Covina City Council
June 3, 2025

Ver. 20.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Library LIB-007 Library Card Applications
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Department preference (the database is the original record); GC §34090 Library LIB-008 Library Systems: ILS Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Data is interrelated; GC §34090
Library LIB-009 Library Volunteer / Unpaid Intern Logs (Hours) When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Drafts not retained in the ordinary course of business; GC §34090Library LIB-010 Library Volunteers / Unpaid Intern Applications & Agreements - Successful Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12960, 34090 Library LIB-011 Performer Agreements Completion + 2 years Completion + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090Library LIB-012 Photo Releases 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090Library LIB-013 Problem Patron File / Incident Reports Minimum 2 years Minimum 2 years 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Library LIB-014 Registration Management Database Indefinite - Minimum 2 years
Indefinite -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Data is inter-related; 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-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).

PARKS & RECREATION
Risk
Management P&R-001 Accident / Major Injury Reports (Members of the Public) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090.7
Parks &
Recreation P&R-002 Accident / Minor Injury Reports (Members of the Public) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Parks &
Recreation P&R-003
Activity Files / Program Files / Special Programs / Special Event Files & Reports / ABC Permits, where requiredAfter School, Children's Programs, Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc.

When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Parks &
Recreation P&R-004 Attendance Tracking 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Parks &
Recreation P&R-005
Capital Improvement Projects (CIP - where Parks & Recreation is the Lead): Administration File / NOT Scanned Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc.

Upon
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: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §335 337 et. seq., 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Parks &
Recreation P&R-006
Capital Improvement Projects (CIP - where Parks & Recreation is the Lead): Permanent File / Scanned RecordsSpecifications / RFP & Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc.

Upon
Completion PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Complet. + 10 years Department preference; retained for disaster preparedness purposes; ; GC §34090 Parks &
Recreation P&R-007
Class Instructors ContractsIncludes Livescan Clearances, Insurance Certificates and Administration Records Completion 2 years Completion + 2 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference;, GC §34090 Lead Dept. &
Finance P&R-010
Deposits / Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD City preference (not all detail is sent to Finance); GC §34090 Parks &
Recreation P&R-011 Donations / Sponsorship Forms 2 years 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Parks &
Recreation P&R-012 Evaluations / Surveys (of programs)
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary drafts / Transitory records; GC §34090 Parks &
Recreation P&R-013
Event Service Agreements / Concerts / Special Event Contacts / Professional Service Agreements (PSAs)Includes Insurance Certificates and Administration Records Completion 2 years Completion + 2 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference;, GC §34090 Parks &
Recreation P&R-014
Facility Use Rental Contracts / Field Use Contracts / Facility Use Requests 2 years 2 years
Yes:

Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Parks &
Recreation P&R-015 Park and Recreation Commission AGENDA PACKETS & AGENDAS Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 2 years GC §§34090, 54960.1(c)(1) Parks &
Recreation P&R-016
Park and Recreation CommissionAUDIO RECORDINGS of Meetings / Audio Tapes
2 years 2 years (Mag)
City preference; State law only requires for 30 days; GC §54953.5(b) Parks &
Recreation P&R-017
Park and Recreation CommissionMINUTES RESOLUTIONS & BYLAWS P P Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
No
GC §34090
Parks &
Recreation P&R-018 Photo Waivers 2 years 2 years
Yes:

Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Parks &
Recreation P&R-019 Recreation Management Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; data is interrelated; 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Parks &
Recreation P&R-020
Registration / Applications /
Liability Forms / Release of Liability Forms / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. 2 years 2 years
Yes:

During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Parks &
Recreation P&R-021 Safety Inspections 2 years 2 years
Yes:

Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Parks &
Recreation P&R-023 Scholarships 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference (meets auditing standards); GC §34090 Parks &
Recreation P&R-029 Waivers of Liability 2 years 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-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).

PUBLIC WORKS ADMINISTRATION
Public Works
/ Admin. PW-001 Diesel Reports (Submitted to the State) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Public Works
/ Admin. PW-002 FEMA Reimbursement / OES Reimbursements 1 year 9 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Lead Div.

Public Works
/ Admin.

PW-003 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 Public Works
/ Admin. PW-004
Underground Storage Tanks (CityOwned - Removed) Location, Soil Remediation 10 years P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
1 year
Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §34090 et. seq.

ENGINEERING
Public Works / Engineering PW-005 Aerial Maps (Analog / Historical) P P Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
No
Department Preference; GC §34090
Public Works / Engineering PW-006 Address Assignments / Changes / Corrections (Includes application) PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department Preference; GC §34090Public Works / Engineering PW-007 Annexations P P Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
No
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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works / Engineering PW-008
Assessment District Formation / CFD / Landscape Maintenance District Formation / Lighting and Landscape District Formation / Sewer District Formation PP
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering PW-009
Assessment Rolls / Lighting and Landscape Districts / Special District Assessment Rolls (to Tax Assessor for Tax Rolls) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.

Public Works / Engineering PW-010 Benchmarks P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering PW-011 Brewster Maps (Streets, Sewer, Water, Aerial, Gas Lines, Tract PP Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090Public Works / Engineering PW-012 Capital Improvement Projects (CIP): Maintenance Projects (All Records)Examples of Maintenance Projects: Painting, Pavement Overlays, Repairs, Ramps, ReRoof, Sidewalk Repairs, Slurry Seals, etc.

Upon
Completion
5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
5 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is not applicable; Statute of Limitations: Contracts & Spec's=4 years; CCP §335 337 et. seq., 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works / Engineering PW-013
Capital Improvement Projects (CIP): Administration File / NOT Scanned Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, Photos, etc.

Upon
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: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §335 337 et. seq., GC §34090
Public Works / Engineering PW-014
Capital Improvement Projects (CIP): Permanent File / Scanned RecordsSpecifications & Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Soil Reports, Studies, Submittals, Surveys, etc.

Upon
Completion PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Complet. + 10 years Department preference; retained for disaster preparedness purposes; 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works / Engineering PW-015
Correspondence - Regulatory Agencies Not Related to a CIP (State & Federal Agencies, EPA, Health Department, etc.) Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC
Must retain public works project emails and correspondence until the project is approved and the CEQA Statute of Limitations has expired without litigation being filed (Public Resources Code section 21167.6 has expired without litigation being filed); Department preference; Some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §34090 Public Works / Engineering PW-016 Design & Construction Standards - Authored by the City PP Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090Public Works / Engineering PW-017 Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Capital Improvement Project "As-Built", Base Maps P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
No
Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works / Engineering PW-018
Encroachment Permits / Excavation Permits: Temporary , or Expired / Never Activated - Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts, Heavy Load Permits, Wide Load Permits, etc.(Includes Applications, Business License, Contractors License, Insurance Certificates, Site Plan, Invoice to Vendor) Final /
Completion +
2 years
Final /
Completion +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC § 34090
Public Works / Engineering PW-019
Encroachments - Long Term - Permanent structures in the City's Right of Way(Includes Applications, Business License, Contractors License, Insurance Certificates, Site Plan, Invoice to Vendor) PP
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering PW-020 Engineering Permits Database Indefinite - Permanent Indefinite - Permanent Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; some encroachment permits are Long Term; GC §34090 Public Works / Engineering PW-021
Engineering Studies / Surveys - Preliminary Studies / Project Assessments PP
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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works / Engineering PW-022
Geotechnical and Soil Reports; Hydrology Reports (Authored on behalf of the City) PP
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering PW-023 Grading Plans P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering PW-024 Lighting and Landscape Districts - Formation and Boundaries PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090Public Works / Engineering PW-025 Master Plans - Permanent -
Bikeway, Park, Pavement, Traffic, Transportation, etc.

PP
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; Drafts should be destroyed; GC §34090 Public Works / Engineering PW-026 Master Plans - Temporary - Special Events / One-Time Events 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Building PW-027 Plan Checks for Building Permits
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary drafts; GC §34090 et seq.

Public Works / Engineering PW-028
Private Development Projects / Job Files: Administration FileConstruction Inspections, Correspondence, Photos, etc.

Upon
Completion 10 years Completion + 10 years Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §335 337 et. seq., 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works / Engineering PW-029
Private Development Projects / Job Files: Permanent FilesDrainage, Driveway, Grading Plans, Rights of Way, Soil Reports, Stormwater, Private Lab Verifications, Testing Lab Final Reports, etc.Dedications, Easements, Abandonments (City Clerk is OFR) Upon
Completion PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 City Clerk PW-030
Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of Completion, Recorded Agreements / Contracts, Certificate
of Compliance, Maintenance Covenant Agreements, etc.Send all originals to City Clerk Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
No
Even if documents are erecorded, send all finals to the City Clerk; GC §34090.7 Public Works / Engineering PW-031
Traffic Advisory Commission / Traffic & Mobility Advisory CommissionAGENDAS & AGENDA PACKETS Minimum 2
years
PP
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works / Engineering PW-032
Traffic Advisory Commission / Traffic & Mobility Advisory CommissionAUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years (Mag)
Department preference; State law only requires for 30 days; GC §54953.5(b) Public Works / Engineering PW-033
Traffic Advisory Commission / Traffic & Mobility Advisory CommissionMINUTES, BYLAWS & RESOLUTIONS P P Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
No
Send originals to the City Clerk; GC §34090.7
Police PW-034 Traffic Collision Reports
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD copies; GC §34090.7
Public Works / Engineering PW-035 Traffic Congestion Management Plans / Transportation Plans 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090Public Works / Engineering PW-036 Traffic Counts 10 years 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Engineering PW-037 Traffic Evaluations 5 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Public Works / Engineering PW-038 Traffic Speed Surveys 10 years 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference (required every 5 years, but can be extended to 7 or 10 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works / Engineering PW-039
Transportation Studies / Warrants: Signals, Stop Signs, Crossing Guards, etc. 10 years 10 years
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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ENVIRONMENTAL PROGRAMS
Public Works
/ Environ.

Programs
PW-040
Aboveground CNG Storage Tanks (Agency Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing, Maintenance, Repairs 20 years 20 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §34090 Public Works
/ Environ.

Programs
PW-041 AQMD Subvention Fund (AB 2766) Paid + 5 years Paid + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets municipal government auditing standards; GC §34090 et seq.

Public Works
/ Environ.

Programs
PW-042 CNG Station Monthly Statements / Revenue (Open to the Public) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets municipal government auditing standards; GC §34090 Public Works
/ Environ.

Programs
PW-043 Conservation Programs / Rebate Programs / Check Requests 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets auditing standards); GC §34090 Public Works
/ Environ.

Programs
PW-044
FOG (Fats, Oil & Grease) / Source Control / Pretreatment Annual / Semi-Annual Reports 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Monitoring records required for 3 years; POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 Public Works
/ Environ.

Programs
PW-045 Franchise Rebates 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Meets municipal government auditing standards; GC §34090 et seq.

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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. PW-047 Hazardous Waste Manifests / Certificates of Disposal 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (City has "cradle to grave" liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Public Works
/ Environ.

Programs
PW-048
Household Hazardous Waste / Recycling / e-waste / Shredding Events, etc. 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 14 CCR 18812.4; GC §34090
Public Works
/ Environ.

Programs
PW-049 Industrial Waste Applications & Inspections 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Public Works
/ Environ.

Programs
PW-050 Prop. 218 Ballots, Protest Letters, & Envelopes (Refuse) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§53753(e)(2), 53755(d) Public Works
/ Environ.

Programs
PW-051
Sanitary Spills and Overflows (SSOs) (Above ground pump stations, etc.) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03 & 2022-0103-DWQ; ; 40 CFR 122.41(j)(2); GC §34090 Public Works
/ Environ.

Programs
PW-124
Sewer System Management Plans (SSMP) and Audits / Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan Superseded +
5 years
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; SSMPs are required to be updated every 6 years SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03 & 2022-0103-DWQ; ; 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Environ.

Programs
PW-052 Solid Waste Price Adjustments Until Superseded Until Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records / Preliminary Drafts; GC §34090 et seq.

Public Works
/ Environ.

Programs
PW-053
Solid Waste Reduction /
Recycling / AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) / Tonnage Reports / Annual Reports 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; SB 1383 compliance is required for 5 years 14 CCR § 18995.2; GC §34090 Public Works
/ Environ.

Programs
PW-054 Stormwater Illicit Discharges 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
2 years
Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Public Works
/ Environ.

Programs
PW-055 Stormwater LID (Low Impact Development) Permits and Plans PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Environ.

Programs
PW-056 Stormwater Monitoring / NPDES Monitoring and Inspection 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §335 337 et seq.

Public Works
/ Environ.

Programs
PW-057 Stormwater: Business Inspections 5 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-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: 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).

Public Works
/ Environ.

Programs
PW-058 Stormwater: NPDES Annual Reports 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44 Public Works
/ Environ.

Programs
PW-059 Stormwater: NPDES Permits Superseded + 5 years Superseded + 5 years Yes: Until Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §335 337 et seq.

Public Works
/ Environ.

Programs
PW-060 Stormwater: TMDL Plan (Total Maximum Daily Load) Plan 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Public Works
/ Environ.

Programs
PW-061 Unfunded Mandate Claims / SB 90 Claims Paid or Give Up + 5 years Paid or Give Up + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets municipal government auditing standards; GC §34090 et seq.

Public Works
/ Environ.

Programs
PW-062 Used Oil Disposal 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

EQUIPMENT & FLEET
Public Works
/ Equipment
& Fleet
PW-063 AQMD Permits (Generators, etc.) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 40 CFR 70.6; GC §34090
Lead Dept. PW-064
Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD AQMD Rule 1470; 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-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: 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).

Lead Dept. PW-065
Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works
/ Equipment
& Fleet
PW-066
Pre-Trip Inspections / DOT Program / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 13 CCR 1234(e); VC 34505.5(c); 49 CFR 396.11; GC §34090 Public Works
/ Equipment
& Fleet
PW-067
Vehicle & Equipment History Files
AQMD Certifications, Maintenance,
Registrations, Safety Certifications, etc.

Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §335 337 et. Seq., GC §34090
Division
Providing
Service /
Work
PW-068
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Division
Providing
Service /
Work
PW-069
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary drafts (the database is the original); 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-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: 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).

Division
Providing
Service /
Work
PW-070
Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD City Preference; CCP §§335 338 et seq., 340 et seq., 342, GC §, 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-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: 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).

PARKS AND FACILITIES MAINTENANCE & FLEET
Lead Dept. PW-071 Daily Logs 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Public Works
/ Parks,
Facilities
Maint. &
Fleet
PW-072
Maintenance - Stormwater Compliance (Catch Basins, Field, General Cleaning, Open Channels, Slots, Stormwater Treatment Measures and Trash Cleaning) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Lead Dept. PW-073 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq.

Public Works
/ Parks,
Facilities
Maint. &
Fleet
PW-074 Park Safety Checklist / Playground Inspections 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Parks,
Facilities
Maint. &
Fleet
PW-075 Pesticide Use Permits & Applications 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623, 40 CFR 110.3(d)
Public Works
/ Parks,
Facilities
Maint. &
Fleet
PW-076 Tree Inventory Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-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: 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).

STREETS
Lead Dept. PW-077 Pesticide Use Permits & Applications 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623, 40 CFR 171.11 et seq.

Public Works
/ Streets PW-078 Sewer Lift Station Inspections Minimum 5 years Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Division
Providing
Service /
Work
PW-079
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Division
Providing
Service /
Work
PW-080
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division
Providing
Service /
Work
PW-081
Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD City Preference; CCP §§335 338 et seq., 340 et seq., 342, GC §, 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 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).

SEWERS
Division
Providing
Service /
Work
PW-082
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Division
Providing
Service /
Work
PW-083
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division
Providing
Service /
Work
PW-084
Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD City Preference; CCP §§335 338 et seq., 340 et seq., 342, GC §, 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 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).

TRANSPORTATION & PARKING
Lead Dept. PW-085 Grant Funding for Transportation (Prop A, Prop C, Prop 1B, etc.) 2 years After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit, if
required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.333; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a) 29 CFR 97.42; OMB Circular A-133; GC §34090; GC §8546.7 Public Works
/
Transportatio
n / Traffic
Engineering
PW-086 Off-Street Parking Permits (Monthly, Daily) 3 months 21 months 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Public Works
/
Transportatio
n / Traffic
Engineering
PW-087 On-Street Parking Permits (Yearly) 3 months 21 months 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Public Works
/
Transportatio
n / Traffic
Engineering
PW-088 Parking Ticket Refunds / Lost Tickets 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20 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).

Public Works
/
Transportatio
n / Traffic
Engineering
PW-089 Transportation Applications for Service (Dial-a-Ride, etc.) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC § 34090

WASTEWATER COLLECTION
Public Works
/ Wastewater PW-090
Capital Improvement Projects (CIP) where Wastewater is the Lead: Administration File / NOT Scanned Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc.

Upon
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: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §335 337 et. seq., 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-21 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).

Public Works
/ Wastewater PW-091
Capital Improvement Projects (CIP) where Wastewater is the Lead: Permanent File / Scanned RecordsSpecifications & Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc.

Upon
Completion PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Complet. + 10 years Department preference; retained for disaster preparedness purposes; GC §34090 Public Works
/ Wastewater PW-092 CCTV - Sewers Minimum 5 years Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Wastewater PW-093 Confined Space Entries Minimum 5 years Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090 Lead Dept. PW-094 Daily Logs 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Lead Dept. PW-095
Generator Operation Logs & Inspections - Fixed / Stationary Generators 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD AQMD Rule 1470; 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-22 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).

Lead Dept. PW-096
Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works
/ Wastewater PW-097 Log Book (Pump Houses) 7 years 7 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Lead Div.

Dept. PW-098 SCADA Database (Supervisory Control and Data Acquisition) Indefinite Indefinite Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7 Lead Div.

Dept. PW-099 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 Division
Providing
Service /
Work
PW-100
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Division
Providing
Service /
Work
PW-101
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary drafts (the database is the original); 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-23 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).

Division
Providing
Service /
Work
PW-102
Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD City Preference; CCP §§335 338 et seq., 340 et seq., 342, GC §, GC §34090

WATER (POTABLE WATER)
Public Works
/ Water PW-103
Backflow Test Results / Cross Connection / Backflow Assembly Test Reports 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; exceeds SWRCB CrossConnection Control Policy Handbook Section 3.5.1 requires records be retained for the previous three calendar years,; 17 CCR 7605(f); GC §34090
Lead Depart. PW-104 Confined Space Entries 3 years 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1919.146(e)(6); GC §34090 Public Works
/ Water PW-105
Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints (Correspondence regarding Potable Water) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470(a) Lead Dept. PW-106
Environmental Agencies / Regulatory Agencies(EPA, DHS, etc.) Minimum 10
years
Minimum 10
years
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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-24 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).

Public Works
/ Water PW-107
Fire Hydrant Flow Tests (Development or Maintenance) - Paper Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Water PW-108 Lab Reports & Chains of Custody: Bacteriological and Organics 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department Preference; 40 CFR 141.33(a) and (b)(1); 22 CCR §64470 Public Works
/ Water PW-109
Lab Reports & Chains of Custody: Chemical (Includes Chlorine Residuals) Disinfectant Residuals, Disinfection Byproducts, and Disinfection Byproduct Precursors) 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After QC & OD
Department preference; State law requires 12 years, Federal 10 years; 40 CFR 141.33(a); 22 CCR §64692 Public Works
/ Water PW-110 Lab Reports & Chains of Custody: Lead & Copper 12 years 12 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Required for 12 years or 2 compliance cycles; 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 Lead Dept. PW-111 Operations & Maintenance Manuals / O & M Manuals Disposal of Equipment Disposal of Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Water PW-111.2 Public Notices - Potable Water (Tier 1, 2, or 3) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to be consistent with the retention for complaints; 22 CCR §64470; GC §34090 Public Works
/ Water PW-111.4 Reservoirs: Flushing, Disinfection and Cleaning Minimum 3 years Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Flushing, Disinfection, Inspection and Cleaning is required for 3 years; 22 CCR §64604(c); 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-25 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).

Public Works
/ Water PW-111.6 Reservoirs: Reports, Inspections, etc. P P Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department Preference; GC §34090 Public Works
/ Water PW-112
Sanitary Surveys of Drinking Water Systems (Open Sources of Water - Lake, Open Reservoirs, Dams, etc.) 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 22 CCR §64470; 40 CFR 141.33(c) Public Works
/ Water PW-113
SCADA Database (Water)
(Supervisory Control and Data Acquisition)
Indefinite Indefinite Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7 Lead Dept. PW-114 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 Public Works
/ Water PW-115 Urban Water Management Plans (UWMP) P P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 10 years Department Preference (copies) GC §34090.7 Public Works
/ Water PW-116 Videos - Reservoirs, Tanks, etc. P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Water PW-117
Vulnerability Assessment / Emergency Response Plan / Risk & Resilience Assessment / Hazard Mitigation Plan Superseded
+ 5 2 years
Superseded
+ 5 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Confidential; 42 USC 300i-2(c); GC §34090 et seq 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: 8/16/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-26 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).

