use teleconference locations that are publicly accessible, and without having to identify teleconference locations on the agenda. The AB 361 special Brown Act requirements are scheduled be repealed on January 1, 2024.

An agency may hold a public meeting under AB 361 under certain specified circumstances, including if it is held during a proclaimed state of emergency and state or local officials have imposed or recommended measures to promote social distancing. As discussed below, the declared emergency is still in effect and Los Angeles County officials recommend measures to promote social distancing.

In order for a local public agency to continue to be subject to the AB 361 special Brown Act requirements for teleconference meetings, a legislative body of a local public agency first must make a finding that it has “reconsidered” the circumstances of a declared state of emergency. Second, the legislative body must find that such emergency continues to directly impact the ability of the legislative body’s members to meet in person.

Alternatively, for the second finding, the legislative body must find that state or local officials continue to impose or recommend social distancing measures. These findings must be made again within 30 days and on a monthly basis thereafter.

The City Council last made these findings on July 19, 2022.

DISCUSSION:

The City Council and the City’s Other Legislative Bodies have met remotely or in a hybrid meeting format throughout the pandemic to protect the health and safety of the public and staff pursuant to these requirements.

The factual circumstances exist for the City to hold meetings pursuant to AB 361. The declared emergency is still in effect. Furthermore, Los Angeles County officials recommend measures to promote social distancing. The Los Angeles County Department of Public Health Order Responding Together at Work and in the Community recommends physical distancing. The County Health Department encourages people at risk for severe illness or death from COVID-19 to take protective measures such as social distancing and, for those not yet fully vaccinated, to physically distance from others whose vaccination status is unknown. The County Health Department also continues to recommend that employers take steps to support physical distancing and that people maintain physical distancing to prevent COVID transmission in public settings. See http://publichealth.lacounty.gov/media/Coronavirus/docs/HOO/HOO_SaferReturnWorkCommunity.pdf and http://publichealth.lacounty.gov/acd/ncorona2019/docs/PreventionPublicSettings.pdf.

Therefore, staff recommends the City Council approve and make the following findings so that meetings of the City Council and the City’s Other Legislative Bodies are authorized to be conducted remotely in accordance with AB 361 and subject to the special Brown Act requirements for teleconference meetings: (1) the City Council has reconsidered the circumstances of the COVID-19 state of emergency; and (2) state or local officials continue to recommend measures to promote social distancing.

If the Council makes the findings and confirms that the City's Legislative Bodies will be meeting during a proclaimed state of emergency and state or local officials have imposed or recommended measures to promote social distancing, the City Council should make these findings again within 30 days to continue to be subject to the AB 361 special Brown Act requirements.

FISCAL IMPACT:

None.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.

Respectfully submitted,

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CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 8
Meeting: CC Regular Meeting - Aug 16 2022
Title: Adoption of Resolutions CC 2022-86 and 2022-87 Relating to the Annexation of Territory to Community Facilities District No. 2007-1, Declaring Intention to Authorize Annexation, Adopting Boundary Map, and Setting the Public Hearing Date for September 20, 2022 (155 E. Covina Boulevard, Covina//Annexation 32) Presented By: Brian K. Lee, AICP, Director of Community Development Recommendation: 1. Adopt City Resolution CC 2022-86, declaring intention to authorize the annexation of territory to Community Facilities District No. 2007-1 (Public Services); and

2. Adopt City Resolution CC 2022-87, adopting boundary map showing territory proposed to be annexed in the future to Community Facilities District No. 2007- 1 (Public Services).

EXECUTIVE SUMMARY / BACKROUND:

On June 5, 2007, the City Council held a public hearing and formed Community Facilities District (CFD) 2007- 1 (Public Services). Pursuant to the Conditions of Approval for the development of thirty eight (38) multi-family residential units at 155 E. Covina Boulevard, the builder has agreed to annex into the CFD, or to pay an in-lieu fee based on the financial impact on Police, Fire, Emergency and Parks services. The builder has opted to annex into the CFD.

Under the CFD, in Fiscal Year 2022-2023, any new multi-family residential units are charged $589.87 per unit per year for the following services: police, fire protection and suppression, paramedic services, and park maintenance. This Special Tax appears on the annual Property Tax bill for each parcel. The Special Tax authorized by the CFD shall be levied on all parcels for which building permits were issued on or before May 1 of the preceding fiscal year.

This program has been conceived with the intention that all future residential development, which results in a net increase of residential units, will annex to the CFD or pay an equivalent mitigation fee. Residential units constructed prior to formation of the CFD are not subject to the Special Tax.

DISCUSSION:

Resolutions that notice the intent of the City to annex property to the CFD, identify the boundaries of the proposed annexation, identify the types of services to be funded by the CFD, and notice that a public hearing will be held on September 20, 2022, where the City Council will consider the proposed annexation, are pursuant to the Conditions of Approval for development of thirty eight (38) multi-family residential units at 155 E. Covina Boulevard, Covina, California. The Assessor’s Parcel Number (APN) is 8406-019-097.

The purpose of the CFD is to finance the aforementioned public safety and park services that are in addition to those currently provided for the territory within the District. In Fiscal Year 2022-2023, the estimated amount for these services, for thirty eight (38) additional multi-family residential units, is $589.87 per unit.

FISCAL IMPACT:

There are thirty eight (38) multi-family residential units in the proposed annexation area, of which thirty eight (38) are subject to the special tax. The “Special Tax” authorized by the proposed annexation to Community Facilities District 2007-1 (the “CFD”) will generate an estimate of $22,415.06 annually based on Fiscal Year 2022-2023 special tax rates and will be deposited to Account No. 2740-4800-45800. The Special Tax shall be used to pay for the following services: police, fire protection and suppression, paramedic services, and park maintenance. The Special Tax will increase annually by the greater of two percent (2.00%), or the percentage change in the Consumer Price Index.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

This activity will not result in a reasonably foreseeable change to the physical environment; it is exempt from CEQA under State CEQA Guidelines 15061 (b ) (2) and (3) and does not constitute a project.

ATTACHMENTS:

Attachment A - Resolution CC 2022-86
Attachment B - Resolution CC 2022-87
Respectfully submitted,

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RESOLUTION CC 2022-86

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA,

CALIFORNIA, DECLARING ITS INTENTION TO AUTHORIZE THE

ANNEXATION OF TERRITORY TO COMMUNITY FACILITIES
DISTRICT NO. 2007-1 (PUBLIC SERVICES)
WHEREAS, the City Council of the City of Covina, California, (hereafter referred to as the “City Council”), at this time desires to authorize the annexation of territory to City of Covina Community Facilities District No. 2007-1 (Public Services) (“CFD No. 2007-1”) pursuant to the terms and provisions of the “Mello-Roos Community Facilities Act of 1982”, being Chapter 2.5, Part 1, Division 2, Title 5 of the Government Code of the State of California, as amended (the “Act”); and
WHEREAS, CFD No. 2007-1 was formed to finance new police services, fire protection and suppression services, paramedic services, and park maintenance and other public services in addition to those provided in or required for the territory within CFD No. 2007-1 and will not be replacing services already available; and
WHEREAS, certain territory is proposed to be annexed to CFD No. 2007-1 and such territory shall be known and designated as Community Facilities District No. 2007-1 (Public Services), Annexation No. 32 (“Annexation No. 32”); and WHEREAS, this legislative body now desires to proceed to adopt its Resolution of Intention to annex Annexation No. 32 into CFD No. 2007-1, to describe the territory proposed to be annexed, Annexation No. 32, to specify the services to be financed from the proceeds of the levy of special taxes within Annexation No. 32, to set and specify the special taxes that would be levied within the territory to finance such services, and to set a time and place for a public hearing relating to the annexation of Annexation No. 32 into CFD No. 2007-1; and WHEREAS, a map showing the boundaries of Annexation No. 32 proposed to be annexed has been submitted, and a copy of the map shall be kept on file with the transcript of these proceedings.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. Recitals. The above recitals are all true and correct.