Public Works
/ Water PW-118 Water Master Plan P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Water PW-119 Water Production Reads / Reports (to State DPH & DWR) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Public Works
/ Water PW-120 Water Quality Reports / Consumer Confidence Reports 12 years P P Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department preference; State law requires 12 years, federal 10 years; 40 CFR 141.33(a); 22 CCR §64483; GC §34090 Public Works
/ Water PW-121
Water Resources Planning Historical Reports / Water Assessments P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD City Preference; CCP §335 338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 City Clerk PW-122 Water Supply Agreements
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
No
GC §34090.7
Public Works
/ Water PW-123 Well Records (includes Destroyed or Abandoned Wells) PP 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: 8/16/2022

RESOLUTION CC 2025-59

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

CALIFORNIA, AUTHORIZING THE DESTRUCTION OF OBSOLETE

RECORDS IN THE DEPARTMENTS OF ADMINISTRATIVE SERVICES
(FINANCE AND HUMAN RESOURCES), CITY CLERK/RECORDS

MANAGEMENT, COMMUNITY DEVELOPMENT (CODE

ENFORCEMENT, PLANNING, AND SPECIAL PROJECTS DIVISIONS)

PARKS AND RECREATION/LIBRARY SERVICES, AND PUBLIC
WORKS
WHEREAS, Section 34090 of the Government Code of the State of California authorizes the destruction of certain records and documents by a Department Director, with the approval of the legislative body by resolution and the written consent of the City Attorney; and WHEREAS, the Department Directors of the Departments of Administrative Services (Finance and Human Resources), City Clerk/Records Management, Community Development (Code Enforcement and Planning) Parks and Recreation/Library Services Division, and Public Works, and the Special Projects Division, and have recommended that certain obsolete records identified on Exhibit A are no longer required or necessary; and WHEREAS, the City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority previously authorized the destruction of certain City records on:
 August 16, 2022, Resolution No. CC 2022-89
 October 18, 2022, Resolution No. CC 2022-108
 September 5, 2023, Resolution No. CC 2023-88
 July 16, 2024, Resolution No. CC 2024-60 and
WHEREAS, the City Attorney has given written consent for the destruction of the records herein set forth as Exhibit A.

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

SECTION 1. The City Council hereby finds and determines that the records identified on Exhibit A are no longer needed or required to be kept by statute or law.

SECTION 2. The City Council hereby authorizes and directs the destruction of the records described on Exhibit A in accordance with the terms and conditions of Section 34090 of the Government Code.

ATTACHMENT B

Resolution CC 2025-59 Page 2 of 2
SECTION 3. 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 3rd day of June, 2025.

City of Covina, California
BY:

VICTOR LINARES, Mayor
ATTEST:

FABIAN VELEZ, Chief Deputy City Clerk

CERTIFICATION
I, Fabian Velez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2025-59 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 3rd day of June, 2025, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:

FABIAN VELEZ, Chief Deputy City Clerk

Department: City Clerk Prepared By: Desiree Jimenez, Deputy City Clerk/Records Manager

CITY OF COVINA

RECORDS DESTRUCTION AUTHORIZATION FORM
By my initials above, I hereby certify that the records prepared for destruction (as listed below) are more than two years old and have been retained for the minimum retention period as specified in the City of Covina Records Retention Schedule adopted by the City Council. I have confirmed the accuracy of the description of each record sufficient for identification, the retention schedule page number, retention number, record contents, record dates, retention requirements and destruction date.

Box
#
Description of Records
to be Destroyed Date From Date To
Code
Citation
(e.g., GC § 34090)
Retention
Period
Page No.,
Retention
No.

Affidavits of Publications / Public Hearing
Notices / Legal Advertising / Affidavits of
Posting
2005 2013 GC §§34090,
54960.1(c)(1)
2 years CW-1;
CW-004
Affidavits of Publications /
Public Hearing Notices /
Legal Advertising / Affidavits of Posting
2016 04/2023 GC §§34090,
54960.1(c)(1)
2 years CW-1;
CW-004
Agreements & Contracts - ALL (NONINFRASTRUCTURE, Professional Services Agreements - NOT IMAGED) Agreement or
Contract includes all contractual obligations
(e.g. Specifications and Successful Proposal /
Scope of Work) Examples of NonInfrastructure: Consultants, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming,
Leases, Personnel, Professional Services, etc.
1953 2014 CCP §§337.
337.1(a),
337.15, 343;
GC §34090,
Contractor has
retention
requirements
in 48 CFR

4.703(a)
Completion
+ 10 years
CC2;
CC-003
Board & Commission Applications
(Successful and Unsuccessful)
2009 2022 GC §34090 2 years CC-3;
CC-010
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
2017 2023 GC §34090 2 years CW-3;
CW-011
Candidate File: Nomination Papers, Candidate
Statement Forms, etc. - SUCCESSFUL

CANDIDATES
Geoffrey Cobbett 2013 and 2017
Peggy Delach 2007, 2011
Jorge Marquez 2012, 2017
Kevin Stapleton – 2005, 2009, 2013
Mary Lou Walczak - 2012
Various Various EC §17100 Term of
Office + 4
years
CC-7;
CC-028
Candidate File: Nomination Papers, Candidate
Statement Forms, etc. - UNSUCCESSFUL

CANDIDATES
Andrew Aleman (Councilmember) 2020
Kevin Bowers 2008, 2009
Stephen “Woody Dahlen 2009
Selena Flores 2020
Kay Manning 2008 (Councilmember)
Thomas Palmieri 2008, 2009
Neil Polzin (Councilmember) 2017
Kim Rogers 2020
Various Various EC §17100 Election + 4
years
CC-7;
CC-029

EXHIBIT A

Department: City Clerk Prepared By: Desiree Jimenez, Deputy City Clerk/Records Manager

Campaign Filings (FPPC 400 Series Forms &
Form 501): UNSUCCESSFUL CANDIDATES
Includes Unsuccessful Candidates Without
Committees that Don't File Electronically
Andrew Aleman (Councilmember) 2020
Selena Flores 2019
Neil Polzin 2016, 2017
Kimberly Rogers 2019
Various Various GC
§81009(b)&(g);
GC §84615
5 years CC-6;
CC-025
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not
candidate-controlled)
Community Matters 2007-2009
Save our Library 2008
Save our Services - Committee for Measure A
2008
2007 2009 GC
§81009(c)&(g)
7 years CC-7;
CC-027
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not
candidate-controlled)
Community Matters
2011 2012 GC
§81009(c)&(g)
7 years CC-7;
CC-027
Correspondence - ROUTINE (Content relates
in a substantive way to the conduct of the
public's business) (e.g. Administrative,
Chronological Files, e-mail, General Files,
Letters, Memorandums, Miscellaneous
Reports, Press Releases, Public Records
Requests, Reading Files, Working Files, etc.)
IF the Content relates in a SUBSTANTIVE
way to the conduct of the public's business
2019 04/2023 GC §34090 2 years CW-5;
CW-023
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

ALL

FORMER CITY STAFF
Edward Miller 2005, 2006
Monda Buckley 1997-2006
Peggy Sanchez -1997-2007
Various Various GC
§81009(d)(e)(f)
&(g)
7 years CC-5;
CC-015
Economic Interest Filings
(FPPC 700 Series Forms –
Statement of Economic Interests): ALL
City Staff
87200 Filers
2007 2009 GC
§81009(d)(e)(f)
&(g)
7 years CC-5;
CC-015
FPPC Form 806
(Agency Report of Public Official
Appointments)
2012,
2016,
2017
2012,
2016,
2017
2 CCR
18702.5(b)(3);
GC §34090;
GC §81009(e)
7 years CC-5;
CC-022

Department: City Clerk Prepared By: Desiree Jimenez, Deputy City Clerk/Records Manager

Destruction Authorization: I hereby authorize the destruction of records listed above.

Department Head Signature: City Attorney Signature:

Date: Date:

Certification: I hereby certify that the records listed above were destroyed in accordance with the City’s records related policies and procedures.

Resolution: Destruction Date: Method of Destruction:

Chief Deputy City Clerk Signature and Date:

Oath of Office: City Council, Boards &
Commission Members
Jeannette Flores Traffic & Parking Advisory
Commission
Jeffrey Johnson – Traffic and Parking Advisory
Commission
Charles Kemp – Library Board of Trustees
Brad Manning – Planning Commission
Kay Manning – FAC, YAB, and Traffic &
Parking Advisory Commission
Rosie Richardson – Library Board of Trustees
Susan Zermeno Planning Commission
2019 2020 GC §34090 Term of
Office + 4
years
CC-10;
CC-051
Notices: Public Hearing Notices and Proofs of
Publications
2005 2013 CCP§337 et
seq; GC
§34090
2 years CW-10;
CW-039
Roster of Voters 2016 2016 EC §17300 5 years CC-9;
CC-040
Time Cards / Time Sheets 2019 2019 IRS Reg
§31.6001-
1(e)(2), R&T
§19530; LC §
1174(d); 29
CFR 516.5;
GC §34090
5 years CW-14;
CW-059

Department: Neighborhood Preservation Prepared By: J. McDowell

CITY OF COVINA

RECORDS DESTRUCTION AUTHORIZATION FORM
By my initials above, I hereby certify that the records prepared for destruction (as listed below) are more than two years old and have been retained for the minimum retention period as specified in the City of Covina Records Retention Schedule adopted by the City Council. I have confirmed the accuracy of the description of each record sufficient for identification, the retention schedule page number, retention number, record contents, record dates, retention requirements and destruction date.

Destruction Authorization: I hereby authorize the destruction of records listed above.

Department Head Signature: City Attorney Signature:

Date: Date:

Certification: I hereby certify that the records listed above were destroyed in accordance with the City’s records related policies and procedures.

Resolution: Destruction Date: Method of Destruction:

Chief Deputy City Clerk Signature and Date:

Box
#
Description of Records
to be Destroyed Date From Date To
Code
Citation
(e.g., GC § 34090)
Retention
Period
Page No.,
Retention
No.
1  Notices of Violation   01/2022  12/2022  GC 34090  2 years   CD‐2, CE‐002
1  Administrative Citations   01/2022  12/2022  GC 34090  2 years   CD‐2 CE‐001

Department: Admin Services/Finance Prepared By: Dalia Allie

CITY OF COVINA

RECORDS DESTRUCTION AUTHORIZATION FORM
By my initials above, I hereby certify that the records prepared for destruction (as listed below) are more than two years old and have been retained for the minimum retention period as specified in the City of Covina Records Retention Schedule adopted by Resolution CC 17-128. I have confirmed the accuracy of the description of each record sufficient for identification, the retention schedule page number, retention number, record contents, record dates, retention requirements and destruction date.

Box
#
Description of Records
to be Destroyed Date From Date To Code Citation ;(e.g., GC § 34090) Retention
Period
Page No.,
Retention
No.
1  ACCOUNTS PAYABLE INVOICES  01/16/2020  02/27/2020  GC 34090  5 years  FIN‐1, FIN‐002
2  JOURNAL ENTRIES  01/01/2019  12/31/2019  GC 34090, 26 CFR 31.6001‐1
5 years  FIN‐4,
FIN‐017
3  ACCOUNTS PAYABLE INVOICES  07/13/2019  08/21/2019  GC 34090  5 years  FIN‐1, FIN‐002
4  ACCOUNTS PAYABLE INVOICES  10/31/2019  01/13/2020  GC 34090  5 years  FIN‐1, FIN‐002
5  CASH RECEIPTS  10/17/2019  10/31/2019  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
6  CASH RECEIPTS  08/22/2019  09/16/2019  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
7  CASH RECEIPTS  07/16/2019  07/31/2019  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
8  ACCOUNTS PAYABLE INVOICES  08/29/2019  10/24/2019  GC 34090  5 years  FIN‐1, FIN‐002
9  CASH RECEIPTS  02/12/2020  02/20/2020  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
10  JOURNAL ENTRIES  01/01/2019  12/31/2019  GC 34090, 26 CFR 31.6001‐1
5 years  FIN‐4,
FIN‐017
11  WATER BILLING / LOW
INCOME APPLICATIONS
01/01/2013  12/31/2019  GC 34090; H&S
116910
2 years  FIN‐8,
FIN‐033.4
12  CASH RECEIPTS  11/19/2019  12/04/2019  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
13  BANK STATEMENTS  01/01/2019  12/31/2019  GC 34090, 26 CFR 31.6001‐1
5 years  FIN‐2,
FIN‐005
14  CASH RECEIPTS  06/25/2019  07/15/2019  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
15  CASH RECEIPTS  12/05/2019  12/12/2019  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
16  CASH RECEIPTS  02/24/2020  02/29/2020  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
17  CASH RECEIPTS  11/04/2019  11/18/2019  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
18  CASH RECEIPTS  01/05/2020  01/27/2020  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
19  CASH RECEIPTS  02/04/2020  02/11/2020  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
20  CASH RECEIPTS  01/28/2020  02/03/2020  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027

Department: Admin Services/Finance Prepared By: Dalia Allie

Destruction Authorization: I hereby authorize the destruction of records listed above.

Department Head Signature: City Attorney Signature:

Date: Date:

Certification: I hereby certify that the records listed above were destroyed in accordance with the City’s records related policies and procedures.

Resolution: Destruction Date: Method of Destruction:

Chief Deputy City Clerk Signature and Date:
21  CASH RECEIPTS  07/01/2019  07/10/2019  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
22  CASH RECEIPTS  09/17/2019  09/30/2019  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
23  CASH RECEIPTS  10/01/2019  10/16/2019  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
24  CASH RECEIPTS  01/07/2020  01/14/2020  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
25  CASH RECEIPTS  12/24/2019  01/06/2020  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
26  CASH RECEIPTS  03/02/2020  03/09/2020  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
27  CASH RECEIPTS  03/17/2020  03/31/2020  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
28  BUSINESS LICENSE RENEWALS  01/01/2015  12/31/2016  GC 34090 et seq.
5 years  FIN‐6,
FIN‐025
29  CASH RECEIPTS  09/01/2015  12/31/2015  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
30  CASH RECEIPTS  05/01/2015  08/31/2015  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027
31  CASH RECEIPTS  01/01/2015  04/30/2015  GC 34090 et
seq.
5 years  FIN‐6,
FIN‐027

Department: Human Resources Prepared By: Racha Zeitoun

CITY OF COVINA

RECORDS DESTRUCTION AUTHORIZATION FORM
By my initials above, I hereby certify that the records prepared for destruction (as listed below) are more than two years old and have been retained for the minimum retention period as specified in the City of Covina Records Retention Schedule adopted by the City Council. I have confirmed the accuracy of the description of each record sufficient for identification, the retention schedule page number, retention number, record contents, record dates, retention requirements and destruction date.

Box
#
Description of
Records
to be Destroyed
Date From Date To Code Citation (e.g., GC §
34090) Retention Period
Page No.,
Retentio
n No.
31 Recruitment – DQ
Files 5/7/2019 10/16/2020
29 CFR 1627.3(b)(1), 29 CFR
1602.14 et seq.2 CCR
11013(c); GC §§12946,
12960, 34090
Expiration of
Eligibility List
+ 4 years
HR-6,
HR-018
32 Recruitment – DQ
Files 5/30/2020 11/19/2020
29 CFR 1627.3(b)(1), 29 CFR
1602.14 et seq.2 CCR
11013(c); GC §§12946,
12960, 34090
Expiration of
Eligibility List
+ 4 years
HR-6,
HR-018
33 Recruitment 1/1/1992 12/4/2020
29 CFR 1627.3(b)(1), 29 CFR
1602.14 et seq.2 CCR
11013(c); GC §§12946,
12960, 34090
Expiration of
Eligibility List
+ 4 years
HR-6,
HR-018
34 Recruitment 2/14/2020 12/2/2020
29 CFR 1627.3(b)(1), 29 CFR
1602.14 et seq.2 CCR
11013(c); GC §§12946,
12960, 34090
Expiration of
Eligibility List
+ 4 years
HR-6,
HR-018
733 Personnel Files –
Employee Files 12/1/2017 12/11/2018
29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090;
53235.2(b); 53237.2(b) LC
1198.5
Separation +
6 years
HR-5,
HR-015
734 Personnel Files –
Employee Files 1/22/2018 12/20/2018
29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090;
53235.2(b); 53237.2(b) LC
1198.5
Separation +
6 years
HR-5,
HR-015
735 Personnel Files –
Employee Files 2/3/2018 11/20/2018
29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090;
53235.2(b); 53237.2(b) LC
1198.5
Separation +
6 years
HR-5,
HR-015
736 Personnel Files –
Employee Files 1/11/2018 8/19/2018
29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090;
53235.2(b); 53237.2(b) LC
1198.5
Separation +
6 years
HR-5,
HR-015
737 Personnel Files –
Employee Files 5/24/2018 11/8/2018
29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090;
53235.2(b); 53237.2(b) LC
1198.5
Separation +
6 years
HR-5,
HR-015
738 Personnel Files –
Employee Files 4/5/2018 12/31/2018
29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090;
53235.2(b); 53237.2(b) LC
1198.5
Separation +
6 years
HR-5,
HR-015
Destruction Authorization: I hereby authorize the destruction of records listed above.

Department Head Signature: City Attorney Signature:

Date: Date:

Certification: I hereby certify that the records listed above were destroyed in accordance with the City’s records related policies and procedures.

Resolution: Destruction Date: Method of Destruction:

Chief Deputy City Clerk Signature and Date:

Department: Parks & Recreation and Library
Services
Prepared By: Lisa Evans, Director of Parks & Recreation and Library Services

CITY OF COVINA

RECORDS DESTRUCTION AUTHORIZATION FORM
By my initials above, I hereby certify that the records prepared for destruction (as listed below) are more than two years old and have been retained for the minimum retention period as specified in the City of Covina Records Retention Schedule adopted by the City Council. I have confirmed the accuracy of the description of each record sufficient for identification, the retention schedule page number, retention number, record contents, record dates, retention requirements and destruction date.

Box
#
Description of Records
to be Destroyed Date From Date To
Code
Citation
(e.g., GC § 34090)
Retention
Period
Page No.,
Retention
No.
1  Christmas Parade Participant Waivers  12/2018  12/2018  GC § 34090  2 YEARS  P&R‐5, P&R‐029
1  Christmas Parade Participant Waivers  12/2021  12/2021  GC § 34090  2 YEARS  P&R‐5, P&R‐029
2  Christmas Parade Participant Waivers  12/2022  12/2022  GC § 34090  2 YEARS  P&R‐5, P&R‐029
3  Facility Rental Applications and
documents
1/2015  12/2020  GC § 34090  2 YEARS  P&R‐4,
P&R‐014
4  Leaders‐In‐Training Applications and
Program documents
1/2015  12/2018  GC § 34090  2 YEARS  P&R‐5,
P&R‐020
4  Covina’s TEAM Applications and Program
documents
1/2014  12/2021  GC § 34090  2 YEARS  P&R‐5,
P&R‐020
4  Extended tour program rosters and
documents
1/2006  12/2007  GC § 34090  2 YEARS  P&R‐5,
P&R‐020
5  Christmas Parade Program files and Entry
Applications
1/2016  12/2021  GC § 34090  2 YEARS  P&R‐5,
P&R‐020
6  Leaders‐In‐Training Applications and
Program documents
1/2019  12/2021  GC § 34090  2 YEARS  P&R‐5,
P&R‐020
6  Day Camp Program files  1/2016  12/2018  GC § 34090  2 YEARS  P&R‐1, P&R‐003
7  Day Camp Program files  1/2011  12/2014  GC § 34090  2 YEARS  P&R‐1, P&R‐003
7  Day Camp Program files  1/2016  12/2018  GC § 34090  2 YEARS  P&R‐1, P&R‐003
8  Credit Card receipts  1/2009  12/2012  GC § 34090  2 YEARS  P&R‐3, P&R‐010
9  Credit Card receipts  1/2013  12/2021  GC § 34090  2 YEARS  P&R‐3, P&R‐010
10  Special Event Program files  1/2016  12/2018  GC § 34090  2 YEARS  P&R‐1, P&R‐003
10  LA Opera Program files  1/2008  12/2009  GC § 34090  2 YEARS  P&R‐1, P&R‐003
10  Teen After School Program files  1/2002  12/2006  GC § 34090  2 YEARS  P&R‐1, P&R‐003
11  Teen After School Program files  1/2009  12/2013  GC § 34090  2 YEARS  P&R‐1, P&R‐003
11  Major League Softball Program files  1/1999  12/2015  GC § 34090  2 YEARS  P&R‐1, P&R‐003
12  Cash Reports  1/2021  12/2022  GC § 34090  2 YEARS  P&R‐3, P&R‐010

Department: Parks & Recreation and Library
Services
Prepared By: Lisa Evans, Director of Parks & Recreation and Library Services

Destruction Authorization: I hereby authorize the destruction of records listed above.

Department Head Signature: City Attorney Signature:

Date: Date:

Certification: I hereby certify that the records listed above were destroyed in accordance with the City’s records related policies and procedures.

Resolution: Destruction Date: Method of Destruction:

Chief Deputy City Clerk Signature and Date:
13  Christmas Parade Program files  01/1997  12/2012  GC § 34090  2 YEARS  P&R‐1, P&R‐003
14  Christmas Parade Program files  01/2013  12/2015  GC § 34090  2 YEARS  P&R‐1, P&R‐003
14  Facility Rental Applications and
documents
1/2007  12/2008  GC § 34090  2 YEARS  P&R‐4,
P&R‐014
15  Day Camp Program files  1/2020  12/2021  GC § 34090  2 YEARS  P&R‐1, P&R‐003
15  Day Camp Program files  1/2015  12/2016  GC § 34090  2 YEARS  P&R‐1, P&R‐003
15  Day Camp Program files  1/2018  12/2018  GC § 34090  2 YEARS  P&R‐1, P&R‐003
15  Youth Sports Program files  1/2020  12/2022  GC § 34090  2 YEARS  P&R‐1, P&R‐003
16  Christmas Parade Program files  01/2019  12/2019  GC § 34090  2 YEARS  P&R‐1, P&R‐003
16  Day Camp Program files  1/2016  12/2022  GC § 34090  2 YEARS  P&R‐1, P&R‐003
16  Leaders‐In‐Training Program files  1/2022  12/2022  GC § 34090  2 YEARS  P&R‐1, P&R‐003
16  Christmas Parade Program files  01/2013  12/2013  GC § 34090  2 YEARS  P&R‐1, P&R‐003
16  Christmas Parade Entry Applications  01/2022  12/2022  GC § 34090  2 YEARS  P&R‐5, P&R‐020
16  Facility Rental Applications and
documents
1/2021  12/2021  GC § 34090  2 YEARS  P&R‐4,
P&R‐014
16  Special Event Program files  1/2019  12/2021  GC § 34090  2 YEARS  P&R‐1, P&R‐003
16  Special Event Sponsorship Program files  1/2020  12/2022  GC § 34090  2 YEARS  P&R‐1, P&R‐003
16  5K Participant Waivers  12/2022  12/2022  GC § 34090  2 YEARS  P&R‐5, P&R‐029
16  AYSO Participant Waivers  12/2020  12/2021  GC § 34090  2 YEARS  P&R‐5, P&R‐029
17  Christmas Parade Program files  01/2016  12/2018  GC § 34090  2 YEARS  P&R‐1, P&R‐003
17  Thunderfest and Bluesapalooza Program
files
01/2007  12/2008  GC § 34090  2 YEARS  P&R‐1,
P&R‐003

Department: Community Development Prepared By: Daniella Andrade

CITY OF COVINA

RECORDS DESTRUCTION AUTHORIZATION FORM
By my initials above, I hereby certify that the records prepared for destruction (as listed below) are more than two years old and have been retained for the minimum retention period as specified in the City of Covina Records Retention Schedule adopted by Resolution CC 2020-16. I have confirmed the accuracy of the description of each record sufficient for identification, the retention schedule page number, retention number, record contents, record dates, retention requirements and destruction date.

Destruction Authorization: I hereby authorize the destruction of records listed above.

Department Head Signature: City Attorney Signature:

Date: Date:

Certification: I hereby certify that the records listed above were destroyed in accordance with the City’s records related policies and procedures.

Resolution: Destruction Date: Method of Destruction:

Chief Deputy City Clerk Signature and Date:

Box
#
Description of Records
to be Destroyed
Date
From
Date
To
Code Citation
(e.g., GC § 34090) Retention Period
Page No.,
Retention
No.
1  Planning Entitlement
applications/files. All files have
been imaged and QC’d (Laserfiche)
1991 1992 14 CCR § 15095 (c);
GC
§§34090,34090.7
Permanent. 10 Years active
in office. Destroy paper
after imaged + QC
CD‐9;
PL‐019
2  Minor Variance approval cards. All
cards have been imaged and QC’d
(Laserfiche)
1960 1979 14 CCR § 15095 (c);
GC
§§34090,34090.7
Permanent. 10 Years active
in office. Destroy paper
after imaged + QC
CD‐9;
PL‐019

Department: Public Works Prepared by: Barbara Dengler

CITY OF COVINA

RECORDS DESTRUCTION AUTHORIZATION FORM
By my initials above, I hereby certify that the records prepared for destruction (as listed below) are more than two years old and have been retained for the minimum retention period as specified in the City of Covina Records Retention Schedule adopted by the City Council. I have confirmed the accuracy of the description of each record sufficient for identification, the retention schedule page number, retention number, record contents, record dates, retention requirements and destruction date.

Destruction Authorization: I hereby authorize the destruction of records listed above.

Department Head Signature: City Attorney Signature:

Date: Date:

Certification: I hereby certify that the records listed above were destroyed in accordance with the City’s records related policies and procedures.

Resolution: Destruction Date: Method of Destruction:

Chief Deputy City Clerk Signature and Date:

Box
#
Description of Records
to be Destroyed Date From Date To
Code
Citation
(e.g., GC § 34090)
Retention
Period
Page No.,
Retention
No.
1  Accounts Payable Invoices ‐ Copies  July 1, 2014 June 30, 2015 GC    34090  5 years CW‐1; CW‐003
2  Time Sheets  2021 2021 GC    34090.7  NLN  FIN‐9,
FIN‐040
3  Accounts Payable Invoices  July 1, 2015 June 30, 2015 GC    34090  5 Years CW‐1, CW‐003
4  Accounts Payable Invoices  July 1, 2015 June 30, 2015 GC    34090  5 Years CW‐1, CW‐003
5  Accounts Payable Invoices  July 1, 2016 June 30, 2017 GC    34090  5 Years CW‐1, CW‐003
6  Accounts Payable Invoices  July 1, 2016 June 30, 2017 GC    34090  5 Years CW‐1, CW‐003
7  Accounts Payable Invoices  July 1, 2017 June 30, 2018 GC    34090  5 Years CW‐1, CW‐003
8  Accounts Payable Invoices  July 1, 2017 June 30, 2018 GC    34090  5 Years  CW‐1, CW‐003
9  Time Sheets  2016 2016 GC    34090.7  NLN  FIN‐9,
FIN 040
10  Time Sheets  2017 2017 GC    34090.7  NLN  FIN‐9,
FIN 040
11  Time Sheets  2018 2018 GC    34090.7  NLN  Fin ‐9,
FIN 040
12  Time Sheets  2019 2019 GC    34090.7  NLN  FIN‐9,
FIN 040
13  Time Sheets  2020 2020 GC    34090.7  NLN  FIN‐9,
FIN 040

Department: Community Development – Special
Projects Division
Prepared By: Alice Leung

CITY OF COVINA

RECORDS DESTRUCTION AUTHORIZATION FORM
By my initials above, I hereby certify that the records prepared for destruction (as listed below) are more than two years old and have been retained for the minimum retention period as specified in the City of Covina Records Retention Schedule adopted by the City Council. I have confirmed the accuracy of the description of each record sufficient for identification, the retention schedule page number, retention number, record contents, record dates, retention requirements and destruction date.

Box
#
Description of Records
to be Destroyed Date From Date To
Code
Citation
(e.g., GC § 34090)
Retention
Period
Page No.,
Retention
No.
1  CDBG Program documents 7/2011  7/2012  CFR
200.334; 24
CFR

91.105(h),

92.505,
570.490, &
570.502(a),
29 CFR 97.42;
OMB Circular
A133; GC
§34090; GC
§8546.7
5 years
min.

CW‐8,
CW‐031
2  CDBG Program documents 7/1997  7/2005  CFR
200.334; 24
CFR

91.105(h),

92.505,
570.490, &
570.502(a),
29 CFR 97.42;
OMB Circular
A133; GC
§34090; GC
§8546.7
5 years
min.

CW‐8,
CW‐031
3  CDBG Program documents 7/2015  7/2016  CFR
200.334; 24
CFR

91.105(h),

92.505,
570.490, &
570.502(a),
29 CFR 97.42;
OMB Circular
A133; GC
§34090; GC
§8546.7
5 years
min.

CW‐8,
CW‐031
4  CDBG Program documents 7/1998  7/2010  CFR
200.334; 24
CFR

91.105(h),

92.505,
570.490, &
570.502(a),
29 CFR 97.42;
OMB Circular
A133; GC
§34090; GC
§8546.7
5 years
min.

CW‐8,
CW‐031

Department: Community Development – Special
Projects Division
Prepared By: Alice Leung

5  CDBG Program documents 7/2013  7/2014  CFR
200.334; 24
CFR

91.105(h),

92.505,
570.490, &
570.502(a),
29 CFR 97.42;
OMB Circular
A133; GC
§34090; GC
§8546.7
5 years
min.

CW‐8,
CW‐031
6  CDBG Program documents 7/2016  7/2017  CFR
200.334; 24
CFR

91.105(h),

92.505,
570.490, &
570.502(a),
29 CFR 97.42;
OMB Circular
A133; GC
§34090; GC
§8546.7
5 years
min.

CW‐8,
CW‐031
7  CDBG Program documents 7/2012  7/2013  CFR
200.334; 24
CFR

91.105(h),

92.505,
570.490, &
570.502(a),
29 CFR 97.42;
OMB Circular
A133; GC
§34090; GC
§8546.7
5 years
min.

CW‐8,
CW‐031
8  CDBG Program documents 7/2018  7/2019  CFR
200.334; 24
CFR

91.105(h),

92.505,
570.490, &
570.502(a),
29 CFR 97.42;
OMB Circular
A133; GC
§34090; GC
§8546.7
5 years
min.

CW‐8,
CW‐031
9  CDBG Program documents 7/2017  7/2018  CFR
200.334; 24
CFR

91.105(h),

92.505,
570.490, &
570.502(a),
29 CFR 97.42;
OMB Circular
A133; GC
§34090; GC
§8546.7
5 years
min.

CW‐8,
CW‐031

Department: Community Development – Special
Projects Division
Prepared By: Alice Leung

10  CDBG Program documents 7/1975  7/1999  CFR
200.334; 24
CFR

91.105(h),

92.505,
570.490, &
570.502(a),
29 CFR 97.42;
OMB Circular
A133; GC
§34090; GC
§8546.7
5 years
min.

CW‐8,
CW‐031
11  CDBG Program documents 7/2012  7/2014  CFR
200.334; 24
CFR

91.105(h),

92.505,
570.490, &
570.502(a),
29 CFR 97.42;
OMB Circular
A133; GC
§34090; GC
§8546.7
5 years
min.

CW‐8,
CW‐031
12  CDBG Program documents 7/2010  7/2011  CFR
200.334; 24
CFR

91.105(h),

92.505,
570.490, &
570.502(a),
29 CFR 97.42;
OMB Circular
A133; GC
§34090; GC
§8546.7
5 years
min.

CW‐8,
CW‐031
13  CDBG Program documents 7/2010  7/2012  CFR
200.334; 24
CFR

91.105(h),

92.505,
570.490, &
570.502(a),
29 CFR 97.42;
OMB Circular
A133; GC
§34090; GC
§8546.7
5 years
min.

CW‐8,
CW‐031
14  CDBG Program documents 7/2009  7/2011  CFR
200.334; 24
CFR

91.105(h),

92.505,
570.490, &
570.502(a),
29 CFR 97.42;
OMB Circular
A133; GC
§34090; GC
§8546.7
5 years
min.

CW‐8,
CW‐031

Department: Community Development – Special
Projects Division
Prepared By: Alice Leung

Destruction Authorization: I hereby authorize the destruction of records listed above.

Department Head Signature: City Attorney Signature:

Date: Date:

Certification: I hereby certify that the records listed above were destroyed in accordance with the City’s records related policies and procedures.

Resolution: Destruction Date: Method of Destruction:

Chief Deputy City Clerk Signature and Date:

15  Annual Affordability Monitoring – Covina
Gardens 1/2019  12/2019  § 34090  5 years  HOU‐1,
HOU‐001

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 8
Meeting: June 3, 2025
Title: Adoption of Resolutions 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 July 15, 2025 Presented by: Brian K. Lee, AICP, Deputy City Manager/Director of Community Development Recommendation: 1. Adopt City Resolution CC 2025-42, declaring intention to authorize the annexation of territory (1207 West Badillo Street, Covina//Annexation 38) to Community Facilities District No. 2007-1 (Public Services); and

2. Adopt City Resolution CC 2025-43, adopting boundary map showing territory proposed to be annexed in the future to Community Facilities District No. 2007-1 (Public Services).

EXECUTIVE SUMMARY:

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 development of twenty-eight (28) multi-family residential units at 1207 West Badillo Street, the builder agreed to annex to 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 2024-2025, any new multi-family residential units are charged $645.38 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 July 15, 2025, where the City Council will consider the proposed annexation, are pursuant to the Conditions of Approval for development of twenty eight (28) new multi-family residential units at 1207 West Badillo Street, Covina, California. The Assessor’s Parcel Number (APN) is 8434-017-082.

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 2024-2025, the estimated amount for these services, for eighteen (18) additional multi-family residential units, is $11,616.84. Ten (10) existing units on the lot will be demolished, resulting in a net increase of eighteen (18) residential units subject to the Community Facilities District tax.

FISCAL IMPACT:

There is twenty-eight (28) multi-family residential units in the proposed annexation area, of which eighteen (18) that is 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 $645.38 per unit ($11,616.84 total) annually based on Fiscal Year 2024-2025 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.

Respectfully submitted,

ATTACHMENT A
RESOLUTION CC 2025-42

A 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. 38 (“Annexation No. 38”); and WHEREAS, this legislative body now desires to proceed to adopt its Resolution of Intention to annex Annexation No. 38 into CFD No. 2007-1, to describe the territory proposed to be annexed, Annexation No. 38, to specify the services to be financed from the proceeds of the levy of special taxes within Annexation No. 38, 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. 38 into CFD No. 2007-1; and WHEREAS, a map showing the boundaries of Annexation No. 38 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. 38 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. 38 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. 38

Resolution CC 2025-42 Page 2 of 5
to CFD No. 2007-1.

SECTION 4. Boundaries. A general description of the boundaries of Annexation No. 38 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. 38 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

Resolution CC 2025-42 Page 3 of 5
Annexation #32 155 E. Covina Boulevard
Annexation #33 671 E. Puente Street
Annexation #34 837 N. Sunflower Avenue
Annexation #35 747 N. Barranca Avenue
Annexation #36 831 W Cypress Street
Annexation #37 270 W. Dexter Street (Annexation in process) Annexation #38 1207 W. Badillo Street (Annexation in process) 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. 38.”
SECTION 6. Services Authorized to be Financed by CFD No. 2007-1, Annexation No. 38.

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. 38 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. 38 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. 38. 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. 38. If, and to the extent possible, such services shall be provided in common within CFD No. 2007-1 and Annexation No. 38.

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. 38, and related incidental expenses authorized by the Act, secured by recordation of a continuing lien against all non-exempt real property in Annexation No. 38, will be levied annually within the boundaries of such Annexation No. 38. 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. 38 to clearly estimate the maximum amount that such person will have to pay.

The special tax proposed to be levied within Annexation No. 38 for services to be supplied within Annexation No. 38 shall be equal to the special tax levied to pay for the same services in CFD

Resolution CC 2025-42 Page 4 of 5
No. 2007-1, to the extent that the actual cost of providing the services in Annexation No. 38 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.

The maximum special tax rate in CFD No. 2007-1 shall not be increased as a result of the annexation of Annexation No. 38 to CFD No. 2007-1.

SECTION 8. Public Hearing. Notice is given that on the 15th day of July, 2025, 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. 38 to CFD No. 2007-1, the proposed method and apportionment of the special tax to be levied with Annexation No. 38 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. 38 or the levying of special taxes within Annexation No. 38 will be heard.

At such public hearing, protests against the proposed annexation of Annexation No. 38, the levy of special taxes within Annexation No. 38 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. 38, (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. 38, file written protests against the proposed annexation of Annexation No. 38 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. 38 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. 38 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.

Resolution CC 2025-42 Page 5 of 5
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 3
rd day of June 2025.

City of Covina, California
BY:

VICTOR LINARES, Mayor
ATTEST:
______________________________________
FABIAN VELEZ, Chief Deputy City Clerk

CERTIFICATION
I, Fabian Velez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2025-42 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 3 rd day of June 2025, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:
____________________________________
FABIAN VELEZ, Chief Deputy City Clerk

Exhibit A

EXHIBIT A TO RESOLUTION

ANNEXATION MAP

Exhibit B

EXHIBIT B TO RESOLUTION

FIRST AMENDED RATE AND METHOD OF APPORTIONMENT

Exhibit B

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.

Exhibit B
“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.

Exhibit B
“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.

Exhibit B
“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.

Exhibit B
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.

ATTACHMENT B
RESOLUTION CC 2025-43

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. 38 (hereafter referred to as “Annexation No. 38”).

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. 38 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. 38 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. 38, 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. 25 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 3
rd day of June, 2025.

Resolution CC 2025-43 Page 2 of 2
City of Covina, California
BY:

VICTOR LINARES, Mayor
ATTEST:
___________________________________________
FABIAN VELEZ, Chief Deputy City Clerk

CERTIFICATION
I, Fabian Velez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2025-43 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 3
rd day of June, 2025 by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:
____________________________________________
FABIAN VELEZ, Chief Deputy City Clerk

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 9
Meeting: June 3, 2025
Title: Royal Oak Middle School Greening and Forestry Plan Update and Resolution CC 2025- 41; Finding the Royal Oak Middle School Greening and Forestry Plan Exempt from CEQA Presented by: Brian K. Lee, AICP, Deputy City Manager/Director of Community Development Daniella Andrade, Sr. Management Analyst
Recommendation: Adopt Resolution CC 2025-41.

EXECUTIVE SUMMARY:

In 2022, the City of Covina (“City”) and Charter Oak Unified School District (“District”) entered into a memorandum of understanding to jointly apply for competitive grant funding for enhancements at the Royal Oak Middle School (“ROMS”) District Field. Subsequently, in early 2024, the City/District received a competitive grant award from the California Department of Forestry and Fire Protection’s (“CalFire”) Urban and Community Forestry Grant Program for community engagement activities, planning, and conceptual design work to develop greening and forestry enhancements at the property. The primary focus of this grant is to demonstrate the potential for stormwater infiltration improvements, increase the property’s tree canopy, reduce the heat island effect and create outdoor learning environments (or OLEs) in non-athletic field areas. The grant award was for $198,000 with a $50,000 local match requirement, split evenly between the District and City.

Following a robust community engagement effort and review by the City Council/School Board in fall 2024, it is recommended that design plans be approved for submission as required under the grant agreement with CalFire.

Following submission to CalFire, it is the City/District’s intention to pursue other grant opportunities for the construction of these improvements and other active recreation spaces at the property.

BACKGROUND/DISCUSSION
As part of the CalFire grant award, extensive community outreach was completed to better understand existing uses and priority needs for any future renovation of the property. The engagement phase consisted of a variety of in-person events, notification mailers and electronic communications, including:
 Royal Oak Middle School Open House on March 6, 2024
 March Madness Basketball Tournament on March 7, 2024
 School Staff Meeting on March 13, 2024
 Mailers sent to a .5-mile radius of the project location to notify the community of the grant program and invite survey participation (two sets of mailers)
 Development of the online/paper survey
 Project Fact Sheet (Circulated in person)
 Canvassing. Active SGV canvassed homes within a .25-mile radius  Text Message Alerts
 Social Media Posts and boosts (advertisement)
 Back to School Night on September 5, 2024
Following the community engagement phase, participant feedback was compiled and used to help shape the future vision, conceptual plan designs and project renderings for the property. These conceptual plans and project renderings were shared with the City Council and School Board at a joint meeting in October 2024 to receive additional direction and feedback.

Over the last several months, the Project team has worked to refine conceptual plans into construction documents.

As anticipated, these construction documents will be “shovel-ready” and position the City/District well for future grant opportunities for construction work. Of note, the construction documents include all of the CalFire granteligible amenities – stormwater capture improvements, greening and tree amenities, and the creation of outdoor learning environments. Design plans for the active recreational space amenities (soccer fields, baseball fields, etc.) will need to be designed, and as planned, the City/District will continue to actively explore other funding opportunities for this purpose. The progress package includes the addition of the amenities listed below.  Accessible paths of travel between existing and proposed spaces;  Proposed outdoor learning environment spaces;
 Proposed bioswales to help infiltrate stormwater and recharge local groundwater sources;  Proposed new, ¾ mile rubberized walking trail;
 The installation of 440 trees, including a mixture of native/non-native species and fruiting species to help reduce the heat island effect and the City’s carbon footprint; and  The installation of drip irrigation and native plant materials to reduce water usage onsite.

Under the terms of the grant agreement with CalFire, on May 15, 2025, the District board (Lead Agency) adopted Resolution #06-24-25, finding the planning activities exempt from CEQA, and subsequently filed a Notice of Exemption with the State Clearinghouse. It is recommended that the City Council adopt a separate resolution finding the planning activities exempt from CEQA due to the collaborative effort between both agencies on the project and the intent to develop a joint-use agreement for the facilities between both agencies. Because the City of Covina is not the lead agency, the city is not required to file a notice of exemption with the State Clearinghouse. City staff will submit both agency resolutions and the Notice of Exemption as part of the grant closeout requirements.

FISCAL IMPACT:

The action, finding the planning activities as exempt from CEQA, has no fiscal impact.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

Finding of Exemption pursuant to CEQA Guidelines Section 15061 (b)(3) The Royal Oak Middle School Greening and Forestry Plan is covered by the general rule that CEQA only applies to projects that have the potential to cause a significant effect on the environment. The project consists of community outreach, concept design, and the preparation of a conceptual design package for consideration of potential future action only subject to additional community outreach and design for sports-related facilities.

Additional CEQA review will be conducted at that time.

Finding of Exemption pursuant to CEQA Guidelines Sections 15262 The eligible activities under the grant program are limited to planning and feasibility activities and do not involve actionable or implementation activities such as project approval, bid preparation, or construction. As such, the activities under the project were limited to planning activities up to the development of the conceptual design package, which can be further updated to include the areas that were not eligible under the grant scope, before returning to the item to the joint bodies for further consideration.

Respectfully submitted,

ATTACHMENT A
RESOLUTION CC 2025-41

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

CALIFORNIA, FINDING THAT THE CALFIRE GRANT FUNDING
PLANNING ACTIVITIES FOR THE “ROYAL OAK MIDDLE SCHOOL
GREENING AND FORESTRY PLAN” IS EXEMPT FROM THE

CALIFORNIA ENVIRONMENTAL QUALITY ACT
WHEREAS, the City of Covina is a municipal corporation duly organized and existing pursuant to the Constitution of the State of California; and WHEREAS, on November 16, 2022, the City of Covina and Charter Oak Unified School District (COUSD) entered into a Memorandum of Understanding (MOU) for the joint application of competitive grant funding to be used towards enhancements at the Royal Oak Middle School District Field located at 303 S. Glendora; and
WHEREAS, Charter Oak Unified and the City of Covina jointly applied for the California Department of Forestry and Fire Protection (“CalFIRE”) competitive Community Forestry Grant Program for community engagement activities, planning, and conceptual design work to develop a greening and forestry plan for the property; and
WHEREAS, the City was awarded a competitive grant from the California Department of Forestry and Fire Protection (“CalFIRE”) to develop a concept-to-construction plan for the Royal Oak Middle School opens spaces to include, concept designs, community and public outreach, environmental clearance, meetings with the Department of Education’s Division of the State Architect, Preliminary Engineering, cost estimating, and project specifications; and WHEREAS, as a condition of a grant award, CalFIRE requires that the City of Covina provide the granting agency with CEQA Clearance for the project; and WHEREAS, on May 15, 2025, the COUSD Board adopted Resolution #06-24-25, finding the planning activities exempt from CEQA and subsequently filed a notice of exemption, as lead agency with the California State Clearinghouse; and
WHEREAS, said City Council, being fully advised in the premises, does hereby proceed as follows.