SECTION 2. Authorization. The proceedings for annexing Annexation No. 32 into CFD No. 2007-1 are authorized and initiated by this legislative body pursuant to the authorization of the Act.

SECTION 3. Intention to Annex. This legislative body hereby determines that the public convenience and necessity requires that Annexation No. 32 be added to CFD No. 2007-1 in order to pay the costs and expenses for the required and authorized new services generated from new development within the City and this City Council declares its intention to annex Annexation No. 32 to CFD No. 2007-1.

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Resolution CC 2022-86 Page 2 of 5
SECTION 4. Boundaries. A general description of the boundaries of Annexation No. 32 proposed to be annexed is as follows:

All that territory proposed to be annexed to CFD No. 2007-1, as such property is shown on a map designated as “Annexation Map No. 32 of Community Facilities District No. 2007-1 (Public Services), City of Covina, County of Los Angeles, State of California,” attached hereto as Exhibit “A” and hereby incorporated by reference.

Existing territory includes the following:

CFD General description of existing territory
Original area 1009 N. Citrus
Annexation #1 228 W. Center Street
Annexation #2 Vintage Walk 2
Annexation #3 451 E. Badillo
Annexation #4 1256 W. McGill Street
Annexation #5 Citrus Walk
Annexation #6 276 W. Dexter Street
Annexation #7 166 E. Center Street
Annexation #8 269-275 W. Center Street
Annexation #9 425 Center Street
Annexation #10 800 N. Banna Avenue
Annexation #11 735 Orange Circle
Annexation #12 308 S. Barranca Avenue
Annexation #13 1732 E. Ruddock Street
Annexation #14 1162 N. Citrus Avenue
Annexation #15 172 E. Center Street
Annexation #16 437 W. Center Street
Annexation #17 139 E. Puente Street
Annexation #18 310 W. Edna Place
Annexation #19 400 block of North Citrus Avenue
Annexation #20 245 E. Puente Street
Annexation #21 135 W. Center Street
Annexation #22 129-137 W. Orange Street
Annexation #23 155 E. San Bernardino Road
Annexation #24 449 S. Barranca Avenue
Annexation #25 546 N. Lark Ellen Avenue
Annexation #26 143 W. Center Street
Annexation #27 135 E. Badillo Street
Annexation #28 1060 W. San Bernardino Road, 1103 W. Badillo Street and 1111 W. Badillo Street
Annexation #29 707 N. Barranca Avenue
Annexation #30 342 S. Fourth Avenue
Annexation #31 316 S. Barranca Avenue
Annexation #32 155 E. Covina Boulevard (in process)

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Resolution CC 2022-86 Page 3 of 5
SECTION 5. Name of District. The name of the district is “City of Covina Community Facilities District No. 2007-1 (Public Services)” and the designation for the territory to be annexed shall be “City of Covina Community Facilities District No. 2007-1 (Public Services), Annexation No. 32.”
SECTION 6. Services Authorized to be Financed by CFD No. 2007-1, Annexation No. 32. The services that are authorized to be financed by CFD No. 2007-1 are certain services which are in addition to those provided in or required for the territory within CFD No. 2007-1 and Annexation No. 32 and will not be replacing services already available. A general description of the services to be financed by CFD No. 2007-1 and Annexation No. 32 is as follows:

PUBLIC SERVICES
New police services, fire protection and suppression services, paramedic services, and park maintenance, including but not limited to (i) the costs of contracting services, (ii) related facilities, equipment, vehicles, ambulances, fire apparatus and supplies, (iii) the salaries and benefits of City staff that directly provide police services, fire protection and suppression services, paramedic services, and park maintenance respectively, and (iv) City overhead costs associated with providing such services within CFD No. 2007- 1 and Annexation No. 32. The Special Tax provides only partial funding for Public Services.

The same types of services which are authorized to be financed by CFD No. 2007-1 are the types of services to be provided in Annexation No. 32. If, and to the extent possible, such services shall be provided in common within CFD No. 2007-1 and Annexation No. 32.

SECTION 7. Special Taxes. It is the further intention of this City Council body that, except where funds are otherwise available, a special tax sufficient to pay for such services to be provided in CFD No. 2007-1 and Annexation No. 32, and related incidental expenses authorized by the Act, secured by recordation of a continuing lien against all non-exempt real property in Annexation No. 32, will be levied annually within the boundaries of such Annexation No. 32. For further particulars as to the rate and method of apportionment of the proposed special tax, reference is made to the attached and incorporated Exhibit “B” (the “First Amended Rate and Method of Apportionment”), which sets forth in sufficient detail the method of apportionment to allow each landowner or resident within proposed Annexation No. 32 to clearly estimate the maximum amount that such person will have to pay.

The special tax proposed to be levied within Annexation No. 32 for services to be supplied within Annexation No. 32 shall be equal to the special tax levied to pay for the same services in CFD No. 2007-1, to the extent that the actual cost of providing the services in Annexation No. 32 is equivalent to the cost of providing those services in CFD No. 2007-1. Notwithstanding the foregoing, the special tax may not be levied at a rate that is higher than the maximum special tax authorized to be levied pursuant to the First Amended Rate and Method of Apportionment.

The special taxes herein authorized, to the extent possible, shall be collected in the same manner as ad valorem property taxes and shall be subject to the same penalties, procedure, sale and lien priority in any case of delinquency as applicable for ad valorem taxes. Any special taxes that may not be collected on the County tax roll shall be collected through a direct billing procedure by the City Treasurer.

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Resolution CC 2022-86 Page 4 of 5
The maximum special tax rate in CFD No. 2007-1 shall not be increased as a result of the annexation of Annexation No. 32 to CFD No. 2007-1.

SECTION 8. Public Hearing. Notice is given that on the 20th day of September, 2022, at the hour of 7:30 p.m., in the regular meeting place of the City Council being the Covina City Hall located at 125 E. College Street Covina, CA 91723, a public hearing will be held where this City Council will consider the authorization for the annexation of Annexation No. 32 to CFD No. 2007-1, the proposed method and apportionment of the special tax to be levied with Annexation No. 32 and all other matters as set forth in this Resolution of Intention.

At such public hearing, the testimony of all interested persons for or against the annexation of Annexation No. 32 or the levying of special taxes within Annexation No. 32 will be heard.

At such public hearing, protests against the proposed annexation of Annexation No. 32, the levy of special taxes within Annexation No. 32 or any other proposals contained in this resolution may be made orally by any interested person. Any protests pertaining to the regularity or sufficiency of the proceedings shall be in writing and shall clearly set forth the irregularities or defects to which objection is made. All written protests shall be filed with the City Clerk prior to the time fixed for the public hearing. Written protests may be withdrawn at any time before the conclusion of the public hearing.

SECTION 9. Majority Protest. If (a) 50% or more of the registered voters, or six (6) registered voters, whichever is more, residing within CFD No. 2007-1, (b) 50% or more of the registered voters, or six (6) registered voters, whichever is more, residing within Annexation No. 32, (c) owners of one-half or more of the area of land in the territory included in CFD 2007-1, or (d) owners of one-half or more of the area of land in the territory included in Annexation No. 32, file written protests against the proposed annexation of Annexation No. 32 to CFD No. 2007-1 and such protests are not withdrawn so as to reduce the protests to less than a majority, no further proceedings shall be undertaken for a period of one year from the date of the decision by the City Council on the annexation of Annexation No. 32 to CFD 2007-1.