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

SECTION 1. The foregoing recitals are true and correct and are incorporated herein and made a part of this Resolution.

SECTION 2. The City Council approves this resolution and hereby finds and determines that the Project is exempt from the California Environmental Quality Act or “CEQA” and qualifies for the following exemptions.

Resolution CC 2025-41 Page 2 of 2

1. Finding of Exemption pursuant to CEQA Guidelines Section 15061 (b)(3) The Royal Oak Middle School Greening and Forestry Plan is covered by the general rule that CEQA only applies to projects that have the potential to cause a significant effect on the environment. The project consists of community outreach, concept design, and the preparation of a conceptual design package for consideration of potential future action only subject to additional community outreach and design for sports-related facilities.

Additional CEQA review will be conducted at that time.

2. Finding of Exemption pursuant to CEQA Guidelines Sections 15262 The eligible activities under the Community Forestry Grant Program are only of Planning Activities, including but not limited to Community Engagement and Concept Development, and the Development of a Conceptual Design package. This action does not involve the adoption of a “project”.

SECTION 3. The City Clerk shall certify as to the adoption of this resolution and shall enter the same in the Book of Original Resolutions.

APPROVED and PASSED this 6
th day of June, 2025.

City of Covina, California
BY:

VICTOR LINARES, Mayor
ATTEST:
___________________________________________
FABIAN VELEZ, Chief Deputy City Clerk

CERTIFICATION
I, Fabian Velez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2025-41 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 6
th day of June, 2025, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:
____________________________________________
FABIAN VELEZ, Chief Deputy City Clerk

CHARTER OAK UNIFIED SCHOOL DISTRICT
Resolution #06-24-25

FINDING THAT THE CALFIRE GRANT FUNDING PLANNING
ACTIVITIES FOR THE “ROYAL OAK MIDDLE SCHOOL
GREENING AND FORESTRY PLAN” IS EXEMPT FROM THE
CALIFORNIA ENVIRONMENTAL QUALITY ACТ
MAY 15, 2025
WHEREAS, on November 16, 2022, the City of Covina and Charter Oak Unified School District (COUSD) entered into a Memorandum of Understanding (MOU) for the joint application of competitive grant funding to be used towards enhancements at the Royal Oak Middle School District Field located at 303 S. Glendora; and, WHEREAS, Charter Oak Unified and the City of Covina jointly applied for the California Department of Forestry and Fire Protection ("CalFIRE") competitive Community Forestry Grant Program for community engagement activities, planning, and conceptual design work to develop a greening and forestry plan for the property; and,
WHEREAS, the City was awarded a competitive grant from the California Department of Forestry and Fire Protection ("CalFIRE") to develop a concept-to-construction plan for the Royal Oak Middle School opens spaces to include, concept designs, community and public outreach, environmental clearance, meetings with the Department of Education's Division of the State Architect, Preliminary Engineering, cost estimating, and project specifications; and,
WHEREAS, as a condition of a grant award, CalFIRE requires that the City of Covina provide the granting agency with CEQA Clearance for the project; and,
WHEREAS, said City Council, being fully advised in the premises, does hereby proceed as follows.

NOW, THEREFORE, THE BOARD OF TRUSTEES OF CHARTER OAK UNIFIED SCHOOL DISTRICT, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The foregoing recitals are true and correct and are incorporated herein and made a part of this Resolution.

SECTION 2. The Board of Trustees has approved this Resolution and hereby finds and determines that the Project is exempt from the California Environmental Quality Act or "CEQA" and qualifies for the following exemptions.

2.1 Finding of Exemption pursuant to CEQA Guidelines Section 15061 (b)(3) The Royal Oak Middle School Greening and Forestry Plan is covered by the general rule that CEQA only applies to projects that have the potential to cause a significant effect on the environment. The project consists of community outreach, concept design, and the preparation of a conceptual design package for consideration of potential future action only subject to additional community outreach and design for sports-related facilities. Additional CEQA review will be conducted at that time.

2.2 Finding of Exemption pursuant to CEQA Guidelines Sections 15262 The eligible activities under the Community Forestry Grant Program are only of Planning Activities, including but not limited to Community Engagement and Concept Development, and the Development of a Conceptual Design package. This action does not involve the adoption of a "project".

SECTION 3. District staff are hereby directed to prepare and post a notice of exemption according to CEQA Guidelines Section 15062 with the Los Angeles County Registrar/Recorder and the California State Clearinghouse.

ADOPTED THIS 15TH DAY OF MAY, 2025, BY THE BOARD OF TRUSTEES OF THE CHARTER

OAK UNIFIED SCHOOL DISTRICT
AVES: NOES:

Gregg Peterson, President
ABSENT: 1 ABSTENTIONS:

Danny Kim, Ed.D., Superintendent
and Secretary of the Board of Trustees

RoyalOakMiddle School Greening and Forestry Plan- CALFIRE Grant
Summary
ContactInformation
SCH Number
2025050768
Public Agency
Charter Oak Unified School District (COUSD)
Document Title
Royal Oak Middle School Greening and Forestry Plan- CALFIRE Grant Document Type
NOE - Notice of Exemption
Received
5/19/2025
Posted
5/19/2025
Document Description
Royal Oak Middle School Greening and Forestry Plan- CALFIRE Grant Planning grant to design enhancements to the Royal Oak Middle School fields.

Name
Robert Lind
Agency Name
Charter Oak Unified School District
Job Title
Director of Maintenance and Operations
Contact Types
Lead/Public Agency
Address
20240 E. Cienega Ave
Covina, CA 91724

ATTACHMENT C

Location
Notice of Exemption
Phone
(626) 419-4033
Email
[email protected]
Cities
Covina
Counties
Los Angeles
Regions
Southern California
Cross Streets
Badillo Ave, N Glendora Ave
Zip
91724
Total Acres

43.19 State Highways
CA
Township
Covina
Exempt Status
Statutory Exemption
Type, Section or Code
Section 15061(b)(3), Section 15262
Reasons for Exemption
Section 15061(b)(3)-This project by general rule CEQA only applies to projects that have the potential to cause a significant effect on the environment. The project consists of community outreach, concept design, and the preparation of a conceptional design package for consideration of potential future action only subject to additional community outreach and design for sports-related facilities. Additional CEQA review will be considered at that time. Section 15262- The eligible activities under the Forestry Grant Program are only of Planning Activities, including but not limited to Community Engagement and Concept Development , and the Development of a Conceptual Design Package. This action does not involve the adoption of a "project".

County Clerk
Los Angeles

Attachments
Disclaimer: The Governor’s Office of Land Use and Climate Innovation (LCI) accepts no responsibility for the content or accessibility of these documents. To obtain an attachment in a different format, please contact the lead agency at the contact information listed above. For more information, please visit LCI’s Accessibility Site.

Notice of Exemption
CEQA Exemption Resolution #06-24-25 (1) PDF 577 K

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 10
Meeting: June 3, 2025
Title: Professional Services Agreement with Robert Half for Temporary Staffing Presented by: Theresa Franke, Interim Finance Director
Daniella Andrade, Sr. Management Analyst
Recommendation: Approve Professional Services Agreement with Robert Half.

EXECUTIVE SUMMARY:

In July 2024, the City Council approved a Professional Services Agreement (“PSA”) with Robert Half Talent Solutions, Inc. (“Robert Half, Inc.”), for temporary staffing services to support the Finance and Community Development Departments. Two Amendments were subsequently approved by the City Council in FY 2025, resulting in a total, not-to-exceed compensation limit of $264,000. Recently, it was discovered that these amendments had not been fully executed by representatives from Robert Half, Inc. As such, the parties have negotiated a new agreement for the City Council’s consideration. As proposed, the new agreement will include the initial agreement and amendments, and roughly $26,000 for as-needed assistance in the Finance Department.

DISCUSSION:

In July 2024, the City Council approved a Professional Services Agreement (“PSA”) with Robert Half Talent Solutions, Inc. (“Robert Half, Inc.”), for temporary staffing services. The City Council approved subsequent amendments to the PSA in November 2024 and March 2025 for the provision of temporary staffing support and software implementation support. Funding for these services has been provided through grant funds and salary savings from existing staffing vacancies.

After approving the recent PSA amendment in March 2025, it was discovered that the amendments had not been fully executed by representatives from Robert Half, Inc. As a result, the parties have worked to negotiate a new agreement that encompasses the original PSA and amendments, and provides roughly $26,000 in capacity for oncall temporary staffing services if needed. The attached PSA incorporates these items and is presented to the City Council for further consideration. The total, not-to-exceed amount for the PSA is $290,000, with funding provided through existing appropriations, including salary savings and grant funding.

FISCAL IMPACT:

The approval of this contract does not require additional appropriations, as adequate appropriations exist.

Community Development’s portion of the agreement, $212,009, is funded by 1010-4010-51005 ($204,959) and 2230-4100-51005-SOLAR ($7,050).

The FY 2024/25 budget also has adequate appropriations for the needs of the Finance Department, with $24,063 funded by 1010-0500-51005 and the remaining $32,545 funded by 6010-0500-51005. Temporary staffing services are anticipated to continue until the department is fully staffed, which is estimated to be by the end of this fiscal year. In the event staffing needs are not met by then, sufficient resources are available to cover approximately 3 months of staffing support during the FY 2026.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

This action is not a project within the meaning of Section 15378 of the State of California Environmental Quality Act (“CEQA”) Guidelines because it has no potential to result in physical change in the environment, directly or indirectly.

Respectfully submitted,

ATTACHMENT A

PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement (“Agreement”) is dated July 12, 2024 (“Effective Date”) and is between the City of Covina, a California municipal corporation (“City”) and Robert Half Inc., a Delaware corporation (“Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.

RECITALS
A. City desires to utilize the services of Consultant as an independent contractor to provide temporary staffing services.

B. Consultant represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.

C. City desires to retain Consultant and Consultant desires to serve City to perform these services in accordance with the terms and conditions of this Agreement.

The parties therefore agree as follows:

1. Term of Agreement. The term of this Agreement shall be from the Effective Date through June 30, 2026, unless sooner terminated as provided in Section 14 of this Agreement. The City may, upon mutual agreement signed by the Parties, extend the contract for two (2) additional one year terms. In no event shall the contract be extended beyond June 30, 2028.

2. Compensation.

A. Compensation. As full compensation for Consultant’s services provided under this Agreement, City shall pay Consultant a sum not to exceed Two-hundred-ninety thousand Dollars ($290,000) (the “maximum compensation”), based on the hourly rates set forth in the Approved Fee Schedule, attached hereto as Exhibit A. Any terms in Exhibit A, other than the payment rates and schedule of payment, are null and void. Notwithstanding anything to the contrary in this Agreement, Consultant may at any time, in its sole discretion, discontinue performance of the services once the maximum compensation has been attained (even if Consultant continued to provide services after the maximum compensation).

B. Expenses. The amount set forth in paragraph A shall include reimbursement for all actual and necessary expenditures reasonably incurred in the performance of this Agreement.

C. Additional Services. City shall not allow any claims for additional services performed by Consultant, unless the City Council and the Consultant Representative authorize the additional services in writing prior to Consultant’s performance of the additional services or incurrence of additional expenses. Any additional services or expenses authorized by the City Council shall be compensated at the rates set forth in Exhibit A, or, if not specified, at a rate mutually agreed to by the parties. City shall make payment for additional services and expenses in accordance with Section 4 of this Agreement.

3. Consultant’s Services.

A. Scope of Services. Consultant shall perform the temporary staffing services described in the Scope of Services, attached as Exhibit B. Consultant’s employees assigned to assist the City shall be referred to herein as “Assigned Individuals”. For each assignment, Consultant will send a writing confirming the Assigned Individual’s name, role, hourly rate, and start date. City may request, in writing, changes in the scope of services to be performed. Any changes mutually agreed upon by the parties, and any increase or decrease in compensation, shall be incorporated by written amendments to this Agreement. Notwithstanding any language in this Agreement to the contrary (including any references to consultant, consulting, fixed-price, deliverables, acceptance of deliverables, or milestones), Consultantshall be compensated on a time and materials basis only. Consultant provides contract talent solutions and does not provide consulting services or deliverables.

B. Party Representatives. For the purposes of this Agreement, the City Representative shall be the City Manager, or such other person designated in writing by the City Manager (the “City Representative”). For the purposes of this Agreement, the Consultant Representative shall be Chris Garza, Sr. Regional Director (the “Consultant Representative”). The Consultant Representative shall directly manage Consultant’s services under this Agreement. Consultant shall provide notice of changes to the Consultant’s Representative.

C. Time for Performance. Consultant shall commence the services on the Effective Date and shall perform all services by the deadline established by the City Representative or, if no deadline is established, with reasonable diligence.

D. Standard of Performance. Consultant shall perform all services under this Agreement in accordance with the standard of care generally exercised by the temporary staffing industry under similar circumstances.

E. Personnel. Consultant has, or will secure at its own expense, all personnel required to perform the services required under this Agreement. All of the services required under this Agreement shall be performed by Consultant and all personnel engaged in the work shall be qualified to perform such services. Consultant shall be providing staffing services to City and remains the employer of all Consultant employees, and shall perform or be responsible for the following: (i) Recruiting, screening, interviewing and hiring employees in accordance with all applicable state and federal laws; (ii) Establishing, calculating, paying wages and overtime, and providing any benefits to employees that Consultant offers to them; (iii) Paying or withholding all required payroll taxes and insurance premiums for programs that Consultant is required by law to provide to its employees; (iv) Providing workers’ compensation benefits or coverage for its employees in amounts at least equal to what is required by law; (v) Fulfilling the employer’s obligations for unemployment compensation; (vi) Making legally required employment law disclosures (wage-hour posters, etc.) to its employees; (vii) Exercising human resources (i.e., nonoperational) supervision of its employees (i.e., orienting, reassigning, counseling, disciplining, and discharging employees in accordance with the law); (viii) Maintaining personnel and payroll records; and (ix) Requiring its employees to acknowledge that they will have no right to participate in any employee benefit plans of City.

F. Compliance with Laws. The Consultant shall keep itself informed of all local, state and federal ordinances, laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Consultant shall at all times observe and comply with all such ordinances, laws and regulations. The City and its agents shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this section.

G. Permits and Licenses. Consultant shall obtain and maintain during the Agreement term all necessary licenses, permits and certificates required by law for the provision of services under this Agreement, including a business license.

H. Additional Terms. City shall supervise Assigned Individuals providing services to City. City shall not permit or require Assigned Individuals (i) to perform services outside of the scope of Assigned Individual's assignment; (ii) to sign contracts or statements (including SEC documents); (iii) to make any management decisions; (iv) to make any final decisions regarding system design, software development or the acquisition of hardware or software; (v) to sign, endorse, wire, transport or otherwise convey cash, securities, checks, or any negotiable instruments or valuables; (vi) to use computers, or other electronic devices, software or network equipment owned or licensed by Assigned Individual; (vii) to operate machinery (other than office machines) or automotive equipment. City may request that Consultant permit its Assigned Individuals to provide services to City remotely (i.e., from a location other than City's offices) using City's laptop and/or other computer or telecommunications equipment (the “Equipment”). City acknowledges and agrees that Consultant shall have no control over, and City shall be solely responsible for, (i) the logical and physical performance, reliability and security of their Equipment or related devices, network accessibility and availability, software, services, tools and e-mail accounts (collectively, “Computer Systems”) used by the Assigned Individual, and (ii) the security, integrity, and backing up of the data and other information stored therein or transmitted thereby. Moreover, City must prohibit Assigned Individuals from saving or storing any of City's files or other data on the Computer Systems provided by Consultant (including, but not limited to, any virtual desktop infrastructure solution). City agrees that Consultant shall not be liable for any loss, damage, expense, harm, business interruption or inconvenience resulting from the use of such Computer Systems. Since Consultant is not a professional accounting firm, City agrees that City will not permit or require Assigned Individual (a) to render an opinion on behalf of Consultant or on City's behalf regarding financial statements; (b) to sign the name of Consultant on any document; or (c) to sign their own names on financial statements or tax returns. It is understood that City has full responsibility for: (i) providing safe working conditions as required by law, including compliance with all public health and occupational safety regulations and guidelines applicable to City's business, and (ii) ensuring that safety plans exist for, and safety related training is provided to, Assigned Individuals working on City's premises.

4. Method of Payment.

A. Invoices. Consultant shall submit to City an invoice, on a monthly basis or less frequently, for actual services performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period, hourly rates charged, if applicable, and the amount due. If City disputes any of Consultant's fees, it shall give written notice to Consultant within

thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. City shall have the duty to pay the undisputed portion of any invoice. Hourly rates for all assignments will be agreed on a case-by-case basis. Assigned Individual will present a time sheet or an electronic time record to City for verification and approval at the end of each week. Consultant will bill City for the total hours worked. Consultant's invoices will include applicable sales and service taxes all of which are payable by City. If applicable, overtime will be billed at 1.50 times the normal billing rate. Federal law defines overtime as hours in excess of 40 hours per week, state laws vary. If state law requires double time pay, the double time hours will be billed at 2.00 times the normal billing rate. Consultant may charge City a fee for the provision of equipment or technology, if City requests that Assigned Individual use equipment or technology provided by Consultant. Consultant may also increase Consultant’s rates to reflect increases in Consultant’s cost of doing business, including costs associated with higher wages for workers and/or related taxes, benefits or other costs. Consultant will provide written or verbal notice of technology charges and/or increases in rates. Any increase in rates will be prospective, starting as of the effective date Consultant specifies.

B. Payment. City shall pay all undisputed invoice amounts within thirty (30) calendar days after receipt up to the maximum compensation set forth in Section 2 of this Agreement. City shall not withhold federal payroll, state payroll or other taxes, or other similar deductions, from payments made to Consultant. For all reimbursements authorized by this Agreement, Consultant shall provide receipts on all reimbursable expenses in excess of Fifty Dollars ($50) in such form as approved by the Finance Director.

C. Audit of Records. Consultant shall make all records, invoices, time cards, cost control sheets and other records maintained by Consultant in connection with this agreement available during Consultant’s regular working hours to City for review and audit by City.

5. Ownership of Documents. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files containing data generated for the work, surveys, notes, and other documents prepared by Assigned Individual in the course of providing the services to be performed (“written products”) pursuant to this Agreement shall become the sole property of the City without restriction or limitation upon its use and may be used, reused, disseminated or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files containing data generated for the work, Consultant shall make available to the City, upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files. Consultant may take and retain copies of the written products as desired, but the written products shall not be the subject of a copyright application by Consultant.

6. Independent Contractor.

A. Consultant is, and shall at all times remain as to City, a wholly independent contractor and not an employee of City. The personnel performing the services under this Agreement on behalf of Consultant shall also not be employees of City. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City. Neither City nor any of its agents

shall have control over the conduct of Consultant or any of Consultant’s employees. Consultant shall not, at any time, or in any manner, represent that it or any of its officers, agents or employees are in any manner employees of City. Consultant and Consultant’s personnel shall not supervise any of City’s employees. Consultant’s personnel shall not wear or display any City uniform, badge, identification number, or other information identifying such individual as an employee of City.

B. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. Consultant shall be responsible for and pay all wages, salaries, benefits and other amounts due to Consultant’s personnel in connection with their performance of the services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: Social Security taxes, other retirement or pension benefits, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. Notwithstanding any other agency, state, or federal policy, rule, regulation, statute or ordinance to the contrary, Consultant and any of its officers, employees, agents, and subcontractors providing any of the services under this Agreement shall not become entitled to, and hereby waive any claims to, any wages, salaries, compensation, benefit or any incident of employment by City, including, but not limited to, eligibility to enroll in, or reinstate to membership in, the California Public Employees Retirement System (“PERS”) as an employee of City, and entitlement to any contribution to be paid by City for employer contributions or employee contributions for PERS benefits.

C. Consultant shall indemnify and hold harmless City and its elected officials, officers, employees, servants, designated volunteers, and agents serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs, and expenses of any nature to the extent arising from, caused by, or relating to Consultant’s personnel practices. or to the extent arising from, caused by, or relating to the violation of any of the provisions of this Section

6. In addition to all other remedies available under law, City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this Section 6. This duty of indemnification is in addition to Consultant’s duty to defend, indemnify, and hold harmless as set forth in any other provision of this Agreement.

7. PERS Compliance and Indemnification.

A. General Requirements. The parties acknowledge that City is a local agency member of PERS, and as such has certain pension reporting and contribution obligations to PERS on behalf of qualifying employees. Consultant agrees that, in providing its employees and any other personnel to City to perform the services under this Agreement, Consultant shall assure compliance with the Public Employees’ Retirement Law, commencing at Government Code Section 20000, the regulations of PERS, and the Public Employees’ Pension Reform Act of 2013, as amended. Without limitation to the foregoing, Consultant shall assure compliance with regard

to personnel who have active or inactive membership in PERS and to those who are retired annuitants and in performing this Agreement shall not assign or utilize any of its personnel in a manner that will cause City to be in violation of the applicable retirement laws and regulations.

B. Indemnification. Consultant shall defend, indemnify, and hold harmless City, and its City and its elected officials, officers, employees, servants, designated volunteers, and agents serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs, and expenses of any nature to the extent arising from, caused by, or relating to Consultant’s violation of any provisions of this Section 7. This duty of indemnification is in addition to Consultant’s duty to defend, indemnify, and hold harmless as set forth in any other provision of this Agreement. Consultant shall control the defense of any Claim and engage counsel of its choice after approval from the City, provided that such approval shall not be unreasonably withheld.

8. Confidentiality. All data, documents, discussion, or other information (collectively “data”) developed or received by Consultant or provided for performance of this Agreement are deemed confidential. Consultant shall keep all data confidential and shall not disclose any data to any person or entity without City’s prior written consent. City shall grant such consent if disclosure is legally required. Consultant shall return all data to City upon the expiration or termination of this Agreement. Consultant’s covenant under this Section 8 shall survive the expiration or termination of this Agreement. Confidential information shall not include (1) information that is in the public domain; (2) information that was known to the receiving party before receipt of the information from the disclosing party; or, (3) information received from a third party having the right to lawfully possess and disclose such information without breaching any promise of confidentiality. In addition, no party shall be in violation of this Agreement if required to disclose such information by a court of competent jurisdiction or governmental agency with power to force disclosure. However, upon receipt of a subpoena or other order to produce Confidential Information, the receiving party shall promptly notify the disclosing party in writing of such disclosure requirement. City agrees to hold in confidence Assigned Individual's, social security number and other legally protected personal information, and City agrees to implement and maintain reasonable security procedures and practices to protect such information from unauthorized access, use, modification or disclosure.

9. Conflicts of Interest. Consultant and its officers, employees, associates and subcontractors, if any, shall comply with all conflict of interest statutes of the State of California applicable to Consultant’s services under this Agreement, including the Political Reform Act (Gov.

Code, § 81000 et seq.) and Government Code Section 1090. During the term of this Agreement, Consultant may perform similar services for other clients, but Consultant and its officers, employees, associates and subcontractors shall not, without the City Representative’s prior written approval, perform work for another person or entity for whom Consultant is not currently performing work that would require Consultant or one of its officers, employees, associates or subcontractors to abstain from a decision under this Agreement pursuant to a conflict of interest statute. Consultant shall incorporate a clause substantially similar to this Section 9 into any subcontract that Consultant executes in connection with the performance of this Agreement.

10. Indemnification.

A. Indemnities for Third Party Claims.
1) To the fullest extent permitted by law, Consultant shall, at its sole cost and expense, defend, hold harmless and indemnify City and its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, assigns and those City agents serving as independent contractors in the role of City officials (collectively “Indemnitees”), from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, expenses, judgments, penalties, liens and losses of any nature whatsoever, including the reasonable fees of accountants, attorneys or other professionals, and all costs associated therewith, and the payment of all consequential damages (collectively “Liabilities”), in law or equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of the negligent acts or willful misconduct of Consultant, its officers, agents, servants, employees, subcontractors, materialmen, contractors or their officers, agents, servants or employees (or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of this Agreement.

Notwithstanding anything to the contrary in this Agreement, Consultant shall not be liable for, or have any duty of defense or indemnification with respect to any negligent acts or willful misconduct of the Indemnitees. Consultant shall control the defense of any Liability and engage counsel of its choice after approval from the Indemnitee, provided that such approval shall not be unreasonably withheld. If an Indemnitee elects to, the Indemnitee may, at its own expense, retain its own counsel to ensure its rights are protected.
2) Consultant shall pay all taxes Consultant is required to pay on amounts paid to Consultant under this Agreement, and indemnify and hold City harmless from any and all taxes, assessments, penalties and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Consultant shall fully comply with the workers’ compensation law regarding Consultant and Consultant’s employees. Consultant shall indemnify and hold City harmless from any failure of Consultant to comply with applicable workers’ compensation laws.

B. Reserved. Consultant expressly waives its statutory immunity under such statutes or laws as to City, its officers, agents, employees and volunteers.

C. Insurance Requirements not Limiting. City does not, and shall not, waive any rights that it may possess against Consultant because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. The indemnities in this Section 10 shall apply regardless of whether or not any insurance policies are determined to be applicable to the Liability, tax, assessment, penalty or interest asserted against City.

D. Survival of Terms. Consultant’s indemnifications and obligations under this Section 10 shall survive the expiration or termination of this Agreement.

11. Insurance.

A. Minimum Scope and Limits of Insurance. Consultant shall procure and at all times during the term of this Agreement carry, maintain, and keep in full force and effect, insurance as follows:

1) Commercial General Liability Insurance with a minimum limit of Two Million Dollars ($2,000,000) per occurrence for bodily injury, personal injury and property damage and a general aggregate limit of Four Million Dollars ($4,000,000) per project or location.

If Consultant is a limited liability company, the commercial general liability coverage shall be amended so that Consultant and its managers, affiliates, employees, agents and other persons necessary or incidental to its operation are insureds.
2) Automobile Liability Insurance for any owned, non-owned or hired vehicle used in connection with the performance of this Agreement with a combined single limit of Two Million Dollars ($2,000,000) per accident for bodily injury and property damage. If Consultant does not use any owned, non-owned or hired vehicles in the performance of services under this Agreement, Consultant shall obtain a non-owned auto endorsement to the Commercial General Liability policy required under Subparagraph A. 1) of this Section 11. 3) Workers’ Compensation Insurance as required by the State of California and Employer’s Liability Insurance with a minimum limit of One Million Dollars ($1,000,000) per accident for bodily injury or disease. If Consultant has no employees while performing services under this Agreement, workers’ compensation policy is not required, but Consultant shall provide an executed declaration that it has no employees. 4) Professional Liability Insurance (Errors and Omissions Insurance) with minimum limits of Two Million Dollars ($2,000,000) per claim and in aggregate.

B. Acceptability of Insurers. The insurance policies required under this Section 11 shall be issued by an insurer admitted to write insurance in the State of California with a rating of A-:VII or better in the latest edition of the A.M. Best Insurance Rating Guide. Self insurance shall not be considered to comply with the insurance requirements under this Section 11.

C. Additional Insured. The commercial general and automobile liability policies shall contain an endorsement naming the City, its officers, employees, agents and volunteers as additional insureds.

D. Primary and Non-Contributing. The insurance policies required under this Section 11 shall apply on a primary non-contributing basis in relation to any other insurance or selfinsurance available to City. Any insurance or self-insurance maintained by City, its officers, employees, agents or volunteers, shall be in excess of Consultant’s insurance and shall not contribute with it.

E. Consultant’s Waiver of Subrogation. The insurance policies required under this Section 11 shall not prohibit Consultant and Consultant’s employees, agents or subcontractors from waiving the right of subrogation prior to a loss. Consultant hereby waives all rights of subrogation against City.

F. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be approved by City. At City’s option, Consultant shall either reduce or eliminate the deductibles or self-insured retentions with respect to City, or Consultant shall procure a bond guaranteeing payment of losses and expenses.

G. Cancellations or Modifications to Coverage. Consultant shall not cancel or reduce the insurance policies required by this Section 11 during the term of this Agreement. The commercial general and automobile liability policies required under this Agreement shall be endorsed to state that should the issuing insurer cancel the policy before the expiration date, the issuing insurer will mail thirty (30) calendar days’ prior written notice to City. If any insurance policy required under this Section 11 is canceled or reduced in coverage or limits, Consultant shall, within two (2) business days of notice from the insurer, phone, fax or notify City via certified mail, return receipt requested, of the cancellation of or changes to the policy.

H. City Remedy for Noncompliance. If Consultant does not maintain the policies of insurance required under this Section 11 in full force and effect during the term of this Agreement, or in the event any of Consultant’s policies do not comply with the requirements under this Section 11, City may either immediately terminate this Agreement.

I. Evidence of Insurance. Prior to the performance of services under this Agreement, Consultant shall furnish City’s Risk Manager with a certificate or certificates of insurance and all original endorsements evidencing and effecting the coverages required under this Section 11. The endorsements are subject to City’s approval. Consultant shall maintain current endorsements on file with City’s Risk Manager. Consultant shall provide proof to City’s Risk Manager that insurance policies expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Consultant shall furnish such proof at least two (2) weeks prior to the expiration of the coverages.

J. Indemnity Requirements not Limiting. Procurement of insurance by Consultant shall not be construed as a limitation of Consultant’s liability or as full performance of Consultant’s duty to indemnify City under Section 10 of this Agreement.

K. Subcontractor Insurance Requirements. Consultant shall require each of its subcontractors that perform services under this Agreement to maintain insurance coverage that meets all of the requirements of this Section 11.

12. Mutual Cooperation.

A. City’s Cooperation. City shall provide Consultant with all pertinent data, documents and other requested information as is reasonably available for Consultant’s proper performance of the services required under this Agreement.

B. Consultant’s Cooperation. In the event any claim or action is brought against the City relating to Consultant’s performance or services rendered under this Agreement, Consultant shall render any reasonable assistance that City requires.

13. Records and Inspections. Consultant shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of five (5) years. Consultant shall, without charge, provide City with access to the records during normal business hours. City may examine and audit the records and make transcripts therefrom, and inspect all program data, documents, proceedings and activities. This audit provision shall not apply to confidential information,

including but not limited to, Consultant's Assigned Individual's personnel files or the remuneration paid by Consultant to its Assigned Individuals and subcontractors.

14. Termination or Suspension of Agreement.

A. Right to Terminate or Suspend. City may terminate or suspend this Agreement at any time, at will, for any reason or no reason, after giving written notice to Consultant at least seven (7) calendar days before the termination or suspension is to be effective. Consultant may terminate this Agreement at any time, at will, for any reason or no reason, after giving written notice to City at least sixty (60) calendar days before the termination is to be effective.

B. Obligations upon Termination. Consultant shall cease all work under this Agreement on or before the effective date of termination specified in the notice of termination. In the event of City’s termination of this Agreement due to no fault or failure of performance by Consultant, City shall pay Consultant based on the percentage of work performed up to the effective date of termination. In no event shall Consultant be entitled to receive more than the amount that would be paid to Consultant for the full performance of the services required by this Agreement.

15. Force Majeure. Consultant shall not be liable for any failure to perform its obligations under this Agreement if Consultant presents acceptable evidence, in City’s sole judgment, that such failure was due to strikes, lockouts, labor disputes, embargoes, acts of God, inability to obtain labor or materials or reasonable substitutes for labor or materials, governmental restrictions, governmental regulations, governmental controls, judicial orders, enemy or hostile governmental action, civil commotion, fire or other casualty, or other causes beyond Consultant’s reasonable control and not due to any act by Consultant.

16. Notices. Any notices, consents, requests, demands, bills, invoices, reports or other communications which either party may desire to give to the other party under this Agreement must be in writing and conclusively deemed effective: (a) on personal delivery, (b) on confirmed delivery by reputable document delivery service or courier service during Consultant’s and City's regular business hours, or (c) five business days after deposit in the United States mail, by first class mail, postage prepaid, and addressed to the party to be notified as set forth below:

If to City: If to Consultant:

Attn: Theresa Franke Attn: Chris Garza
City of Covina Robert Half Inc.
125 E. College Street| 13181 Crossroads Pkway N, Suite 110 Covina, California 91723 City of Industry, CA 91746
Copies of all notices to Consultant shall be sent to: Robert Half Inc., Attn Client Contracts Dept., 3001 Bishop Drive, Suite 140, San Ramon, CA 94583.

17. Non-Discrimination and Equal Employment Opportunity. In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor or applicant for employment because of race, color, religious creed, sex, gender, gender identity, gender

expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, sexual orientation or other basis prohibited by law.

Consultant will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information or sexual orientation.

18. Prohibition of Assignment and Delegation. Consultant and City shall not assign any of its rights or delegate any of its duties under this Agreement, either in whole or in part, without City’s and Consultant’s prior written consent. City’s consent to an assignment of rights under this Agreement shall not release Consultant from any of its obligations or alter any of its primary obligations to be performed under this Agreement. Any attempted assignment or delegation in violation of this Section 18 shall be void and of no effect and shall entitle City to terminate this Agreement. As used in this Section 18, “assignment” and “delegation” means any sale, gift, pledge, hypothecation, encumbrance or other transfer of all or any portion of the rights, obligations, or liabilities in or arising from this Agreement to any person or entity, whether by operation of law or otherwise, and regardless of the legal form of the transaction in which the attempted transfer occurs.

19. No Third Party Beneficiaries Intended. Except as otherwise provided in Section 10, this Agreement is made solely for the benefit of the parties to this Agreement and their respective successors and assigns, and no other person or entity may have or acquire a right by virtue of this Agreement.

20. Waiver. No delay or omission to exercise any right, power or remedy accruing to City under this Agreement shall impair any right, power or remedy of City, nor shall it be construed as a waiver of, or consent to, any breach or default. No waiver of any breach, any failure of a condition, or any right or remedy under this Agreement shall be (1) effective unless it is in writing and signed by the party making the waiver, (2) deemed to be a waiver of, or consent to, any other breach, failure of a condition, or right or remedy, or (3) deemed to constitute a continuing waiver unless the writing expressly so states.

21. Exhibits. Exhibits A and B, constitute a part of this Agreement and are incorporated into this Agreement by this reference. If any inconsistency exists or arises between a provision of this Agreement and a provision of any exhibit, the provisions of this Agreement shall control.

22. Entire Agreement. This Agreement and all exhibits referred to in this Agreement constitute the final, complete and exclusive statement of the terms of the agreement between the parties pertaining to the subject matter of this Agreement and supersede all other prior or contemporaneous oral or written understandings and agreements of the parties. No party has been induced to enter into this Agreement by, nor is any party relying on, any representation or warranty except those expressly set forth in this Agreement.

23. Amendment of Agreement. This Agreement may be amended only by a writing signed by both parties. The City Manager is authorized to sign an amendment to this Agreement on the

City Council’s behalf and without the City Council’s prior approval to make the following nonsubstantive modifications to the Agreement: (a) name changes; (b) extensions of time; (c) nonmonetary changes in the scope of work; and (d) termination of the Agreement.

24. Headings. The headings in this Agreement are included solely for convenience of reference and shall not affect the interpretation of any provision of this Agreement or any of the rights or obligations of the parties to this Agreement.

25. Word Usage. Unless the context clearly requires otherwise, (a) the words “shall,” “will” and “agrees” are mandatory and “may” is permissive; (b) “or” is not exclusive; and (c) “includes” or “including” are not limiting.

26. Time of the Essence. Time is of the essence in respect to all provisions of this Agreement that specify a time for performance; provided, however, that the foregoing shall not be construed to limit or deprive a party of the benefits of any grace or use period allowed in this Agreement.

27. Governing Law and Choice of Forum. This Agreement, and any dispute arising from the relationship between the parties to this Agreement, shall be governed by and construed in accordance with the laws of the State of California, except that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be applied in interpreting this Agreement. Any dispute that arises under or relates to this Agreement (whether contract, tort or both) shall be resolved in a municipal, superior or federal court with geographic jurisdiction over the City of Covina.

28. Attorneys’ Fees. In any litigation or other proceeding by which on party seeks to enforce its rights under this Agreement (whether in contract, tort or both) or seeks a declaration of any rights or obligations under this Agreement, the prevailing party shall be shall be awarded reasonable attorneys’ fees together with any costs and expenses, to resolve the dispute and to enforce the final judgment.

29. Severability. If a court of competent jurisdiction holds any provision of this Agreement to be illegal, invalid or unenforceable for any reason, the validity of and enforceability of the remaining provisions of this Agreement shall not be affected and continue in full force and effect.

30. Authority to Execute Agreement. The person or persons executing this Agreement on behalf of Consultant warrants and represents that he or she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder.

31. Additional Terms. This Agreement is only applicable to, and the only Robert Half Inc. branch and practice group(s) obligated under this Agreement are, the administrative & customer support, finance & accounting, and technology contract talent practice group(s) of the branch office located in the City of Industry, CA. If City requires Consultant to perform background checks or other placement screenings of Assigned Individuals, City agrees to notify Consultant prior to the start of services under this Agreement. Consultant will conduct such checks or screenings only if they are described in a signed, written amendment to this Agreement. If City requests a copy of the results of any checks conducted on Consultant's Assigned Individuals, City

agrees to keep such results strictly confidential and to use such results in accordance with applicable laws and solely for employment purposes. Notwithstanding anything in this Agreement to the contrary, Consultant’s maximum liability for any specific engagement, in any case, will not exceed the fees paid to Consultant for that engagement. Any respective obligations of Consultant or City hereunder which by their nature would continue beyond the termination, cancellation or expiration of this Agreement shall survive such termination, cancellation or expiration. [SIGNATURE PAGE FOLLOWS]
The parties, through their duly authorized representatives, are signing this Agreement on the date stated in the introductory clause.

City:

City of Covina,
a California municipal corporation
By:

Name:

Title:

ATTEST:

By:

Name: Fabian Velez
Title: Chief Deputy City Clerk
APPROVED AS TO FORM:

By:

Name: Candice K. Lee
Title: City Attorney
Consultant:

Robert Half Inc.EOE,
a Delaware corporation
By:

Name:

Title:

By:

Name:

Title:
(Two signatures of corporate officers required
for corporations under Corporations Code
Section 313, unless corporate documents
authorize only one person to sign this
Agreement on behalf of the corporation.)

12923-0001\1917425v3.doc

EXHIBIT A

APPROVED FEE SCHEDULE
Description Bill Rate**
Temporary Staffing (Reg Hours & OT Hours) Hourly rates to be negotiated based upon skillset required for each placement on a case-by-case
basis
TOTAL CONTRACT NOT TO EXCEED $290,000
**Payrate to be mutually agreed upon by City and Consultant prior to placement/rate changes In the event City wishes to convert any of Consultant's Assigned Individuals, City agrees to pay a conversion fee in accordance with this Section. The conversion fee will equal a percentage of the Assigned Individual's aggregate annual compensation, including bonuses, based on the length of assignment. City agrees to pay a conversion fee if Consultant's Assigned Individual is hired by a related entity as a result of City's subsequent referral of the Assigned Individual or one of City's customers as a result of Assigned Individual providing services to that customer. The conversion fee is payable if City hires the Assigned Individual, regardless of the job classification, on either a full-time, temporary (including temporary assignments through another agency) or consulting basis within twelve months after the last day of the assignment. The same calculation will be used if City converts Consultant's Assigned Individual on a part-time basis using the fulltime equivalent salary; however, the conversion fee will not be less than $1,000.

Hours Billed and Paid Conversion Rate
0-160 hours 25%
161-320 hours 12.5%
321-520 hours 7.5%
521 hours or more 0%

12923-0001\1917425v3.doc

EXHIBIT B

SCOPE OF SERVICE
Consultant shall provide the City temporary staffing services pursuant to the Agreement.

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 11
Meeting: June 3, 2025
Title: Establishment of Fiscal Year 2025-2026 Article XIIIB Appropriation Limit for the City of Covina
Presented by: Theresa Franke, Interim Finance Director
Jenny Xu, Accountant
Recommendation: Adopt Resolution CC 2025-51 establishing the Fiscal Year 2025-2026 Article XIIIB Appropriation Limit for the City of Covina.

EXECUTIVE SUMMARY / BACKGROUND:

As a means to limit the growth of government spending, the Gann Initiative, or appropriation limit calculation, was approved by California voters in 1979; this resulted in Article XIIIB of the California Constitution which requires that each level of government establish annual appropriation limits based upon a specific formula. The appropriation limit calculations were modified in June 1990 as a result of the passage of Proposition 111. The imposed limitations require that calculations utilize anticipated tax proceeds as well as growth factors in population and inflation; these factors are provided by the California Department of Finance.

DISCUSSION:

The City of Covina’s appropriation limit for Fiscal Year 2025-2026 is $142,313,213. The proceeds from taxes are $46,109,706 and are below the appropriation limit. There is no excess of taxes over the appropriation limit as defined by Article XIIIB.

Any challenge to the 2025-2026 appropriation limit calculation must be done within forty-five days of the adopted resolution effective date.

FISCAL IMPACT:

This action will set the appropriation limit to $142,313,213.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

None.

Respectfully submitted,

ATTACHMENT A
RESOLUTION CC 2025-51

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, ESTABLISHING THE 2025-2026 APPROPRIATION

LIMIT FOR THE CITY OF COVINA
WHEREAS, Title 1, Division 9, Section 7910 of the Government Code requires that each local government establish its appropriation limit by resolution each fiscal year at a regularly scheduled City Council meeting or a noticed special meeting; and WHEREAS, any challenge to the 2025-2026 fiscal year appropriation limit must be brought within forty-five days of the resolution effective date.

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

SECTION 1. The City Council does hereby determine that the annual adjustment factors to be selected in modifying the prior-year appropriation limit are the change in California’s per capita income and the increase in the County’s population.

SECTION 2. The City Council does hereby determine and declare that the City of Covina’s appropriation limit for Fiscal Year 2025-2026 is $142,313,213 per attached Exhibits A and B.

SECTION 3. 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 3rd day of June, 2025.