SECTION 10. Notice. Notice of the time and place of the public hearing shall be given by the City Clerk by publication in a legally designated newspaper of general circulation, in the territory of Annexation No. 32 and CFD 2007-1 pursuant to Section 6061 of the Government Code.

Said publication shall be completed at least seven (7) days prior to the date set for the public hearing and shall contain the information prescribed in Section 53322 of the Act.

SECTION 11. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.

APPROVED AND PASSED this 16th day of August, 2022.

City of Covina, California
BY:

PATRICIA CORTEZ, Mayor
ATTEST:

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Resolution CC 2022-86 Page 5 of 5
___________________________________________
FABIAN VELEZ, Deputy City Clerk

CERTIFICATION
I, Fabian Velez, Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2022-86 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 16th day of August, 2022, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:
_______________________________________
FABIAN VELEZ, Deputy City Clerk

Page 7 of 16 ends

Resolution CC 2022-86 Exhibit A

EXHIBIT A TO RESOLUTION

ANNEXATION MAP

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Resolution CC 2022-86 Exhibit B

EXHIBIT B TO RESOLUTION

FIRST AMENDED RATE AND METHOD OF APPORTIONMENT

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FIRST AMENDED

RATE AND METHOD OF APPORTIONMENT

CITY OF COVINA
COMMUNITY FACILITIES DISTRICT NO. 2007-1 (PUBLIC SERVICES) A special tax as hereinafter defined shall be levied on and collected for Community Facilities District No. 2007-1 (Public Services) of the City of Covina (“CFD No. 2007-1”) each Fiscal Year, commencing in Fiscal Year 2007-2008, in an amount determined by the City Council of the City of Covina through the application of the appropriate Special Tax for “Developed Property,” as described below. All of the real property in CFD No. 2007-1, unless exempted by law or by the provisions hereof, shall be taxed for the purposes, to the extent, and in the manner herein provided.

A. DEFINITIONS
The terms hereinafter set forth have the following meanings:
“Act” means the Mello-Roos Communities Facilities Act of 1982 as amended, being Chapter 2.5, Division 2 of Title 5 of the Government Code of the State of California. “Administrative Expenses” means any actual ordinary and necessary expense of the City of Covina, or designee thereof or both, to carry out the administration of CFD No. 2007-1 related to the determination of the amount of the levy of the Special Tax, the collection of the Special Tax including the expenses of collecting delinquencies, the payment of a proportional share of salaries and benefits of any City employee whose duties are directly related to the administration of CFD No. 2007-1, fees and expenses for counsel, Special Tax consultant and other consultants hired by the City in relation to CFD No. 2007-1, costs associated with responding to public inquiries regarding CFD No. 2007-1, and costs otherwise incurred in order to carry out the authorized purposes of CFD No. 2007-1.
“Affordable Housing” means any Unit within CFD No. 2007-1 that is subject to a written and recordable covenant, deed restriction, resale restriction, regulatory agreement or similar agreement with either the City of Covina or the Redevelopment Agency of the City of Covina, which restricts the amount of rent for that Unit to “affordable rent” (as that term is defined in California Health and Safety Code Section 50053) for a period of not less than fifty-five (55) years, or which restricts the purchase price for that Unit to “affordable housing cost” (as that term is defined in California Health and Safety Code Section 50052.5) for a period of not less than forty-five (45) years. A Unit shall no longer be considered Affordable Housing following the expiration or termination of the applicable covenant, restriction or agreement. “Annual Escalation Factor” means for the Special Tax, the greater of (i) two percent (2.00%), or (ii) the percentage change in the Consumer Price Index for the Calendar Year ending in December of the prior Fiscal Year.

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“Assessor’s Parcel” means a lot or parcel of land designated on an Assessor’s Parcel Map with an assigned Assessor’s Parcel number within the boundaries of CFD No. 2007-1. “Assessor’s Parcel Map” means an official map of the Assessor of the County designating parcels by Assessor’s Parcel number.
“Base Year” means Fiscal Year ending June 30, 2008.
“Boundary Map” means the map of the boundaries for CFD No. 2007-1, as approved by the City Council, and recorded with the County in maps of assessments and community facilities districts.
“Building Permit” means a permit for new construction for a residential dwelling Unit. For purposes of this definition, “Building Permit” shall not include permits for construction or installation of retaining walls, utility improvements, or other such improvements not intended for human habitation.
“Calendar Year” means the period commencing January 1 of any year and ending the following December 31.
“CFD Administrator” means an official of the City, or designee thereof, responsible for determining the Special Tax Requirements and providing for the levy and collection of the Special Tax.
“CFD No. 2007-1” means Community Facilities District No. 2007-1 (Public Services) established by the City under the Act.
“City” means the City of Covina.
“City Council” means the City Council of the City, acting as the Legislative Body of CFD No. 2007-1, or its designee.
“Consumer Price Index” means the index published by the U.S. Department of Labor, Bureau of Labor Statistics for all urban consumers in the Los Angeles-Riverside-Orange County area. “County” means the County of Los Angeles.
“Developed Property” means all Assessor’s Parcels within CFD No. 2007-1 for which Building Permits were issued on or before May 1 preceding the Fiscal Year for which the Special Tax is being levied, provided that a Final Map was created on or before January 1 of the prior Fiscal Year and that each such Assessor's Parcel is associated with a Lot, as determined reasonably by the City and/or CFD administrator.
“Exempt Property” means all Assessor’s Parcels within CFD No. 2007-1 designated as being exempt from the Special Tax as determined in Section F. “Final Map” means a subdivision of property evidenced by the recordation of a final map, parcel map, or lot line adjustment, pursuant to the Subdivision Map Act (California Government Code Section 66410 et seq.) or the recordation of a condominium plan pursuant to California Civil Code 1352 that creates individual lots for which Building Permits may be issued without further subdivision.

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“Fiscal Year” means the period commencing on July 1 of any year and ending the following June 30.
“Lot” means an individual legal lot created by a Final Map for which a Building Permit could or has been issued.
“Maximum Special Tax” means the Maximum Special Tax determined in accordance with Section C, which can be levied by CFD No. 2007-1 in any Fiscal Year on Taxable Property within CFD No. 2007-1.
“Mixed-Use Property” means all Assessor’s Parcels of Developed Property for which Building Permit(s) have been issued for purposes of constructing Non-Residential Property and Residential Property. Residential Units on Mixed-Use Property shall be classified as Multi-Family Residential.
“Multi-Family Residential” means all Assessor’s Parcels of Developed Property for which a Building Permit has been issued for purposes of constructing a residential structure consisting of two or more residential Units that share common walls, including, but not limited to, duplexes, triplexes, town homes, condominiums, apartment Units, and residential Units on Assessor’s Parcels that are considered Mixed-Use Property.
“Non-Residential Property” means all Assessor’s Parcels for which a Building Permit was issued for any type of non-residential use.
“Public Property” means any property within the boundaries of CFD No. 2007-1 that is owned by or irrecoverably dedicated to the City, the federal government, the State of California, the County, CFD No. 2007-1, or other public agency. For purposes of this definition, property owned by the Redevelopment Agency of the City of Covina is not considered Public Property and any property owned by the Redevelopment Agency will be subject to the levy of a Special Tax in accordance with Sections C and D herein.
“Public Services” means new police services, fire protection and suppression services, paramedic services, and park maintenance, including but not limited to (i) the costs of contracting services, (ii) related facilities, equipment, vehicles, ambulances, fire apparatus and supplies, (iii) the salaries and benefits of City and Fire District staff that directly provide police services, fire protection and suppression services, paramedic services, and park maintenance, and (iv) City and Fire District overhead costs associated with providing such services within CFD No. 2007-1. The Special Tax provides only partial funding for police, fire protection services, paramedic services, and park maintenance.
“Special Tax” means any special tax authorized to be levied by CFD No. 2007-1 pursuant to the Act to fund the Special Tax Requirement.
“Single-Family Residential” means all Assessor’s Parcels of Developed Property for which a Building Permit has been issued for purposes of constructing one single-family residential dwelling Unit.
“Taxable Property” means all Assessor’s Parcels within CFD No. 2007-1 that are not exempt from the levy of the Special Tax.

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“Tax Class” means any of the classes listed in Table 1 below. “Undeveloped Property” means all Assessor’s Parcels within CFD No. 2007-1 for which Building Permits have not been issued and that is not classified as Approved Property or Public Property.
“Unit” means any separate residential dwelling unit in which a person or persons may live, which comprises an independent facility capable of conveyance separate from adjacent residential dwelling units and is not considered to be for commercial or industrial use.

B. CLASSIFICATION OF ASSESSOR’S PARCELS
Each Fiscal Year, beginning with Fiscal Year 2007-2008, each Assessor’s Parcel within CFD No. 2007- 1 shall be classified as Developed Property or Exempt Property. In addition, each Fiscal Year, beginning with Fiscal Year 2007-2008, each Assessor’s Parcel of Developed Property shall be further classified as Single-Family Residential, Multi-Family Residential, or Mixed-Use Property.

C. MAXIMUM ANNUAL SPECIAL TAX
The Maximum Special Tax for each Assessor’s Parcel classified as Single-Family Residential, MultiFamily Residential, and Mixed-Use Property in Fiscal Year 2007-2008 shall be equal to the Maximum Special Tax set forth in Table 1.

TABLE 1

MAXIMUM ANNUAL SPECIAL TAX RATES
Fiscal Year 2007-2008
Tax Class Description Maximum
Special Tax
1 Single-Family Residential $527 per Unit
2 Multi-Family Residential $395 per Unit
3 Mixed-Use Property $395 per Unit
For each subsequent Fiscal Year following the Base Year, the Maximum Special Tax for each Assessor’s Parcel classified as Developed Property shall be adjusted by the Annual Escalation Factor.

Multiple Tax Classes
In some instances an Assessor’s Parcel may contain more than one Tax Class. The Maximum Special Tax levied on such Assessor’s Parcel shall be the sum of the Maximum Special Tax that can be imposed on all Tax Classes located on that Assessor’s Parcel.

D. METHOD OF APPORTIONMENT OF SPECIAL TAX
Commencing with Fiscal Year 2007-2008, and for each subsequent Fiscal Year, the Special Tax shall be levied on each Assessor’s Parcel of Developed Property at the applicable Maximum Special Tax as set forth in Section C.

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E. TERMINATION OF SPECIAL TAX
The Special Tax shall be levied in perpetuity to fund Public Services provided to CFD No. 2007-1.

F. EXEMPTIONS
The City shall classify as Exempt Property: (i) Public Property, (ii) Non-Residential Property, (iii) Undeveloped Property, (iv) Affordable Housing, or (v) Assessor’s Parcels with public or utility easements making impractical their utilization for other purposes than those set forth in the easement.

G. APPEALS
Any property owner claiming that the amount or application of the Special Tax is not correct may file a written notice of appeal with the City Council not later than twelve months after having paid the first installment of the Special Tax that is disputed. A representative(s) of CFD No. 2007-1 shall promptly review the appeal, and if necessary, meet with the property owner, consider written and oral evidence regarding the amount of the Special Tax, and rule on the appeal. If the representative’s decision requires that the Special Tax for an Assessor’s Parcel be modified or changed in favor of the property owner, a cash refund shall not be made, but an adjustment shall be made to the Special Tax on that Assessor’s Parcel in the subsequent Fiscal Year(s).

H. MANNER OF COLLECTION
The annual Special Taxes shall be collected in the same manner and at the same time as ordinary ad valorem property taxes, provided, however, that CFD No. 2007-1 may collect the Special Taxes at a different time or in a different manner if necessary to meet its financial obligations.

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RESOLUTION CC 2022-87

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA,

CALIFORNIA, ADOPTING BOUNDARY MAP SHOWING TERRITORY

PROPOSED TO BE ANNEXED IN THE FUTURE TO COMMUNITY
FACILITIES DISTRICT NO. 2007-1 (PUBLIC SERVICES)
WHEREAS, the City Council of the City of Covina, California, (hereafter referred to as the “City Council”), formed a Community Facilities District, designated as Community Facilities District No. 2007-1 (Public Services) (“CFD No. 2007-1”), pursuant to the terms and provisions of the “Mello-Roos Community Facilities Act of 1982”, being Chapter 2.5, Part 1, Division 2, Title 5 of the Government Code of the State of California, as amended (the “Act”); and WHEREAS, the City Council desires to initiate proceedings to annex certain territory to CFD No. 2007-1; and
WHEREAS, there has been submitted a map showing the territory proposed to be annexed to CFD No. 2007-1, said area to be designated as Community Facilities District No. 2007-1 (Public Services), Annexation No. 32 (hereafter referred to as “Annexation No. 32”).

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. Recitals. The above recitals are all true and correct.

SECTION 2. Annexation Map. The map showing Annexation No. 32 to be subject to the levy of a special tax upon the annexation of such territory to CFD No. 2007-1 is hereby approved and adopted. Such map is designated by the name of “Annexation Map No. 32 of Community Facilities District No. 2007-1 (Public Services), City of Covina, County of Los Angeles, State of California.”
SECTION 3. Certificate. A certificate shall be endorsed on the original and on at least one (1) copy of the map of Annexation No. 32, evidencing the date and adoption of this Resolution, and within fifteen days after the adoption of the Resolution of Intention fixing the time and place of the Public Hearing to annex Annexation No. 32 to CFD No. 2007-1, a copy of said map shall be filed with the correct and proper endorsements thereon with the Los Angeles County Recorder, all in the manner and form provided for in Section 3111 of the Streets and Highways Code of the State California.

SECTION 4. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.

APPROVED AND PASSED this 16th day of August, 2022.

City of Covina, California
BY:

PATRICIA CORTEZ, Mayor

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Resolution CC 2022-87 Page 2 of 2
ATTEST:
______________________________________
FABIAN VELEZ, Deputy City Clerk

CERTIFICATION
I, Fabian Velez, Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2022-87 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 16th day of August, 2022, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:
_______________________________________
FABIAN VELEZ, Deputy City Clerk

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CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 9
Meeting: CC Regular Meeting - Aug 16 2022
Title: Azusa Avenue Traffic Signal Pole & Civic Center Parking Structure Painting Project – Final Acceptance and Filing Notice of Completion
Presented By: Andy Bullington, Director of Public Works Rafael Fajardo, City Engineer
Recommendation: 1. Accept the work performed by Sky JTC Corporation dba Sky Painting; and

2. Authorize the City Clerk to file a Notice of Completion for the Azusa Avenue Traffic Signal Pole & Civic Center Parking Structure Painting Project.

EXECUTIVE SUMMARY / BACKROUND:

DISCUSSION:

As part of the City’s Fiscal Year 2021-2022 Capital Improvement Program, the City Council approved a project entitled “Traffic Signal Pole Painting Project,” which consists of painting existing traffic signal poles and appurtenances along Azusa Avenue between the Walmart Shopping Center intersection and the Badillo Street intersection at the southerly city limit. This capital improvement project consisted of painting existing traffic signal poles and cabinets on Azusa Avenue at:
• Walmart Shopping Center
• Grondahl Street
• Covina Boulevard
• Cypress Street
• San Bernardino Road
• Badillo Street
In addition, due to favorable bid pricing the painting contractor also repainted the Civic Center Parking Structure as follows:
• Interior walls, stair wells, columns, beams, bollards, lamp posts, and wrought iron railings • Exterior facades on the east, west, and south walls, and stair well • 3rd floor metal flashing
November 2, 2021 the City Council approved a contract for Sky JTC Corporation (dba Sky Painting) in the amount of $103,720 for the painting of various Azusa Avenue Traffic Signal Poles and the painting of the Civic Center Parking Structure. A contingency amount of $10,000 was also approved. During the duration of the Civic Center Parking Structure Painting, staff identified the first-floor ceiling in need of painting, and thus approved Change Order No. 1 in the amount of $4,700.