City of Covina, California
BY:

VICTOR LINARES, Mayor
ATTEST:

FABIAN VELEZ, Chief Deputy City Clerk

Resolution CC 2025-51 Page 2 of 2

CERTIFICATION
I, Fabian Velez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2025-51 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 3rd day of June, 2025, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:

FABIAN VELEZ, Chief Deputy City Clerk

Appropriation Limit Calculation
Appropriation limit for the 2024-2025 fiscal year 133,301,998 $ Per Capita Cost of Living Change 1.0644
Percent Growth in County Population x 1.0030
Total Adjustment 1.0676
2025-2026 Appropriation Limit 142,313,213 $
Appropriation Subject to Limitation
2025-2026 Appropriation Limit 142,313,213 $
Less: Proceeds from taxes (46,109,706)
Add: Users Fees in excess of costs -
Total Appropriations Under Limitation 96,2 $ 03,507

EXHIBIT A
Based on 2025-2026 Budget

CITY OF COVINA, CALIFORNIA

APPROPRIATION LIMIT CALCULATION

General Fund
Taxes
Property Taxes - Current Year Secured 11,998,000 - 11,998,000 $ Sales and Use Taxes 19,781,706 - 19,781,706 $
Franchises - 2,468,000 2,468,000 $
Utility Users Tax 6,550,000 - 6,550,000 $
Other Taxes 595,000 - 595,000 $
License & Permits - 1,130,400 1,130,400 $
Fines & Foreitures - 875,985 875,985 $
Intergovernmental 85,000 910,600 995,600 $
Property Tax in Lieu of MVL 7,100,000 - 7,100,000 $
Other Inter-agency revenue - - - $
Charges for Current Services - User Fees - 3,545,424 3,545,424 $ Miscellaneous Revenue - 1,525,690 1,525,690 $
Net - Transfers - 293,140 293,140 $
Total 46,109,706 $ 10,749,239 $ 56,858,945 $
Proceeds From
Taxes
Non ProceedsRestricted-Non
Discretionary
Total
Proceeds/NonProceeds

SCHEDULE OF ESTIMATED REVENUES

PROCEEDS AND NON-PROCEEDS FROM TAXES
Based on 2025-2026 Budget

CITY OF COVINA, CALIFORNIA

EXHIBIT B

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 12
Meeting: June 3, 2025
Title: Adopt Resolution CC 2025-53 Declaring the Intent to Levy and Collect Assessments on Vehicle Parking District No. 1 for Fiscal Year 2026 and Set Public Hearing for Protests in Relation Thereto
Presented by: Rafael M. Fajardo, Director of Public Works/City Engineer Recommendation: 1. City Council to receive and file the Engineer’s Report; and

2. Adopt Resolution CC 2025-53 declaring the City’s intention to levy and collect assessments on Vehicle Parking District No. 1 for Fiscal Year 2026 and setting the Public Hearing date for July 1, 2025 for hearing protests in relation thereto.

EXECUTIVE SUMMARY/BACKGROUND:

Vehicle Parking District No. 1 was created on September 6, 1955 in accordance with California Streets and Highways Code Sections 31500-31519 entitled “Vehicle Parking District Law of 1943.” The District was created to provide a means for acquiring, improving, maintaining, operating, and administering the off-street parking facilities for Downtown Covina.

In November 1996, California voters approved “The Right to Vote on Taxes Act,” the State Constitutional Amendment known as Proposition 218. At that time, the existing Vehicle Parking District No. 1 assessments did not qualify for any of the tax or assessment exemption provisions contained in the Constitutional Amendment, and therefore property owner approval was required to continue ad valorem assessment of properties within the District. In 1997, the continuation of the ad valorem assessment (special tax) rate of $0.0875 per $100 of assessed property valuation was submitted to a vote of the affected property owners. The ballots resulted in 83% in favor of the continued assessment, in compliance with the provisions of the Constitution.

Each fiscal year, State law requires an Engineer’s Report be prepared prior to levying assessments on the LA County property tax roll for certain types of assessment districts. The 2025-2026 Engineer’s Report for the Vehicle Parking District No. 1 (Attachment A) has been prepared for review and consideration. A resolution (Attachment B) is also required in order to declare the City’s intention to collect the assessments, and to set a public hearing date. As proposed, the City Council will conduct the required Public Hearing for this matter on July 1, 2025 at 7:30 p.m.

DISCUSSION:

The proposed property tax assessment would provide funds for the operation and maintenance of existing public parking lots, as well as for the future acquisition of properties for additional parking lots, as needed. The Engineer’s Report recommends continuation of the ad valorem assessment rate of $0.0875 per $100 of assessed property valuation on the applicable properties within the District to provide approximately $84,599 of revenue to this District in FY 2025-2026. There are a total of 163 properties with a total assessed property valuation of $96,684,250. The recommended assessment rate has been in existence and unchanged since 1982.

Per the Engineer’s Report, the revenues to be collected will be greater than the cost of operations and maintenance.

For FY 2025-2026, the total revenue generated in the District is estimated to be $195,074, including assessment revenue, parking permit revenues, and property rental revenues, among others. For FY 2025-2026, it is estimated that the total expenditures will be $165,419. This leaves a surplus of $29,655 in the District.

The current projected fund balance as we near June 30, 2025, is $912,281 and will be increased to $941,936 as of June 30, 2026. It should be noted that a portion of these funds have been accumulated to fund capital expenses and the future acquisition of parking facilities, if needed.

Table 1: Covina Vehicle Parking District No. 1 – FY 2025-2026 Summary Budget Item Amount
Parking Permits $35,000
Property Rental $57,948
EV Charging Stations $12,000
Other Revenue (including interest) $ 5,527
Proposed Assessments $84,599
Total - Projected Revenue $195,074
Operating Expenditures $165,419
Total - Projected Expenditures $165,419
Table 2: Covina Vehicle Parking District No. 1 – Fund Balance Summary Budget Item Amount
Estimated Fund Balance, Ending June 30, 2025 $912,281
Operating Surplus, FY 2025-2026 $ 29,655
Estimated Fund Balance, Ending June 30, 2026 $941,936
FISCAL IMPACT:

Legally required engineering, advertising, and balloting costs for Vehicle Parking District No. 1 are included in the FY 2025-2026 Municipal Parking District budget (Fund 2700). The proposed action has no impact on the General Fund.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

Not applicable.

Respectfully submitted,

City of Covina
Vehicle Parking District No. 1

2025/2026 ENGINEER’S REPORT

Intent Meeting: June 3, 2025

Public Hearing: July 1, 2025
27368 Via Industria
Suite 200
Temecula, CA 92590
T 951.587.3500|800.755.6864
F 951.587.3510|888.326.6864
Property Tax Information Line
T. 866.807.6864
www.willdan.com

ATTACHMENT A

ENGINEER'S REPORT AFFIDAVIT
Vehicle Parking District No. 1
City of Covina
Los Angeles County, State of California
This Report and the enclosed map defining the properties within the District identify the District boundaries, as they existed at the time of the passage of the Resolution of Intention. Reference is hereby made to the Los Angeles County Assessor’s maps for a detailed description of the lines and dimensions of parcels within the District. The undersigned respectfully submits the enclosed Report as directed by the City Council.

Dated this ____________ day of ______________, 2025.

Willdan Financial Services
Assessment Engineer
On Behalf of the City of Covina
By: ________________________________
Susana Hernandez, Senior Project Manager
District Administration Services
By: ________________________________
Tyrone Peter
PE # C 81888

This is to verify that on ________________, the Vehicle Parking District No. 1 Fiscal Year 2025/2026 Engineer's Report was received in the Office of the City Clerk in accordance with Section 31500-31519 of the California Streets and Highways Code. _____________________________
City Clerk

TABLE OF CONTENTS
I. BACKGROUND ....................................................................................................... 1 II. CONSTITUTIONAL REQUIREMENTS.................................................................... 2 III. CAPITAL IMPROVEMENTS.................................................................................... 2 IV. PLANS AND SPECIFICATIONS.............................................................................. 3 V. REVENUE AND EXPENSE STATEMENT............................................................... 4 VI. ASSESSMENT RATES AND REVENUES .............................................................. 5 APPENDIX A – DISTRICT DIAGRAM ............................................................................ 6 APPENDIX B – PRELIMINARY ASSESSMENT ROLL.................................................. 7

2025/2026 Vehicle Parking District No. 1 Page 1 of 7
I. BACKGROUND
Vehicle Parking District No. 1 (hereafter referred to as “District”) was created on September 6, 1955 in accordance with California Streets and Highways Code Sections 31500-31519 entitled “Vehicle Parking District Law of 1943”. The District was created to provide a means for acquiring, improving, maintaining, operating and administering the off-street parking facilities for downtown Covina. Even though the District was organized in 1955, it was not until 1960 that an assessment was levied and bonds were sold to finance the purchase and improvement of two (2) parking lots. The District was created with 40% protest from property owners. The current ad valorem assessment rate (special tax) was established in 1982 at $0.0875 per $100 of the assessed value of the properties in this District and is estimated to produce $84,599 of revenue in Fiscal Year 2025/2026.

A new approach to parking began on December 1, 2011 with the elimination of segmented time limits in parking lots, replaced with a mix of 4-hour parking in lots, 2-hour parking on side streets, and 2-hour parking on Citrus Avenue, between San Bernardino Road and Badillo Street. Time limits in lots will be cumulative in a 24-hour period, meaning drivers cannot move their cars and return to the same parking lot to avoid citations. Parking enforcement will be in effect throughout Downtown from 8 a.m. to 8 p.m., Monday through Friday. Monthly and daily parking permits will be accepted in all municipal parking lots.

Attached in Appendix B is the list of properties that are currently in the District together with assessed valuations. There are a total of 163 properties with a total assessed valuation, net of home-owners exemption, of $96,684,250.

Below are the current parking lots in this District with the corresponding space distribution:

Location Approx. Address Map 10 Minute 4 Hour Hdcp Leased EV Taxi Standard West College St. (South) East of 140 W. College St. #7 -- -- 4 -- -- -- 88 129 West College St. East of 151 W. College St. #4 3 -- 5 -- 4 -- 90 150 West College St. Btwn 140 and 158 W. College St. #6 -- -- 2 -- -- -- 28 Cottage Dr. East of 133 W. Cottage Dr. #1 -- -- 2 -- -- -- 33 City Hall Northerly Lot Next to 114 E. Italia St. #3 -- -- 5 -- -- -- 107 City Hall Easterly Lot Next to 125 E. College St. City Hall -- -- 2 -- -- -- 28 Second Ave. North of College 205 N. Second Ave. #5 -- -- 1 -- -- -- 14 S/E Badilo/Second 202 E. Badillo St. -- Leased to Bank of America -- West Badillo St. Btwn 118 and 138 W. Badillo St. #9 -- -- 2 -- -- -- 30 135 East Badillo St. Next to N. Citrus Ave. #8 -- -- 2 -- 2 -- 23 124 East College St. Civic Center Parking
Structure -- -- 5 -- 2 -- 120
Total 3 0 30 0 8 0 561

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II. CONSTITUTIONAL REQUIREMENTS
In November 1996, the California voters approved "The Right To Vote On Taxes Act", a State Constitutional Amendment known as Proposition 218 (“Proposition 218”), which established Articles XIIIC and XIIID in the State Constitution. In the City Attorney's opinion, the existing Vehicle Parking District No. 1 assessments did not qualify for any of the tax or assessment exemption provisions contained in the Constitutional Amendment and therefore property owner approval was required to continue the ad valorem assessment of properties within the District. In 1997, the continuation of the ad valorem assessment (special tax) for the District was submitted to a vote of the affected property owners. The ballots resulted in 83% in favor of the continued assessment, in compliance with the provisions of the Constitution.

The Covina Municipal Code has the following provisions for properties within the District:
a. The properties are deemed to have complied with the off-street parking requirements of the Covina Municipal Code to the extent that the properties have been originally assessed to provide for off-street parking. b. The properties receive additional credit toward off-street parking compliance for parking spaces purchased by the District from proceeds of the annual ad valorem assessment for parking expansion.
c. The properties that do not have adequate on-site parking may also receive credit toward compliance with parking requirements by contributing parking spaces on another parcel to the District, or by contributing money to the District sufficient for the District to purchase the spaces necessary to meet the parking requirements for such properties.
d. The parking requirement for each use is approximately 10% less than for properties outside the District.

The above Municipal Code provisions constitute special benefit to the properties within the District that the properties outside the District do not have.

III. CAPITAL IMPROVEMENTS
The Capital Improvement Program (CIP) is a projection of the City’s capital investments over a five-year period. The CIP is a fiscal and planning tool that allows the City to monitor all capital project costs, funding sources, departmental responsibilities, and timing. Each year, the CIP will be reviewed within the context of ongoing city, county, state, and federal planning programs and policies. Capital investments involve major City projects that produce outputs having long and useful life spans.

Improvements to Parking Lots #1, #4 and #9
The City is implementing a multi-year Capital Improvement project that adds new trash enclosures to five municipal parking lots in downtown Covina. The trash enclosures resolve several environmental issues and enhance parking lot aesthetics. Without the presence of covered trash enclosures, refuse dumpsters are unsightly to downtown employees and patrons, are subject to illegal dumping and scavenging, and may contribute to storm water pollution during rain events. In February 2024, the City completed the construction of a four-dumpster trash enclosure in Parking Lot #1. The new enclosure follows a standard design and is adorned with murals from Covina’s history.

New parking lot striping further enhances the subject parking lot.

2025/2026 Vehicle Parking District No. 1 Page 3 of 7
In July 2024, three standard parking stalls located in Parking Lot #4 were converted to 10- minute pickup/delivery stalls. This change was made at the request of the downtown restaurants, who have seen an increase in online orders over the past several years.

Also in July 2024, the City completed a renovation of Parking lot #9. Improvements included new asphalt, new striping, new trees, and a new monument sign.

Municipal parking lots are utilized by employees working in downtown Covina, patrons of the restaurants and businesses, and residents of nearby townhomes. The improvement projects described herein enhance the appeal of downtown Covina.

Improvements for Parking Lot #1 and Parking Lot #4 were funded entirely by the City’s Public Works Fund. Improvements for Parking Lot #9 were funded by both the City’s Public Works Fund and the Municipal Parking District Fund.

Civic Center Parking Structure Maintenance Program
The 3-level Civic Center Parking Structure, which provides parking for 127 visitors and merchants, was constructed in 2008. Historically, routine maintenance and restoration of the structure occurs on an as-needed basis. The goal of this program is to prepare and implement a Capital Improvement and Protection Program (CIPP) for the Civic Center Parking Structure in an effort to extend the service life of the infrastructure. The CIPP provides recommendations on how the City can perform budgeted restoration and capital improvements on the parking structure over a twenty-year period of time. Repairs and maintenance will address stair and elevator repairs, concrete and structural repairs, drain and pipe cleaning, elastomeric coatings, lighting system repairs, surveillance system maintenance, and repainting of the structure and traffic markings. An investment in the ongoing maintenance to the Civic Center Parking Structure mitigates expensive repair costs due to deferment.

A complete assessment of the Civic Center Parking Structure was completed in July 2019, and a CIPP was prepared based on that assessment. The CIPP identified all routine maintenance activities that will be required over the next twenty years, their priority, the year in which they should take place, and the estimated cost. Municipal Parking District Funds are utilized for maintenance activities as needed.

These projects further the City Council’s 2016 Strategic Goals to maintain and improve Covina’s infrastructure.

IV. PLANS AND SPECIFICATIONS
Attached in Appendix A is a copy of the boundary map defining the properties within Vehicle Parking District No. 1. The original boundary diagram and the corresponding current Los Angeles County Assessor's Maps for properties within the District are on file in the City of Covina Engineering Division's office, and by reference are made part of this report.

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V. REVENUE AND EXPENSE STATEMENT
Fiscal Year 2025/2026 Revenue
Parking Permits $35,000
Unsecured Property Tax 4,527
Property Rental 57,948
EV Charging Stations 12,000
Interest Accrued on Revenue 1,000
Property Tax Assessment (Proposed) (1) 84,599
Total Revenue $195,074
Fiscal Year 2025/2026 Expenses
Services & Supplies
Repair and Maintenance $26,700
County Admin Fee 120
Administration - Overhead and Misc. 44,499
Bank Charges 1,000
Administration - Parking Permits (2) 13,400
Security Services (3) 2,500
Engineering Services 6,000
Water 3,000
Electricity 30,700
Telephone 2,000
Landscape/Hardscape Maintenance 5,000
Legal Notices 250
Supplies (Janitorial) 250
Parking Control 30,000
Sub-total $165,419
Capital Improvements 0
Total Expenses $165,419
(1) Proposed Property Tax Assessment excludes home-owners exemption of $112,000 in calculation of parcel(s) charged. (2) Administration of parking permit sales for Municipal Parking Lots and Civic Center Parking Structure. (3) Civic Center Parking Structure security patrol personnel.

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VI. ASSESSMENT RATES AND REVENUES
Although revenues for Fiscal Year 2025/2026 exceed expenses, and a fund balance exists from prior Fiscal Years, there remains a continuous need to have greater funds than the expected routine expenses to provide funding for future acquisition of properties for additional parking lots and rehabilitation of existing parking lots. The Board of Parking Commissioners has determined that continued ad valorem assessment tax revenue is required to fund a portion of the Annual Expenses. However, it is also necessary to accumulate additional funds for Capital Expenses that will eventually be needed for future acquisitions and rehabilitation of existing parking facilities.

The existing annual ad valorem assessment rate of $0.0875 per $100 of assessed value approved by the property owners in 1997 has not changed since 1982. It is not necessary to submit the rate to the vote of the property owners if the rate is the same or lower than the previous years.

Recommended Rate for Fiscal Year 2025/2026:
(Assessed Value of Properties) / ($100 per Assessed Value) x ($0.0875) = Revenue ($96,684,250) / ($100 per assessed value) x ($0.0875) = $84,599 assessment revenue The total net assessed valuation of $96,684,250 is based on Fiscal Year 2024/2025 assessed values. As such, the $84,599 assessment revenue for Fiscal Year 2025/2026 is an estimate based on Fiscal Year 2024/2025 assessed values and does not include any possible penalties and interest due to late payments of tax bills.

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APPENDIX A – DISTRICT DIAGRAM

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APPENDIX B – PRELIMINARY ASSESSMENT ROLL
The proposed parking district assessment roll for Fiscal Year 2025/2026 is shown on the following pages. The charge amount is estimated based on Fiscal Year 2024/2025 assessed values.

Willdan Financial Services Page 1 of 3

ASSESSOR'S
PARCEL
NUMBER

TAX RATE

AREA SITUS ADDRESS

ASSESSED
LAND

ASSESSED

STRUCTURE
HOME
EXEMPTION (1)
TOTAL

ASSESSED
VALUE
CHARGE
8430-027-001 03210 170 E SCHOOL ST $603,637 $1,207,278 $0 $1,810,915 $1,584.55 8430-027-015 03210 151 E ITALIA ST 33,382 12,946 0 46,328 40.54 8430-027-016 03210 159 E ITALIA ST 227,340 168,305 0 395,645 346.19 8430-027-027 03210 301 N 2ND AVE 347,157 125,562 0 472,719 413.63 8430-027-039 03210 135 E ITALIA ST 166,960 291,796 0 458,756 401.41 8430-027-040 03210 137 E ITALIA ST 352,104 366,996 7,000 712,100 623.09 8430-027-041 03210 139 E ITALIA ST 176,090 242,586 0 418,676 366.34 8430-027-042 03210 141 E ITALIA ST 195,460 312,760 0 508,220 444.69 8430-027-043 03210 143 E ITALIA ST 181,506 250,590 0 432,096 378.08 8430-027-044 03210 145 E ITALIA ST 186,619 306,623 0 493,242 431.59 8430-027-045 03210 147 E ITALIA ST 215,743 309,553 0 525,296 459.63 8430-027-046 03210 179 CLEMENTINE CT 261,698 256,008 0 517,706 452.99 8430-027-047 03210 177 CLEMENTINE CT 203,213 303,114 0 506,327 443.04 8430-027-048 03210 175 CLEMENTINE CT 194,843 221,364 7,000 409,207 358.06 8430-027-049 03210 173 CLEMENTINE CT 205,931 319,015 0 524,946 459.33 8430-027-050 03210 171 CLEMENTINE CT 176,090 242,586 0 418,676 366.34 8430-027-051 03210 163 CLEMENTINE CT 227,340 300,295 7,000 520,635 455.56 8430-027-052 03210 161 CLEMENTINE CT 178,552 246,281 0 424,833 371.73 8430-027-053 03210 310 ORANGE BLOSSOM LN 218,268 316,855 0 535,123 468.23 8430-027-054 03210 312 ORANGE BLOSSOM LN 183,476 252,437 7,000 428,913 375.30 8430-027-055 03210 316 ORANGE BLOSSOM LN 155,882 315,422 0 471,304 412.39 8430-027-056 03210 318 ORANGE BLOSSOM LN 291,500 373,500 0 665,000 581.88 8430-027-057 03210 320 ORANGE BLOSSOM LN 270,300 374,700 0 645,000 564.38 8430-027-058 03210 322 ORANGE BLOSSOM LN 134,848 291,796 0 426,644 373.31 8430-027-059 03210 324 ORANGE BLOSSOM LN 184,707 268,011 0 452,718 396.13 8430-027-060 03210 316 PUMMELO PLAZA 238,942 307,211 0 546,153 477.88 8430-027-061 03210 318 PUMMELO PLAZA 222,547 266,723 0 489,270 428.11 8430-027-062 03210 320 PUMMELO PLAZA 182,244 251,206 0 433,450 379.27 8430-027-063 03210 322 PUMMELO PLAZA 186,680 258,595 0 445,275 389.62 8430-027-064 03210 324 PUMMELO PLAZA 246,287 311,469 7,000 550,756 481.91 8430-027-066 03210 303 ORANGE BLOSSOM LN 213,545 272,734 7,000 479,279 419.37 8430-027-067 03210 305 ORANGE BLOSSOM LN 107,442 186,521 7,000 286,963 251.09 8430-027-068 03210 307 ORANGE BLOSSOM LN 63,256 230,706 7,000 286,962 251.09 8430-027-069 03210 309 ORANGE BLOSSOM LN 384,948 146,696 0 531,644 465.19 8430-027-070 03210 311 ORANGE BLOSSOM LN 107,442 186,521 0 293,963 257.22 8430-027-071 03210 315 ORANGE BLOSSOM LN 219,309 304,980 0 524,289 458.75 8430-027-072 03210 317 ORANGE BLOSSOM LN 212,241 343,618 0 555,859 486.38 8430-027-073 03210 319 ORANGE BLOSSOM LN 107,442 186,521 0 293,963 257.22 8430-027-074 03210 321 ORANGE BLOSSOM LN 107,442 186,521 0 293,963 257.22 8430-027-075 03210 323 ORANGE BLOSSOM LN 318,362 160,135 7,000 471,497 412.56 8430-027-082 03210 325 ORANGE BLOSSOM LN 107,442 182,776 0 290,218 253.94 8430-027-083 17366 327 ORANGE BLOSSOM LN 189,539 266,201 7,000 448,740 392.65 8430-027-095 03210 127 E ITALIA ST 227,097 330,035 7,000 550,132 481.37 8430-027-096 03210 129 E ITALIA ST 227,310 308,598 0 535,908 468.92 8430-027-097 03210 131 E ITALIA ST 179,806 318,764 0 498,570 436.25 8430-027-098 03210 133 E ITALIA ST 332,724 365,976 7,000 691,700 605.24 8430-027-099 17366 151 CITRON LN 236,018 236,621 0 472,639 413.56 8430-027-100 17366 153 CITRON LN 230,586 231,791 0 462,377 404.58 8430-027-101 17366 155 CITRON LN 256,568 301,188 7,000 550,756 481.91 8430-027-102 17366 157 CITRON LN 172,998 291,796 7,000 457,794 400.57 8430-027-103 17366 159 CITRON LN 223,342 223,342 7,000 439,684 384.72 8430-027-104 17366 161 CITRON LN 220,926 222,136 0 443,062 387.68 8430-027-105 17366 163 CITRON LN 238,431 241,453 0 479,884 419.90 8430-027-109 03210 SITUS NOT AVAILABLE 115,773 115,773 0 231,546 202.60 8430-027-110 03210 SITUS NOT AVAILABLE 108,710 108,710 0 217,420 190.24 8430-027-111 03211 330 N CITRUS AVE 103,581 134,405 0 237,986 208.24 8430-027-112 03211 330 N CITRUS AVE 81,787 111,052 0 192,839 168.73 8430-027-113 03210 328 N CITRUS AVE 150,904 187,312 0 338,216 295.94 8430-027-114 03210 318 N CITRUS AVE 162,976 162,976 0 325,952 285.21 8430-027-115 03210 306 N CITRUS AVE 126,187 186,276 0 312,463 273.41 8430-027-116 03210 302 N CITRUS AVE 120,178 180,269 0 300,447 262.89 8430-027-117 03210 170 E SCHOOL ST 1,158,985 48,285 0 1,207,270 1,056.36 8431-029-001 03210 325 N CITRUS AVE 710,000 780,000 0 1,490,000 1,303.75 8431-029-002 03210 311 N CITRUS AVE 575,857 318,996 0 894,853 783.00 8431-029-003 03210 309 N CITRUS AVE 23,590 58,401 0 81,991 71.74 8431-029-016 03210 307 N CITRUS AVE 95,791 94,194 0 189,985 166.24 8431-029-020 03210 133 W COTTAGE DR 222,194 55,541 0 277,735 243.02 8431-029-021 03210 139 W COTTAGE DR 211,085 104,529 7,000 308,614 270.04 8431-029-022 03210 145 W COTTAGE DR 354,339 88,582 0 442,921 387.56 8431-029-023 03210 149 W COTTAGE DR 212,087 153,173 0 365,260 319.60 8431-029-025 03210 161 W COTTAGE DR 212,087 117,825 0 329,912 288.67 8431-029-026 03210 165 W COTTAGE DR 212,087 82,475 0 294,562 257.74 8431-029-033 03210 171 W COTTAGE DR 334,812 1,068,660 0 1,403,472 1,228.04 8431-029-034 03210 301 N CITRUS AVE 89,357 703,617 0 792,974 693.85 8431-029-036 03210 153 W COTTAGE DR 328,830 35,628 0 364,458 318.90 City of Covina
Vehicle Parking District No. 1
Fiscal Year 2025/2026 Preliminary Assessment Roll

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ASSESSOR'S
PARCEL
NUMBER

TAX RATE

AREA SITUS ADDRESS

ASSESSED
LAND

ASSESSED

STRUCTURE
HOME
EXEMPTION (1)
TOTAL

ASSESSED
VALUE
CHARGE
8431-029-900 03210 SITUS NOT AVAILABLE 70,442 0 0 70,442 61.64 8431-032-002 03210 155 W COLLEGE ST 191,061 66,766 0 257,827 225.60 8431-032-003 03210 151 W COLLEGE ST 1,060,000 450,000 0 1,510,000 1,321.25 8431-032-007 03210 221 N CITRUS AVE 200,304 977,972 0 1,178,276 1,030.99 8431-032-008 03210 211 N CITRUS AVE 369,423 1,684,684 0 2,054,107 1,797.34 8431-032-009 03210 201 N CITRUS AVE 210,951 739,202 0 950,153 831.38 8431-032-014 03210 154 W COTTAGE DR 187,642 93,813 0 281,455 246.27 8431-032-015 03210 148 W COTTAGE DR 140,553 5,830 0 146,383 128.09 8431-032-017 03210 146 W COTTAGE DR 148,361 5,830 0 154,191 134.92 8431-032-018 03210 136 W COTTAGE DR 30,971 7,175 0 38,146 33.38 8431-032-019 03210 132 W COTTAGE DR 48,028 13,453 0 61,481 53.80 8431-032-023 03210 239 N CITRUS AVE 355,038 87,078 0 442,116 386.85 8431-032-024 03210 223 N CITRUS AVE 1,695,673 1,130,446 0 2,826,119 2,472.85 8431-032-029 03210 SITUS NOT AVAILABLE 137,696 3,329 0 141,025 123.40 8431-032-030 03210 110 W COTTAGE DR 540,000 60,000 0 600,000 525.00 8431-032-034 03210 175 W COLLEGE ST 109,870 4,781 0 114,651 100.32 8431-032-908 03210 SITUS NOT AVAILABLE 206,209 0 0 206,209 180.43 8431-033-001 03210 145 N CITRUS AVE 170,814 172,180 0 342,994 300.12 8431-033-002 03210 143 N CITRUS AVE 728,280 242,760 0 971,040 849.66 8431-033-003 03210 141 N CITRUS AVE 286,526 366,116 0 652,642 571.06 8431-033-004 03210 139 N CITRUS AVE 880,000 455,000 0 1,335,000 1,168.13 8431-033-005 03210 137 N CITRUS AVE 304,229 202,818 0 507,047 443.67 8431-033-011 03040 140 W COLLEGE ST 378,767 1,361,819 0 1,740,586 1,523.01 8431-033-016 03040 150 N 3RD AVE 216,049 561,738 0 777,787 680.56 8431-033-019 03210 149 W BADILLO ST 78,572 58,612 0 137,184 120.04 8431-033-020 03210 145 W BADILLO ST 159,663 319,340 0 479,003 419.13 8431-033-021 03210 125 W BADILLO ST 79,824 295,389 0 375,213 328.31 8431-033-022 03210 115 W BADILLO ST 79,824 159,663 0 239,487 209.55 8431-033-023 03210 123 N CITRUS AVE 181,201 149,138 0 330,339 289.05 8431-033-024 03210 117 N CITRUS AVE 56,569 87,766 0 144,335 126.29 8431-033-025 03210 113 N CITRUS AVE 124,397 249,688 0 374,085 327.32 8431-033-026 03210 111 N CITRUS AVE 63,145 133,964 0 197,109 172.47 8431-033-030 03210 129 N CITRUS AVE 187,642 453,944 0 641,586 561.39 8431-033-031 03210 125 N CITRUS AVE 94,478 112,946 0 207,424 181.50 8431-033-032 03210 101 N CITRUS AVE 129,962 346,596 0 476,558 416.99 8431-033-033 03040 166 W COLLEGE ST 96,835 187,446 0 284,281 248.75 8431-033-034 03040 155 W BADILLO ST 247,536 382,668 0 630,204 551.43 8431-033-035 03040 158 W COLLEGE ST 353,641 658,741 0 1,012,382 885.83 8444-001-001 03210 107 S CITRUS AVE 614,954 341,637 0 956,591 837.02 8444-001-002 03210 117 S CITRUS AVE 207,590 0 0 207,590 181.64 8444-001-003 03210 118 W BADILLO ST 520,200 145,656 0 665,856 582.62 8444-001-005 03210 144 W BADILLO ST 81,931 345,947 0 427,878 374.39 8444-001-006 03210 150 W BADILLO ST 443,181 132,944 0 576,125 504.11 8444-001-007 03210 156 W BADILLO ST 772,650 321,932 0 1,094,582 957.76 8444-001-018 03210 125 S CITRUS AVE 1,149,325 1,294,843 0 2,444,168 2,138.65 8444-001-019 03210 141 S CITRUS AVE 282,785 542,007 0 824,792 721.69 8444-001-020 03040 166 W BADILLO ST 784,729 325,962 0 1,110,691 971.85 8444-001-901 03210 SITUS NOT AVAILABLE 76,076 0 0 76,076 66.57 8444-008-001 03040 203 S CITRUS AVE 273,200 179,031 0 452,231 395.70 8444-008-002 03040 211 S CITRUS AVE 1,090,000 220,000 0 1,310,000 1,146.25 8444-008-003 03040 215 S CITRUS AVE 377,186 464,232 0 841,418 736.24 8444-008-018 03040 207 S CITRUS AVE 36,987 98,032 0 135,019 118.14 8445-001-012 03210 112 E ITALIA ST 412,080 57,120 0 469,200 410.55 8445-001-013 03210 236 N CITRUS AVE 251,965 321,660 0 573,625 501.92 8445-001-014 03210 230 N CITRUS AVE 804,150 696,930 0 1,501,080 1,313.45 8445-001-015 03210 218 N CITRUS AVE 209,080 139,384 0 348,464 304.91 8445-001-016 03210 214 N CITRUS AVE 98,790 82,321 0 181,111 158.47 8445-001-017 03210 210 N CITRUS AVE 1,152,600 453,900 0 1,606,500 1,405.69 8445-001-018 03210 200 N CITRUS AVE 2,379,198 1,926,571 0 4,305,769 3,767.55 8445-001-024 03210 163 E COLLEGE ST 340,436 370,271 0 710,707 621.87 8445-001-039 03210 159 E COLLEGE ST 460,775 256,010 0 716,785 627.19 8445-001-040 03210 147 E COLLEGE ST 348,524 510,772 0 859,296 751.88 8445-001-905 03210 114 E ITALIA ST 97,595 0 0 97,595 85.40 8445-001-913 03210 125 E COLLEGE ST 90,551 0 0 90,551 79.23 8445-001-916 03210 233 N 2ND AVE 84,530 0 0 84,530 73.96 8445-009-001 03210 160 E COLLEGE ST 580,291 493,245 0 1,073,536 939.34 8445-009-002 03210 146 E COLLEGE ST 13 10 0 23 0.02
8445-009-003 03210 140 E COLLEGE ST 234,970 230,390 0 465,360 407.19 8445-009-006 03210 110 E COLLEGE ST 195,047 138,688 0 333,735 292.02 8445-009-007 03210 134 N CITRUS AVE 351,680 145,281 0 496,961 434.84 8445-009-008 03210 132 N CITRUS AVE 229,792 132,304 0 362,096 316.83 8445-009-009 03210 130 N CITRUS AVE 246,281 193,472 0 439,753 384.78 8445-009-013 03210 114 N CITRUS AVE 157,612 302,103 0 459,715 402.25 8445-009-014 03210 118 N CITRUS AVE 157,612 302,103 0 459,715 402.25 8445-009-027 03210 139 E BADILLO ST 275,510 184,708 0 460,218 402.69 8445-009-035 03210 126 N CITRUS AVE 47,318 72,075 0 119,393 104.47 8445-009-036 03210 122 N CITRUS AVE 425,971 283,977 0 709,948 621.20 8445-009-040 03210 132 E COLLEGE ST 838,354 206,935 0 1,045,289 914.63 8445-009-042 03210 175 E BADILLO ST 977,513 488,750 0 1,466,263 1,282.98 8445-009-901 03210 170 E COLLEGE ST 94,393 0 0 94,393 82.59

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ASSESSOR'S
PARCEL
NUMBER

TAX RATE

AREA SITUS ADDRESS

ASSESSED
LAND

ASSESSED

STRUCTURE
HOME
EXEMPTION (1)
TOTAL

ASSESSED
VALUE
CHARGE
8445-009-909 03210 114 E COLLEGE ST 174,517 0 0 174,517 152.70 8445-010-002 03210 138 E BADILLO ST 371,786 92,941 0 464,727 406.64 8445-010-003 03210 134 E BADILLO ST 371,786 92,941 0 464,727 406.64 8445-010-004 03210 126 E BADILLO ST 622,928 265,832 0 888,760 777.67 8445-010-005 03210 120 E BADILLO ST 402,074 134,023 0 536,097 469.08 8445-010-006 03210 114 E BADILLO ST 578,987 385,991 0 964,978 844.36 8445-010-009 03040 124 S CITRUS AVE 1,531,766 471,311 0 2,003,077 1,752.69 8445-010-019 03210 100 S CITRUS AVE 320,151 697,070 0 1,017,221 890.07 Total: $50,272,355 $46,523,895 $112,000 $96,684,250 $84,598.75 Parcel Number: 163
(1) Parcel Charge is net of homeowners exemption of $112,000.

ATTACHMENT B
RESOLUTION CC 2025-53

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

CALIFORNIA, DECLARING ITS INTENTION TO LEVY AND COLLECT ASSESSMENTS ON “VEHICLE PARKING DISTRICT NO. 1” FOR
FISCAL YEAR 2025/2026 AND APPOINTING A TIME AND PLACE FOR

HEARING PROTESTS IN RELATION THERETO

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

SECTION 1. That the public interest and convenience require, and it is the intention of the City Council of the City of Covina, California, to levy assessments on the Vehicle Parking District No.1 for maintaining/improvement of the parking lots in said district and provide funds for acquisition of additional properties for parking lot purposes for the benefit of the properties within said Vehicle Parking District No. 1 shown on a map that is on file in the office of the City Clerk and made a part hereof, for Fiscal Year 2025/2026.

The boundaries of the assessment district and any zones therein and the proposed assessments upon assessable lots and parcels of land within the district shall be in accordance with the Engineer's Report dated June 3, 2025, on file in the office of the City Clerk and which is hereby referred to and by this reference incorporated herein and made a part hereof.

SECTION 2. That said assessment district is all of that portion of the City of Covina shown on the map on file in the office of the City Clerk, on which said map the extent of said assessment district is indicated, excepting from said district any portion of any public street or alley which may be included therein. Reference is hereby made to said map for a complete and detailed description of said Vehicle Parking District No 1. The said map so on file shall govern for all details as to the extent of said assessment district.

SECTION 3. The assessments contemplated by this Resolution of Intention shall be done under the provisions of the “Vehicle Parking District Law of 1943,” (Part 1 of Division 18, Section 31500 et seq., of the Streets and Highway Code of the State of California).

SECTION 4. That the proposed assessment rate for Fiscal Year 2025/2026 is $0.0875 per hundred dollars of assessed valuation of the properties, which is the same as the Fiscal Year 2024/2025 rate.

SECTION 5. That Tuesday, July 1, 2025, at the hour of 7:30 P.M., of said day be, and the same is hereby appointed as to time, and the Council Chamber, 125 East College Street, in the City of Covina, California, is hereby appointed as the place for hearing protests as to the question of levying and collecting assessments on the Vehicle Parking District No. 1 for Fiscal Year 2025/2026, in reference to said assessments.

SECTION 6. That the City Clerk is hereby authorized, designated, and directed to give notice of said hearing in time, form, and manner as required by law.

Resolution CC 2025-53 Page 2 of 2
SECTION 7. That the “San Gabriel Valley Examiner,” a weekly newspaper of general circulation, adjudicated and circulated within the said City of Covina, California, is hereby designated as the newspaper in which such notice shall be published.

SECTION 8. 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 3
rd day of June, 2025.

City of Covina, California
BY:

VICTOR LINARES, Mayor
ATTEST:
_________________________________________
FABIAN VELEZ, Chief Deputy City Clerk

CERTIFICATION
I, Fabian Velez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2025-53 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 3
rd day of June, 2025, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:

FABIAN VELEZ, Chief Deputy City Clerk

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 13
Meeting: June 3, 2025
Title: Resolution CC 2025-49 Accepting the Public Improvements Associated with Tract No. 82874 “Covina Bowl”
Presented by: Rafael M. Fajardo, Director of Public Works/City Engineer Recommendation: Adopt Resolution CC 2025-49 accepting the public improvements associated with Tract No. 82874 “Covina Bowl”.

EXECUTIVE SUMMARY:

Resolution CC 2025-49 (Attachment A) is presented for the City Council’s consideration to accept public improvements associated with Tract No. 82874 “Covina Bowl”. The City Engineer has determined that all public improvements required with the Tract Map’s conditions of approval have been constructed in compliance with improvement plans and City standards. The developer has also provided the required warranty bond related to these public improvements.

BACKGROUND:

On December 5, 2019, a community workshop was held at the project site specifically geared toward the Covina Historical Society, Los Angeles Conservancy, and Covina residents with various project representatives available to provide project information to the public and to answer specific questions. More than 30 community members were present at the community workshop and engaged in discussion about the project, sharing both concerns and praises for the project.

On January 23, 2020, a Notice of Preparation (NOP) was prepared and circulated for the project. The purpose of the NOP was to solicit early comments from public agencies with expertise in subjects that are discussed within the Draft EIR.

On February 3, 2020, a public scoping meeting was held at the City of Covina Senior and Community Center to solicit oral and written comments from the public and public agencies. Numerous members from the Friends of the Covina Bowl Facebook Group and the Covina Historical Society attended the meeting.

On December 22, 2020, the Planning Commission held a study session for the Covina Bowl Draft Environmental Impact Report (EIR) for the Covina Bowl Specific Plan, which includes the proposed construction and operation of 132 multi-family residential units and the adaptive reuse of the Covina Bowl building for approximately 12,000 square feet of commercial/office space.

The Covina City Council conditionally approved the Tentative Tract Map on March 2, 2021.

On April 19, 2022, the City Council adopted Resolution CC 2022-39 approving the recordation of Tract No. 82874. Prior to recordation of the Tract Map, a Subdivision Improvement Agreement was executed and surety bonds were provided to secure the construction of the required public improvements.

DISCUSSION:

The City Engineer has determined that all public improvements required as conditions of approval for Tract No. 82874 have been constructed in substantial compliance with the improvement plans and all applicable City

standards. The developer has provided a Warranty Bond in the amount of 20% of the cost of the public improvements to cover a one-year warranty period in which defects must be corrected. The City Engineer will release the warranty security in accordance with Section 12.0 of the Subdivision Improvement Agreement after the warranty requirements are satisfied.

FISCAL IMPACT:

The Public Works Department will assume the maintenance costs for the public improvements that were constructed by Tract No. 82874. The public improvements consisted of new curb and gutter, drive approaches, diagonal parking spaces, street paving, signing and striping, and street lights. The future on-going maintenance costs of the additional public improvements will be nominal due to the small scale of the improvements constructed. Maintenance of the private improvements outside of the public right-of-way are the responsibility of the homeowner’s association.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

During the review process, the City Council adopted Resolution CC 21-17 certifying the Environmental Impact Report (SCH - 2020010334), making environmental findings pursuant to CEQA, adopting a Facts of Findings and Statement of Overriding Considerations, and adopting the Mitigation Monitoring and Reporting Program (MMRP).

Respectfully submitted,

ATTACHMENT A
RESOLUTION CC 2025-49

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

CALIFORNIA ACCEPTING THE PUBLIC IMPROVEMENTS
ASSOCIATED WITH TRACT NO. 82874 “COVINA BOWL”
WHEREAS, the City of Covina is a municipal corporation duly organized and existing pursuant to the Constitution and laws of the State of California (“City”); and WHEREAS, on April 19, 2022, the City Council adopted Resolution No. 22-39 approving the recordation of Tract No. 82874 “Covina Bowl”; and
WHEREAS, the City Council and Covina Bowl LLC (“Trumark Homes”) entered into a Subdivision Improvement Agreement which was recorded on May 12, 2022 as Instrument No. 20220519259 in the Official Records of Los Angeles County; and WHEREAS, the Agreement requires Trumark Homes to construct certain public improvements for Tract No. 82874; and
WHEREAS, in accordance with Section 13.0 of the Agreement, Trumark Homes posted surety bonds to guarantee construction of the required public improvements; and WHEREAS, all public improvements required as conditions of approval for Tract No. 82874 have been constructed in substantial compliance with the improvement plans and all applicable City standards, and the City Engineer has recommended to the City Council the acceptance of such improvements; and
WHEREAS, Trumark Homes has provided the required warranty security for Tract No. 82874 and has requested that the City authorize the release of improvement securities.

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

SECTION 1. Pursuant to Section 11.0 of the Subdivision Improvement Agreement between the City and Trumark Homes, the City Council hereby accepts the public improvements constructed.

SECTION 2. All securities furnished by Trumark Homes to guarantee the construction of the public improvements shall be returned as the project is completed and accepted by the City.

SECTION 3. This resolution shall constitute the starting day for computing the one-year warranty provisions per Section 13.3 of the Agreement. After one year, the City Engineer may release the warranty security upon completion of all corrective items.

SECTION 4. Trumark Homes shall file with the Recorder’s office of the County of Los Angeles a notice of completion for the accepted public improvements in accordance with California Civil Code Section 8182.

Resolution CC 2025-49 Page 2 of 2
SECTION 5. 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 3
rd day of June 2025.