FISCAL IMPACT:

A funding amount of $42,260 was allocated from Measure R funding in the City’s approved Fiscal Year 2021-22 Capital Improvement Program Budget for construction of the Azusa Avenue Painting Project (Account No. 2410- 220-52418) and Resolution 2021-122 conveyed an appropriation of $61,460 from the Vehicle Parking District fund balance (Fund 2700) for the painting of the Civic Center Parking Structure (Account 27002800-52400).

Available parking district funds approved as part of the FY21-22 budget were utilized for contingency.

In accordance with Mid-Year Adjustments, approved and adopted by City Council at the the March 1, 2022 regular meeting, funding for the Azusa Avenue Traffic Signal Pole project was reclassified from Measure R to Measure M funding.

The following table represents the final project summary:

Expenses Amount
Contract Amount (Sky JTC Painting Corporation) $103,720 Change Order No. 1 $4,700
Total Project Cost $108,420
CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

This project has been determined to be categorically exempt under CEQA in accordance with Title 14, Chapter 3, Class 1, Sections 15301 and 15302. This exemption includes the minor alteration of existing public facilities involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination.

The project involves negligible or no expansion of an existing use.

ATTACHMENTS:

Attachment A - Notice of Completion
Respectfully submitted,

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RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO:

NAME City of Covina
STREET ADDRESS 125 E College Street
CITY Covina

STATE CA
ZIP CODE 91723
SPACE ABOVE THIS LINE FOR RECORDER’S USE

NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion. (See reverse side for complete requirements.) Notice is hereby given that:

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

2. The full name of the owner is The City of Covina .

3. The full address of the owner is 125 E College Street, Covina, CA 91723 .

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

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

NAMES ADDRESSES

6. The full names and full addresses of all the predecessors in interest of the undersigned, if the property was transferred subsequent to the commencement of the work or improvements herein referred to:

NAMES ADDRESSES

7. A work of improvement on the property hereinafter described was completed on: June 24, 2022 . The work done was:

Azusa Avenue Traffic Signal Pole & Civic Center Parking Structure Painting Project

8. The names of the contractor, if any, for such work improvement was:

Sky JTC Corporation dba Sky Painting November 2, 2022
(If no contractor for work of improvement as a whole, insert “None”) (Date of Contract)

9. The property on which said work of improvement was completed in the City of: Covina County of Los Angeles , State of CA , and is described as follows:

Azusa Avenue Traffic Signal Pole & Civic Center Parking Structure Painting Project

10. The street address of said property is
Azusa Avenue, Arrow Highway to Badillo Street; and
124 E. College Street Covina, CA 91723
(If no street address has been officially signed, insert “None”.) Dated August 16, 2022
Fabian Velez, Deputy City Clerk, City of Covina

VERIFICATION
I, the undersigned, say: I am the City Engineer The declarant of the foregoing Notice of Completion; (President of, Manager of, Partner of, Owner of)
I have read said Notice of Completion and know the contents thereof; the same is true to my own knowledge. I declare under penalty of perjury that the foregoing is true and correct.

Executed on August 16 , 2022 at Covina , California .
(Personal signature of the individual of the individual who is swearing that the contents of the Notice of Completion are true.)

Page 3 of 3 ends

ATTACHMENT A

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 10
Meeting: CC Regular Meeting - Aug 16 2022
Title: Joint Resolution CC 2022-89 Rescinding Resolution CC 2021-40 and Adopting a Records Retention Schedule and Authorizing the Destruction of Certain City Records Presented By: Evelyn Leach, Interim Chief Deputy City Clerk Recommendation: Adopt Joint Resolution CC 2022-89 rescinding Resolution CC 2021-40 and adopting a Records Retention Schedule and authorizing the destruction of certain City records.

EXECUTIVE SUMMARY / BACKROUND:

Since July 2017, the City has obtained an annual subscription service from Gladwell Governmental Services, Inc. an expert in local government records, to review and update the City's Records Retention Schedule and destruction procedures. The annual subscription includes an annual update, legal review of all changes for the year, additional changes requested by City employees, rewriting of the index to retention schedules to reflect the changes made, and unlimited e-mail and telephone assistance throughout the year.

DISCUSSION:

Gladwell Governmental Services, Inc. has conducted a review of the retention schedule and has provided the annual update of the retention schedule (Exhibit A to Attachment A). The update allows the City to comply with recent changes in law and provide a more efficient system for the management of permanent and disposable documents. The records retention periods are in compliance with current laws and are standard business practice for California cities. The proposed update includes all City departments except the Police Department, which manages its own records separately.

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 consent in writing of the City Clerk or Chief Deputy City Clerk, City Manager, City Attorney, and City Council.

FISCAL IMPACT:

There is no fiscal impact to adopt the updated retention schedule; however, there is a nominal cost of $450 per fiscal year, which was included in the Fiscal Year 2022-2023 budget, account no. 1010-0700-51005 for the subscription to provide an annual update and unlimited advice.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

None.

ATTACHMENTS:

Attachment A - Resolution CC 2022-89
Respectfully submitted,

Page 2 of 110 ends

RESOLUTION CC 2022-89

A JOINT RESOLUTION OF THE CITY COUNCIL, SUCCESSOR

AGENCY TO THE COVINA REDEVELOPMENT AGENCY, COVINA

PUBLIC FINANCING AUTHORITY, AND COVINA HOUSING

AUTHORITY OF THE CITY OF COVINA, CALIFORNIA, RESCINDING RESOLUTION CC 2021-40 AND ADOPT A RECORDS RETENTION

SCHEDULE AND AUTHORIZE 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 Covina; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the State of California has adopted guidelines specifying retention periods for various government records; and
WHEREAS, the City Council of the City of Covina adopted a records retention schedule on July 17, 2001, by minute action; and the Covina Redevelopment Agency adopted the same records retention schedule on June 3, 2003, by minute action; and WHEREAS, on July 17, 2017, City Council approved an agreement with Gladwell Governmental Services, Inc. to review and update the City’s Records Retention Schedule and destruction procedures which included annual updates and a subscription for unlimited advice; and WHEREAS, on December 19, 2017, the City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority adopted joint Resolution CC 17-128, adopting a records retention schedule and authorizing destruction of certain city records; and
WHEREAS, the Retention Schedule has been reviewed and updated annually and taken to City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority for approval on December 17, 2019, Resolution CC 19-127, February 18, 2020, Resolution CC 2020-16, and April 20, 2021, Resolution CC 2021-40; and WHEREAS, the current records retention schedule has been reviewed and updated to comply with recent changes in law and provide a more efficient system for the management of permanent and disposable documents.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. Resolution CC 2021-40 is hereby rescinded in its entirety and this resolution including the Records Retention Schedule (Exhibit A) shall supersede all previous resolutions that are in conflict with this resolution.

Page 3 of 110 ends

Resolution CC 2022-89 Page 2 of 2
SECTION 2. The records of the City of Covina, as set forth in the Records Retention Schedule (Exhibit A), attached hereto and incorporated herein by reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk or Chief Deputy City Clerk and City Attorney, without further action by the City Council of the City of Covina.

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

SECTION 4. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.

SECTION 5. This resolution shall become effective immediately upon its passage and adoption.

APPROVED and PASSED this 16th day of August, 2022.

City of Covina, California
BY:

PATRICIA CORTEZ, Mayor
ATTEST:
_____________________________________
FABIAN VELEZ, Deputy City Clerk

CERTIFICATION
I, Fabian Velez, Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2022-89 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 16th day of August, 2022, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:
_______________________________________
FABIAN VELEZ, Deputy City Clerk

Page 4 of 110 ends

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).”

Page 5 of 110 ends

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 – DVD-R, CD-R, or WORM, or microfilmed), and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

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

Page 6 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

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

CITY-WIDE (Used by All Departments)
Human
Resources /
Risk
Management
CW-001
Accident, Incident, Injury
reports: PUBLIC &
EMPLOYEES, with associated
MSDS, if a chemical was
involved
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Copies retained for reference;
GC §34090.7
Lead Dept. CW-002 Accounts Payable, Invoices -
City Attorney Invoices Only 5 years 5 years Yes: Before Payment Mag,
Ppr
Department preference; Meets
municipal government auditing
standards; GC §34090
Finance CW-003
Accounts Payable, Invoices,
Petty Cash, Travel
Reimbursement, Warrant
Requests, etc.

When ALL backup is forwarded
to Finance (City Attorney
Invoices Excluded)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Payment
Mag,
Ppr
All originals go to Finance
(these are copies); GC
§34090.7
Lead Dept. CW-004
Affidavits of Publications /
Public Hearing Notices / Legal
Advertising / Affidavits of
Posting
2 years 2 years
Mag,
Mfr, OD,
Ppr
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)
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 7 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CW-005 Agenda Packets / Staff
Reports: City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC &OD GC §34090.7
City Clerk CW-006 Agreements & Contracts ALL

ORIGINALS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S
Yes: Upon
Completio
n
Ensure the City Clerk receives
all original agreements; GC
§34090.7
Lead Dept. CW-007
Agreements & Contracts:

ADMINISTRATIVE FILES
(with Grant Funding)
(Correspondence, Insurance
Certificates, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
is 3 years from expenditure
report or final payment of
grantee or subgrantee; 2 CFR
200.334; 2 CFR 200.333; 24
CFR 91.105(h), 92.505,
570.490, & 570.502(a), 29
CFR 97.42; OMB Circular A133; GC §34090; GC §8546.7
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 8 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-008
Agreements & Contracts:

ADMINISTRATIVE FILES
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Covers E&O Statute of
Limitations; 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
Finance CW-009
Audits / Audit Reports / Annual
Comprehensive Financial
Report (ACFR) CAFR -
Comprehensive Annual
Financial Reports
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required

Mag,
Ppr Copies; GC §34090.7
CW-010 Bids: SUCCESSFUL BIDS -
See Agreements & Contracts
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 9 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-011
Bids: UNSUCCESSFUL BIDS,

UNSUCCESSFUL
PROPOSALS or RESPONSES
to RFPs (Request for
Proposals) and/or RFQs
(Request for Qualifications)
that don't result in a contract
Includes Rating Sheets and
Interview Questions
Excludes Bid Files, which are
retained by the City Clerk
2 years 2 years Mag,
Ppr
The RFP / RFQ and the
successful proposal becomes
part of the agreement or
contract; GC §34090
Staffing Dept. CW-012
Boards, Commissions, &
Committees: City Council
Subcommittees
(Composed solely of less than
a quorum of the City Council)
2 years 2 years
Mag,
Ppr
All recommendations are
presented to the City Council;
GC §34090 et seq.

Staffing Dept. CW-013
Boards, Commissions, &
Committees: Employees Staff
Meetings / Department Staff
Meetings
2 years 2 years
Mag,
Ppr GC §34090 et seq.

Page 10 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

CW-014
Boards, Commissions, &
Committees: External
Organizations
(e.g. County Board of
Supervisors)
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr Non-records
Finance CW-015 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Final must be filed with County
Auditor; GC §34090.7, 40802,
53901
Finance CW-016
Cash Receipts Detail / Backup
/ Accounts Receivable Detail /
Refund Detail
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
Lead
(Requesting)
Dept.

CW-017 City Attorney Opinions Minimum 2
years
Minimum 2
years

Mag,
Ppr City preference; GC §34090
City Attorney CW-018 Claims
Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Settlement GC §§34090.7, 34090.6
Lead
(Responding)
Dept.

CW-019 Complaints / Concerns from
Citizens
Minimum 2
years
Minimum 2
years

Mag,
Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed in 6
months; GC §34090
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 11 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Human
Resources CW-020 Complaints Against Employees
Send to
Human
Resources
Send to
Human
Resources

Mag,
Ppr GC §34090.7
CW-021 Contracts: See Agreements
Lead Dept. CW-022 Copies or duplicates of any
record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-023
Correspondence - ROUTINE
(e.g. Administrative, Chronological,
General Files, Letters,
Memorandums, Reading File,
Working Files, etc.)
2 years 2 years
Mag,
Ppr GC §34090
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 12 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-024
Correspondence -

TRANSITORY /

PRELIMINARY DRAFTS,
Interagency and Intraagency
Memoranda NOT retained in
the ordinary course of business
Content NOT Substantive, or
NOT made or retained for the
purpose of preserving the
informational content for
future reference
(e.g. calendars, checklists, e-mail
or social media posting, employee
directories, flyers, invitations,
instant messaging, inventories,
logs, mailing lists, meeting room
registrations, speaker cards, staff
videoconference chats, notes and
recordings, supply inventories,
telephone messages, text
messages, transmittal letters,
thank yous, requests from other
cities, undeliverable envelopes,
visitors logs, voice mails,
webpages, etc.)
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr
Electronic and paper records
are filed and retained based
upon their CONTENT.

Records, e-mails, electronic
records, or social media
postings where the Content
relates in a substantive way
to the conduct of the public's
business, or that ARE made
or retained for the purpose
of preserving the
informational content for
future reference are saved by
printing them out and placing
in a file folder, or saving them
electronically in a folder
outside the e-mail system; If
not mentioned here, consult
the City Attorney to determine
if a record is considered
transitory / preliminary drafts.

GC §34090, GC §6252; 64
Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v.

Superior Court (Smith).

S218066. Supreme Court of
California, 2017
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 13 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CW-025
Deeds, Easements, Final
Orders of Condemnations,
Liens, Recorded Documents,
Rights of Ways (All)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required

Mag,
Ppr
Send all originals to the City
Clerk; GC §34090.7
Lead Dept. CW-026
Deposit Accounts / Trust
Accounts / Refundable
Deposits
Close + 5
years
Close + 5
years
Mag,
Ppr
Department preference; meets
auditing standards; GC §34090
Lead Dept. CW-027 DMV Pull Notices
When
Superseded or
Separated
When
Superseded
or Separated
Mag Ppr
Transitory or source records
not retained in the ordinary
course of business; CHP
audits every 2 years; Bureau of
National Affairs recommends 2
years for all supplementary
Personnel records; GC §34090
Lead Dept. CW-028 Drafts & Notes: Drafts that are
revised (retain final version)
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr
As long as the drafts and notes
are not retained in the "Regular
Course of Business". Consult
the City Attorney to determine
if a record is considered a
draft. GC §§34090, 6252,
6254(a)
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 14 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-029
GIS Database / Data / Layers
(both City-wide and
Specialized)
When No
Longer
Required
When No
Longer
Required
Yes Mag
The Lead Department should
print out historical documents
(or save source data) prior to
replacing the data, if they
require the data or output for
historical purposes;
Department Preference
(Preliminary documents); GC
§34090 et seq.

Lead Dept. CW-030 Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years 2 years
Mag,
Ppr GC §34090
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 15 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-031
Grants / CDBG / Reimbursable
Claims / FEMA or OES
Reimbursement Claims /
Subventions (SUCCESSFUL
Reports, other records required
to pass the funding agency's
audit, if required)
Applications (successful), grant
agreement, program rules,
regulations & procedures, reports
to grant funding agencies,
correspondence, audit records,
completion records
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years

Mag,
Ppr
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
is 3 years from expenditure
report or final payment of
grantee or subgrantee;
statewide guidelines propose 4
years; 2 CFR 200.334; 2 CFR
200.333; 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a),
29 CFR 97.42; OMB Circular A133; GC §34090; GC §8546.7 Human
Resources CW-032 Grievances and Informal Complaints (Employees) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Ppr
Send all grievances to Human
Resources; All State and
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
§§12946, 12960, 34090
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 16 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-033
Litigation Files / Lawsuits /
Court Case Files
Send Final Settlement Agreements
to the City Clerk
Final
Resolution + 5
years
Final
Resolution + 5
years
Yes: Until
Settlement
Mag,
Ppr
Department preference;
Confirm with City Attorney prior
to destruction of any litigation
files; CCP §§ 337 et seq.; GC
§§ 911.2, 34090, 34090.6; PC
§832.5(b)
Lead Dept. CW-034 Leave Slips / Time Off
Requests
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr
Preliminary drafts not retained
in the Regular Course of
Business GC §34090
Lead Dept. CW-035
Material Safety Data Sheet
(MSDS) / Safety Data Sheet
(SDS) Chemical Use Report
Form (or records of the
chemical / substance / agent,
where & when it was used)
While
Chemical In
Use
30 years 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
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Page 17 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CW-036 Minutes: City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§34090.7
City Clerk CW-037 Municipal Code (these are
copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Original
Mag,
Mfr, OD,
Ppr
I No
Return any whole unused
codes to the City Clerk;
Originals maintained by City
Clerk Permanently; GC §34090
Lead Dept. CW-038 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be obtained
from the newspaper company;
GC §34090
Staffing Dept. CW-039
Notices: Public Hearing
Notices and Proofs of
Publications
2 years 2 years
Mag,
Ppr
Statute of Limitations on
Municipal Government actions
is 3 - 6 months; CCP§337 et
seq; GC §34090
City Clerk CW-040 Ordinances - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No Originals maintained by City
Clerk Permanently; GC §34090
Human
Resources /
Risk
Management
CW-041 OSHA Inspections or Citations
Send to
Human
Resources
Send to
Human
Resources
Ppr GC §34090.7
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 18 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Human
Resources CW-042 Personnel Files (Departmentlevel Files) Shred Upon
Separation or
Transfer
Shred Upon
Separation or
Transfer
Before
Separation
Mag,
Ppr
Ensure records kept in
Department files comply with
City policy (all originals are
sent to Human Resources);
GC §34090.7
Lead Dept. CW-043 Personnel Files (Supervisor's
Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Ppr
Notes maintained in a separate
folder to be incorporated into
performance evaluation, or to
document progressive
discipline; GC §34090 et seq.

Lead Dept. CW-044 Photographs
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr
Content not substantive -
Preliminary Drafts utilized in
other documents; destroy
unnecessary photographs. GC
§§34090, 6252, 6254(a)
Lead Dept. CW-045 Public Relations / Press
Releases 2 years 2 years Mag, Ppr GC §34090
Lead Dept. CW-046 Purchase Orders / Requisitions 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S
Yes: After
QC &OD
Department preference; GC
§34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-047
Real Estate Appraisal Reports:

Property NOT purchased,
Loans not funded, etc.
2 years 2 years Mag,
Ppr
Not accessible to the public;
Statewide Guidelines show 2
years; GC §§34090, 6254(h)
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 19 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept.
(Who Ordered
the Appraisal)
CW-048
Real Estate Appraisal Reports:

Purchased Property, Funded
Loans
2 years Minimum 3
years
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC &OD
Not accessible to the public
until purchase has been
completed; meets grant
auditing requirements; 2 CFR
200.334; 2 CFR 200.333; 24
CFR 91.105(h), & 570.502(a);
29 CFR 97.42, GC §34090
City Clerk CW-049
Records Destruction Lists /
Certificate of Records
Destruction
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
CW-050
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:

Produced by OUTSIDE
ORGANIZATIONS (League of
California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr Non-Records
Lead Dept. CW-051
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:

Produced by YOUR
Department
Minimum 2
years
Minimum 2
years

Mag,
Ppr
Statewide guidelines propose
superseded + 2 or 5 years; GC
§34090
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 20 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-052
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:

Produced by OTHER
Departments
When
Superseded
When
Superseded
Mag,
Ppr Copies; GC §34090.7
CW-053 Reference or Working Files:

See Correspondence
Lead Dept. CW-054
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and
Historically significant,
therefore retained
permanently; GC §34090
Lead Dept. CW-055
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
10 years 10 years
Mag,
Ppr
Information is outdated after 10
years; statewide guidelines
propose 2 years; If historically
significant, retain permanently;
GC §34090
City Clerk CW-056 Resolutions: City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§34090.7
Lead Dept. CW-057 Special Projects / Subject Files
/ Issue Files
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§34090 et seq.

Page 21 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-058
Surveys / Questionnaires (that
the City issues).

If a summary of the data is
compiled, the survey forms are
considered a draft or transitory
record, and can be destroyed
as drafts (When No Longer
Required)
2 years 2 years
Mag,
Ppr GC §34090
Lead Dept. CW-059 Time Cards / Time Sheets 5 years 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; Most
Employees provide digital
signatures when they submit
their timecards, but some in
Public Works and Community
Services do not (another
employee enters their time);
IRS Reg §31.6001-1(e)(2),
R&T §19530; LC § 1174(d); 29
CFR 516.5; GC §34090
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Page 22 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-060
Training - ALL COURSE

RECORDS
(Attendance Rosters, Outlines
and Materials; includes Ethics,
Harassment Prevention, &
Safety Training & Tailgates)
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive
Department preference; Ethics
& Harassment Prevention
Training is 5 years; Statewide
guidelines propose 7 years;
Calif. Labor Division is required
to keep their OSHA records 7
years; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State
Law requires 2 -3 years for
personnel actions;29 CFR
1602.31; LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b), GC §53237.2(b)
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 23 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

CITY CLERK
City Clerk CC-001
Agenda Packets: City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Housing Authority,
Public Financing Authority
2 years P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference;
Includes final budget and final
audit reports / ACFR CAFR;
GC §34090
City Clerk CC-002
Agreements & Contracts - ALL
(INFRASTRUCTURE, OR IF
IMAGED, JPAs, MOUs,

FRANCHISES)
Agreement or Contract
includes all contractual
obligations (e.g. Specifications
and Successful Proposal /
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
Completion P P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S
Yes: Upon
Completion
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
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 24 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-003
Agreements & Contracts - ALL
(NON-INFRASTRUCTURE,
Professional Services
Agreements - NOT IMAGED)
Agreement or Contract
includes all contractual
obligations (e.g. Specifications
and Successful Proposal /
Scope of Work)
Examples of Non-Infrastructure:

Consultants, Landscaping,
Painting, Slurry Seals (Paving),
Tree Trimming, Leases, Personnel,
Professional Services, etc.

Completion 10 years Completion +
10 years
Yes: Before
Completion Mag, Ppr
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)
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 25 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-004
Agreements & Contracts -
HOUSING Loans, Trust Deeds,
Promissory Notes, etc.

Fully Paid or
Forgiven P P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S
Yes: Upon
Completion
Department preference;
Documents imposing
recapture / resale restrictions
are 5 years after the
affordability period
terminates; Uniform Admin.

Requirements for Grants to
Local Governments is 3 years
from expenditure report;
statewide guidelines propose
4 years; 2 CFR 200.333; 24
CFR 92.508(a)&(c) &
570.502(a)(16), 29 CFR

97.42, GC §34090
City Clerk CC-005 Articles of Incorporation P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD
Department preference; GC
§34090
City Clerk CC-006
Bid Files: UNSUCCESSFUL

PROPOSALS / REJECTED

BIDS OR PROPOSALS (ALL)
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-007
Bid Files: INFRASTRUCTURE
RFP / Specifications,
Successful Proposal, Notice of
Completion
2 years P P Mag, Ppr
Department preference; CCP
§§337. 337.1(a), 337.15, 343;
GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 26 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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-008
Bid Files: NONINFRASTRUCTURE
RFP / Specifications,
Successful Proposal, Notice of
Completion
2 years 8 years 10 years Mag, Ppr
Department preference; CCP
§§337. 337.1(a), 337.15, 343;
GC §34090
City Clerk CC-009
Board & Commission /
Committee Maddy Act Lists /
Vacancy Notices
2 years 2 years Mag, Ppr GC §34090; 2 CCR 18702.5
City Clerk CC-010
Board & Commission
Applications (Successful and
Unsuccessful)
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-011
Bonds (Performance Bonds,
Subdivision Bonds, Letters of
Credit)
Release of
Bond / Letter
of Credit
Release of
Bond / Letter
of Credit
Mag, Ppr
Securities (Performance
Bonds, Letters of Credit,
CD's, etc.) are released after
the Notice of Completion is
issued and replaced with the
Warranty Bond, which is
released 1 year after the
Notice of Completion date.

GC §34090
City Clerk CC-012
City Clerk Filing System /
MUFFS (if not identified
elsewhere)
Minimum 2
years
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
City Clerk CC-013
City Council, Board &
Commission Historical List of
Members
P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD
Department preference; GC
§34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 27 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Human
Resources /
Risk
Management
CC-014 Claim Forms / Summons 2 years 2 years Mag, Ppr Risk Management retains Claim File; GC §34090
City Clerk CC-064
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests):

ELECTRONICALLY FILED
10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes:

Statements filed electronically
are required for 10 years;
City maintains copies only;
original statements are filed
with FPPC; GC §81009(f)(g);
GC §84615
City Clerk CC-015
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): ALL
7 years 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-016
Economic Interest Filings
(FPPC Form 635 / 602) -
Lobbyist Authorization /
Reporting
5 years 5 years Mag, Ppr S / I Yes: After 2
years
2 CCR 18615(d)
City Clerk CC-017 FPPC Form 801 (Gift to
Agency Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC
§81009(e)
City Clerk CC-018
FPPC Form 802 (Event Ticket
/ Pass Distributions Agency
Report)
7 years 7 years Mag, Ppr S / I Yes: After 2
years
Should post on website for 4
years; GC §81009(e)
City Clerk CC-019 FPPC Form 803 (Behested
Payment Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years GC §81009e
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Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-020 FPPC Form 804 (Agency
Report of New Positions) P P
Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
FPPC Regulation 18734(c);
GC §81009e
City Clerk CC-021 FPPC Form 805 (Agency
Report of Consultants) P P
Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
FPPC Regulation 18734(c);
GC §81009e
City Clerk CC-022
FPPC Form 806 (Agency
Report of Public Official
Appointments)
7 years 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)

ELECTIONS - CONSOLIDATED
City Clerk CC-023
Assessment District Ballots,
Protest Letters, & Envelopes -
Prop. 218 proceedings
2 years 2 years Ppr GC §53753(e)(2)
City Clerk CC-024
Campaign Filings (FPPC 400
Series Forms & Form 501):

SUCCESSFUL CANDIDATES
(Elected Officials)
All, whether filed electronically
or not
10 years P P
Mag, Mfr,
OD, Ppr S
Yes: After 2
years
For Electronic Filings, Data
that has been maintained for
at least 10 years may then be
archived in a secure format;
Paper must be retained for at
least 2 years; GC
§81009(b)&(g); GC §84615(i)
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 29 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-025
Campaign Filings (FPPC 400
Series Forms & Form 501):

UNSUCCESSFUL

CANDIDATES
Includes Unsuccessful
Candidates Without
Committees that Don't File
Electronically
5 years 5 years Mag, Mfr,
OD, Ppr S
Yes: After 2
years
Candidates without
committees are not required
to file their statements,
reports or copies online or
electronically; Paper must be
retained for at least 2 years;
GC §81009(b)&(g); GC
§84615
City Clerk CC-025.1
Campaign Filings (FPPC 400
Series Forms, 501 Form):

UNSUCCESSFUL

CANDIDATES,

ELECTRONICALLY FILED -
WITH or WITHOUT
Committees
10 years 10 years Mag, Ppr
Statements filed electronically
are required to be retained
for 10 years; GC
§81009(b)&(g); GC §84615
City Clerk CC-026
Campaign Filings (FPPC 400
Series Forms): THOSE NOT

REQUIRED TO FILE

ORIGINAL WITH CITY CLERK
(copies)
4 years 4 years Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(f)&(g)
City Clerk CC-027
Campaign Filings (FPPC 400
Series Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
7 years 7 years Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(c)&(g)
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 30 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-028
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. - SUCCESSFUL

CANDIDATES
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Ppr
Department Preference;
Statewide guidelines
proposes 4 years for
successful candidates, 2
years for unsuccessful; CA
law states term of office and 4
years after the expiration of
term and does not delineate
between the two; EC §17100
City Clerk CC-029
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. -

UNSUCCESSFUL

CANDIDATES
Election + 4
years
Election + 4
years
Mag, Ppr
Statewide guidelines
proposes 4 years for
successful candidates, 2
years for unsuccessful; CA
law states term of office and 4
years after the expiration of
term and does not delineate
between the two; EC §17100
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 31 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-030
Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence, Applications
to fill a Vacancy on the City
Council, Precinct Maps,
County Election Services,
Candidate Statements to be
printed in the Sample Ballot,
Polling Locations and Precinct
Board Members, Notices,
Postings, etc.)
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-031
Elections - HISTORICAL
(Sample ballot, copies of
resolutions, final results;
Certificate of Election)
2 years P P
Mag, Mfr,
OD, Ppr S No Retained for Historical Value, GC §34090
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 32 of 110 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-032 Elections - Petitions (Initiative,
Recall or Referendum)
Results + 8
months, or
Final
Examination
if No Election
+ 1 year after
petition
examination
if petition is
insufficient
Results + 8
months, or
Final
Examination
if No Election
+ 1 year after
petition
examination if
petition is
insufficient
Ppr
A 1 year retention period
applies where the proponents
of the petition have
commenced an examination
pursuant to GC § 6253.5, Not
accessible to the public; The
8 month retention applies
after election results, or final
examination if no election,
unless there is a legal or
FPPC proceeding. EC
§§17200(b)(3) ; 17400
ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-033 Applications to View Voter
Registration Information 5 years 5 years Ppr EC §2188(f) City Clerk CC-035 Ballots - After Election 6 mo. 6 mo. Ppr EC §17302 City Clerk CC-036 Ballots - After Recount 6 mo. 6 mo. Ppr EC §17306 City Clerk CC-037 Challenged & Assisted Voters
List 6 mo. 6 mo. Ppr If uncontested, EC §17304
City Clerk CC-038 Inspector Receipts for Ballots 6 mo. 6 mo. Ppr EC 17302, 17306 City Clerk CC-039 Precinct Officer Appointments 6 mo. 6 mo. Ppr EC §17503 City Clerk CC-040 Roster of Voters 5 years 5 years Mag, Mfr, OD, Ppr EC §17300
City Clerk CC-041 Tally Sheets 6 mo. 6 mo. Ppr EC §17304 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/20/2021

Page 33 of 110 ends

Covina City CouncilAugust 16, 2022

Covina City Council
August 16, 2022