City of Covina, California
BY:

VICTOR LINARES, Mayor
ATTEST:
___________________________________________
FABIAN VELEZ, Chief Deputy City Clerk

CERTIFICATION
I, Fabian Velez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2025-49 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 3
rd day of June, 2025, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:

FABIAN VELEZ, Chief Deputy City Clerk

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 14
Meeting: June 3, 2025
Title: Resolution CC 2025-50 Accepting the Public Improvements Associated with Tract No. 83178 “Vita Pakt”
Presented by: Rafael M. Fajardo, Director of Public Works/City Engineer Recommendation: Adopt Resolution CC 2025-50 accepting the public improvements associated with Tract No. 83178 “Vita Pakt”.

EXECUTIVE SUMMARY:

Resolution CC 2025-50 (Attachment A) is presented for the City Council’s consideration to accept public improvements associated with Tract No. 83178 “Vita Pakt”. The City Engineer has determined that all public improvements required with the Tract Map’s conditions of approval have been constructed in compliance with improvement plans and City standards. The developer has also provided the required warranty bond related to these public improvements.

BACKGROUND:

On June 16, 2020, the Covina City Council approved a Non-Binding Memorandum of Understanding (MOU) between the City of Covina and Trumark Homes regarding the property commonly known as “The Vita Pakt Property” located at 707 N. Barranca Avenue. Following the approval of the Non-Binding MOU, on September 1, 2020, the City Council approved the “Seller Put Option and Agreement for Purchase and Sale of Real Property and Recording Instructions” (PSA) between Trumark Homes and the City of Covina. The aforementioned PSA involved the acquisition by the City of Covina from Trumark Homes the approximate 2.45 acres of land that comprise the portion of the former Vita Pakt property located immediately east of the Covina Metrolink Station.

On May 25, 2021, the Planning Commission recommended approval to the City Council of Vesting Tentative Tract Map No. 83178 to redevelop an existing light industrial site to allow the construction of a 151-unit, three story, high density multi-family residential/transit-oriented development (TOD) on a 5.93-acre site.

The Covina City Council conditionally approved the Tentative Tract Map on June 15, 2021.

On September 20, 2022, the City Council adopted Resolution CC 2022-98 approving the recordation of Tract No. 83178. Prior to recordation of the Tract Map, a Subdivision Improvement Agreement was executed and surety bonds were provided to secure the construction of the required public improvements.

DISCUSSION:

The City Engineer has determined that all public improvements required as conditions of approval for Tract No. 83178 have been constructed in substantial compliance with the improvement plans and all applicable City standards. The developer has provided a Warranty Bond in the amount of 20% of the cost of the public improvements to cover a one-year warranty period in which defects must be corrected. The City Engineer will release the warranty security in accordance with Section 12.0 of the Subdivision Improvement Agreement after the warranty requirements are satisfied.

FISCAL IMPACT:

The Public Works Department will assume the maintenance costs for the public improvements that were constructed by Tract No. 83178. The public improvements consisted of new curb and gutter, drive approaches, street paving, and signing & striping. The future on-going maintenance costs of the additional public improvements will be nominal due to the small scale of the improvements constructed. Maintenance of the private improvements outside of the public right-of-way are the responsibility of the homeowner’s association.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

During the review process, the City Council adopted Resolution CC 2021-68 certifying the Environmental Impact Report (SCH - 2018081009), making environmental findings pursuant to CEQA, adopting a Facts of Findings and Statement of Overriding Considerations, and adopting the Mitigation Monitoring and Reporting Program (MMRP).

Respectfully submitted,

ATTACHMENT A
RESOLUTION CC 2025-50

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

CALIFORNIA, ACCEPTING THE PUBLIC IMPROVEMENTS
ASSOCIATED WITH TRACT NO. 83178 “VITA PAKT”
WHEREAS, the City of Covina is a municipal corporation duly organized and existing pursuant to the Constitution and laws of the State of California (“City”); and WHEREAS, on September 20, 2022, the City Council adopted Resolution CC 2022-98 approving the recordation of Tract No. 83178 “Vita Pakt”; and WHEREAS, the City Council and TH Barranca LLC (“Trumark Homes”) entered into a Subdivision Improvement Agreement which was recorded on February 12, 2022 as Instrument No. 20190130027 in the Official Records of Los Angeles County; and WHEREAS, the Agreement requires Trumark Homes to construct certain public improvements for Tract No. 83178; and
WHEREAS, in accordance with Section 13.0 of the Agreement, Trumark Homes posted surety bonds to guarantee construction of the required public improvements; and WHEREAS, all public improvements required as conditions of approval for Tract No. 83178 have been constructed in substantial compliance with the improvement plans and all applicable City standards, and the City Engineer has recommended to the City Council the acceptance of such improvements; and
WHEREAS, Trumark Homes has provided the required warranty security for Tract No. 83178 and has requested that the City authorize the release of improvement securities.

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

SECTION 1. Pursuant to Section 11.0 of the Subdivision Improvement Agreement between the City and Trumark Homes, the City Council hereby accepts the public improvements constructed.

SECTION 2. All securities furnished by Trumark Homes to guarantee the construction of the public improvements shall be returned as the project is completed and accepted by the City.

SECTION 3. This resolution shall constitute the starting day for computing the one-year warranty provisions per Section 13.3 of the Agreement. After one year, the City Engineer may release the warranty security upon completion of all corrective items.

SECTION 4. Trumark Homes shall file with the Recorder’s office of the County of Los Angeles a notice of completion for the accepted public improvements in accordance with California Civil Code Section 8182.

Resolution CC 2025-50 Page 2 of 2
SECTION 5. 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 3
rd day of June 2025.

City of Covina, California
BY:

VICTOR LINARES, Mayor
ATTEST:
___________________________________________
FABIAN VELEZ, Chief Deputy City Clerk

CERTIFICATION
I, Fabian Velez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2025-50 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 3
rd day of June, 2025, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:

FABIAN VELEZ, Chief Deputy City Clerk

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 15
Meeting: June 3, 2025
Title: Resolution CC 2025-52 Accepting the Public Improvements Associated with Tract No. 83343 “Century Communities”
Presented by: Rafael M. Fajardo, Director of Public Works/City Engineer Recommendation: Adopt Resolution CC 2025-52 accepting the public improvements associated with Tract No. 83343 “Century Communities”.

EXECUTIVE SUMMARY:

Resolution CC 2025-52 (Attachment A) is presented for the City Council’s consideration to accept public improvements associated with Tract No. 83343 “Century Communities”. The City Engineer has determined that all public improvements required with the Tract Map’s conditions of approval have been constructed in compliance with improvement plans and City standards. The developer has also provided the required warranty bond related to these public improvements.

BACKGROUND:

On November 29, 2016, the City Council certified the Final Environmental Impact Report (EIR) for the Covina Forward Specific Plan Project. The City Council also approved a General Plan Amendment, the Covina Forward Specific Plan, and the iTEC Transit Oriented Mixed-Use development consisting of a residential component (Planning Area 1), a transit/civic component (Planning Area 2), and a public/civic component (Planning Area 3).

The residential component has been completed with the construction of 117 townhomes on 6.12 acres, the transit/civic component has been completed with the construction of a park and ride facility and bus transit station on 2.99 acres, and the public/civic component is a vacant 1.55-acre property.

On October 15, 2019, the City Council approved a non-binding Memorandum of Understanding (MOU) with Sheldon Development, LLC, which subsequently became Covina Blvd., LLC to negotiate an Exchange Agreement and Escrow Instructions (EA) for the exchange of property owned by the City located at 155 E. Covina Boulevard and property under control of Covina Blvd., LLC located at 601 E. San Bernardino Road.

On June 15, 2021, the City Council approved the EA. Pursuant to the terms of the EA, it was the responsibility of Covina Blvd., LLC to apply for, and obtain the required and necessary land use entitlements to allow for the development of a transit-oriented residential project at 155 E. Covina Boulevard, designated as Planning Area 3, Covina Forward Specific Plan. Covina Blvd., LLC made a timely submittal of the appropriate land use entitlement application materials consisting of General Plan Amendment (GPA) 21-1, Covina Forward Specific Plan Amendment 21-1, Major Site Plan Review (SPR) 21-87, Tentative Tract Map (TTM) No. 73343, and Addendum to the Covina Forward Specific Plan Final Environmental Impact Report.

On January 18, 2022, the Covina City Council conditionally approved the GPA Amendment, the Covina Forward Specific Plan Amendment, SPR 21-87, Tentative Tract Map No. 83343, and an amendment to the adopted EIR.

On April 18, 2023, the City Council adopted Resolution CC 2023-24 approving the recordation of Tract No. 83343. Prior to recordation of the Tract Map, a Subdivision Improvement Agreement was executed and surety bonds were provided to secure the construction of the required public improvements.

DISCUSSION:

The City Engineer has determined that all public improvements required as conditions of approval for Tract No. 83343 have been constructed in substantial compliance with the improvement plans and all applicable City standards. The developer has provided a Warranty Bond in the amount of 20% of the cost of the public improvements to cover a one-year warranty period in which defects must be corrected. The City Engineer will release the warranty security in accordance with Section 12.0 of the Subdivision Improvement Agreement after the warranty requirements are satisfied.

FISCAL IMPACT:

The Public Works Department will assume the maintenance costs for the public improvements that were constructed by Tract No. 83343. The public improvements consisted of new curb and gutter, drive approaches, asphalt pavement, signing and striping, and street lights. The future on-going maintenance costs of the additional public improvements will be nominal due to the small scale of the improvements constructed. Maintenance of the private improvements outside of the public right-of-way are the responsibility of the homeowner’s association.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

During the review process, the City Council adopted Resolution CC 2022-03 approving an amendment to the Covina Forward Specific Plan Final Environmental Impact Report.

Respectfully submitted,

ATTACHMENT A
RESOLUTION CC 2025-52

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

CALIFORNIA, ACCEPTING THE PUBLIC IMPROVEMENTS
ASSOCIATED WITH TRACT NO. 83343 “CENTURY COMMUNITIES”
WHEREAS, the City of Covina is a municipal corporation duly organized and existing pursuant to the Constitution and laws of the State of California (“City”); and WHEREAS, on April 18, 2023, the City Council adopted Resolution CC 2023-24 approving the recordation of Tract No. 83343 “Century Communities”; and WHEREAS, the City Council and Century Communities entered into a Subdivision Improvement Agreement; and
WHEREAS, the Agreement requires Century Communities to construct certain public improvements for Tract No. 83343; and
WHEREAS, in accordance with Section 13.0 of the Agreement, Century Communities posted surety bonds to guarantee construction of the required public improvements; and WHEREAS, all public improvements required as conditions of approval for Tract No. 83343 have been constructed in substantial compliance with the improvement plans and all applicable City standards, and the City Engineer has recommended to the City Council the acceptance of such improvements; and
WHEREAS, Century Communities has provided the required warranty security for Tract No. 83343 and has requested that the City authorize the release of improvement securities.

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

SECTION 1. Pursuant to Section 11.0 of the Subdivision Improvement Agreement between the City and Century Communities, the City Council hereby accepts the public improvements constructed.

SECTION 2. All securities furnished by Century Communities to guarantee the construction of the public improvements shall be returned as the project is completed and accepted by the City.

SECTION 3. This resolution shall constitute the starting day for computing the one-year warranty provisions per Section 13.3 of the Agreement. After one year, the City Engineer may release the warranty security upon completion of all corrective items.

Resolution CC 2025-52 Page 2 of 2
SECTION 4. Century Communities shall file with the Recorder’s office of the County of Los Angeles a notice of completion for the accepted public improvements in accordance with California Civil Code Section 8182.

SECTION 5. 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 3
rd day of June 2025.

City of Covina, California
BY:

VICTOR LINARES, Mayor
ATTEST:

FABIAN VELEZ, Chief Deputy City Clerk

CERTIFICATION
I, Fabian Velez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2025-52 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 3
rd day of June, 2025, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Dated:

FABIAN VELEZ, Chief Deputy City Clerk

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 16
Meeting: June 3, 2025
Title: Memorandum(s) of Understanding with Covina Valley Unified, Charter Oak Unified and Azusa Unified School Districts Regarding School Resource Officers Presented by: Ric Walczak, Chief of Police
Recommendation: Approve the three Memorandum of Understanding (MOU) to assign School Resource Officers (SRO) within Covina Valley Unified, Charter Oak Unified and Azusa Unified School Districts and authorize the City Manager or his designee to execute the MOUs.

EXECUTIVE SUMMARY:

The item before you will continue the community partnership the Covina Police Department has with the Charter Oak Unified School District for one (1) sworn police officer to be funded by COUSD and assigned to Charter Oak High School, and continues our community partnership with the Covina-Valley Unified School District for two (2) sworn police officers to be funded by CVUSD and assigned to Covina and Northview High Schools.

Additionally, Azusa Unified School District may return to the program with up to one officer full-time assigned to Gladstone Middle School based on staffing availability.

BACKGROUND:

The Covina Police Department School Resource Officer program was implemented in February 1994 in partnership with the Charter Oak Unified School District. In September 1997, the program expanded to include Gladstone High School of the Azusa Unified School District, and in September 2002, Covina Valley Unified School District joined the program with a SRO assigned to split time at their two high schools located in Covina DISCUSSION:

Historically the Covina Police Department has had a solid partnership with its schools in an effort to increase safety and security at local campuses. Various programs have included education on substance abuse, criminal gang awareness and school safety measures. A highly trained sworn law enforcement officer is a benefit to any school. As a First Responder already on campus, their visible presence increase security aspects, builds rapport with staff, students and parents and is a method for investigation and intervention.

Through strong partnerships with Charter Oak Unified, Covina Valley Unified, and Azusa Unified, the Covina Police Department is in a position to assign one (1) sworn Covina Police Officer to the Charter Oak High School, and two (2) sworn Covina Police Officers to be deployed to Covina and Northview High Schools. One officer may be assigned to Gladstone Middle School as the need arises.

FISCAL IMPACT:

The Police Department is in constant communication with the districts and remain flexible as to SRO specific scheduling. The personnel cost of the existing full-time SROs will be reimbursed pursuant to the Memorandum of Understanding between the City of Covina and the Districts. The Districts will be billed for actual wages and applicable benefits for the positions incurred during the regular school year. This program requires no additional general fund appropriations.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

Not applicable.

Respectfully submitted,

ATTACHMENT A

MEMORANDUM OF UNDERSTANDING
between

CITY OF COVINA AND CHARTER OAK UNIFIED SCHOOL DISTRICT
This Memorandum of Understanding (hereinafter referred to as “MOU” or agreement) is entered into by the City of Covina (City) and Charter Oak Unified School District (District) for the purpose of continuing the School Resource Officer (SRO) program with Charter Oak Unified School District, commencing at the start of the 2025-2026 school year. This MOU will terminate at the conclusion of the last Charter Oak Unified School District 2026 graduation.

It is mutually agreed that the Covina Police Department (Department) will provide one (1) sworn law enforcement officer to Charter Oak Unified School District to act as a School Resource Officer (SRO). This officer will be selected by the Chief of Police and will act first and foremost as a law enforcement officer. The officer may be required to perform duties as the Principal may request in writing within the parameters established by the Covina Police Department and approved by the Chief of Police in writing. Any conflicts in interpretation of the SRO’s duties and responsibilities should be resolved jointly between the Principal and the Chief of Police. Where conflict resolution is not possible, the Chief of Police will retain the authority for the final decision.

The SRO is and shall be at all times remain a wholly independent contractor as to the District. The SRO is and shall remain at all times an employee of the Covina Police Department with all rights, benefits, and privileges thereto and shall be under the City’s exclusive control and direction. As the employer of the SRO, the Covina Police Department will provide Workers’ Compensation Insurance for the SRO, when appropriate depending on the job classification and/or part-time/full-time status. Covina Police Department will pay the SRO’s salary. The District will be billed 100% of the assigned officer’s actual wage, on an hour-by-hour basis for the time assigned to the District. The Department will bill the District for these costs on a monthly basis.

The SRO will ordinarily be attired in a police uniform; however, will work on occasion in plain clothes. The SRO will normally work four (4) days a week, ten (10) hours a day, and will be assigned to the Charter Oak Unified School District. If the SRO is a part-time employee, the City and School District must understand the limitation in hours worked within a Fiscal Year, normally 960 hours. Therefore, communication in hours worked and available hours are essential for the program’s success. The SRO will coordinate all of his/her activities with the Principal and concerned staff members, and will seek permission, guidance, and advice prior to enacting any program within the school.

The SRO’s duties and responsibilities will include, but not be limited to the following:

ATTACHMENT A
Safety
 Shall work under the direction and supervision of the Operations Division of the Covina Police Department in cooperation with the school site principal  Act as liaison between the students/staff and the Covina Police Department.  Act as liaison between Covina Police Department and other First Responders through effective communication when responding to emergencies, reports of crime and school safety matters.
 Provide safety to the students and staff by investigating all crimes as it pertains to the identified District sites, and take appropriate action in regard to the law and other applicable statutes.
 Take reasonable precautions to protect the privacy of students as well as promote safety and education.
 Provide intelligence information to the City and the District as it pertains to safety, service, and the prevention of crime.
 Assist staff in matters of school safety through the school day, with attention paid to root causes and referral to appropriate counseling and mentoring services.

Education
 Maintain a friendly, approachable presence at District events.  Promote school attendance and engagement.
 Assist with outreach through student, school, and home contacts, and referral to appropriate District partners and agencies.
 Assist and attend meetings of the School Attendance Review Board (SARB) when appropriate.
 Be responsible for education on a variety of subjects related to crime and safety.  Assist in the promotion of college, career and trade opportunities.  Where appropriate, present classroom lessons pertaining to the danger of substance abuse, school site safety, personal safety, pedestrian/bicycle safety, internet safety and cyberbullying safety.
 Provide positive reinforcement to students via mentoring, a visible presence and a role model through positive and professional relationships with students and staff.  With Department approval, assist with planning and implementation of community and school sponsored events including, but not limited to Red Ribbon Week, Substance Abuse presentations, Domestic Violence Prevention programs, and Gang Awareness presentations, as well as others appropriate events.  With Department approval, attend orientation and other related student and family programs from District partners.
 With Department approval, attend extra-curricular student activities where the SRO’s role is needed, and may be covered via overtime pay or the use of flex time.

ATTACHMENT A
The precise responsibilities of the SRO shall be mutually agreed upon between COUSD and the Covina Police Department representative in writing. The SRO will be assigned to COUSD by the Police Department and evaluated by his/her Police Department Division Captain or designee with input from COUSD.

1. The District will provide office space, necessary furniture, office supplies and telephone for the SRO to carry out their duties per the Agreement.

2. The City will provide a motor vehicle for the SRO to perform their duties.

3. COUSD will pay the City for SRO services, based on the assigned officer’s salary and benefits as of 7/01/2025 for the duration of this MOU. The Police Department will bill COUSD at the end of each month and the invoice shall be payable within 30 days from the time of receipt.

4. This MOU may be terminated upon 30 days written notice by either party at any time, without cause.

5. The term of this MOU shall be for the 2025-2026 academic school year.

The District agrees to protect, hold harmless, defend and indemnify the City, officials, employees, officers, agents, and volunteers (collectively “City Indemnitees”) from any and all losses, claims, liabilities, causes of action, demands, judgments, proceedings, costs, expenses, penalties, liens, losses or damages of any nature whatsoever, including attorney fees (collectively “Claims”) arising out of the acts or omissions of the District in the performance of the MOU, except for Claims arising from the negligence or willful misconduct of the City Indemnitees. This indemnification provision shall survive the expiration or termination of this MOU.

The City agrees to protect, hold harmless, defend and indemnify the District officials, employees, officers, agents, and volunteers (collectively “District Indemnitees”) from any and all losses, claims, liabilities, causes of action, demands, judgments, proceedings, costs, expenses, penalties, liens, losses or damages of any nature whatsoever, including attorney fees (collectively “Claims”) arising out of the acts or omissions of the City in the performance of the MOU, except for Claims arising from the negligence or willful misconduct of the District Indemnitees. This indemnification provision shall survive the expiration or termination of this MOU.

This MOU is the final and entire agreement between the Parties. All agreements of the Parties with respect to the subject matter hereof are in writing and supersede all prior written and oral agreements and understandings. This Agreement cannot be modified except by a written document signed by both of the Parties. None of the Parties are relying upon any other negotiations, discussions, or agreements in connection with the subject matter of this Agreement. This is a fully integrated Agreement.

The Parties agree that all actions or proceedings arising in connection with this MOU shall be tried and litigated exclusively in the Superior Court of California located in the County of Los Angeles, State of California.

ATTACHMENT A
I have read and understand this Memorandum of Understanding and the information contained within.

CITY OF COVINA CHARTER OAK UNIFIED SCHOOL

DISTRICT

Christopher Marcarello Jeffrey D. Jordan, Ed.D.

City Manager District Superintendent
Date Date
Ric Walczak Gregg Peterson
Chief of Police President, Governing Board
Date Date

ATTACHMENT B

MEMORANDUM OF UNDERSTANDING
between

CITY OF COVINA AND COVINA VALLEY UNIFIED SCHOOL DISTRICT This Memorandum of Understanding (hereinafter referred to as “MOU” or agreement) is entered into by the City of Covina (City) and Covina Valley Unified School District (District) for the purpose of continuing the School Resource Officer (SRO) program with Covina Valley Unified School District, commencing at the start of the 2025-2026 school year. This MOU will terminate at the conclusion of the last Covina Valley Unified School District 2026 graduation.

It is mutually agreed that the Covina Police Department (Department) will provide two (2) sworn law enforcement officers to Covina Valley Unified School District to act as a School Resource Officer (SRO). These officers will be selected by the Chief of Police and will act first and foremost as a law enforcement officer. These officers may be required to perform duties as the Principal may request in writing within the parameters established by the Covina Police Department and approved by the Chief of Police in writing. Any conflicts in interpretation of the SRO’s duties and responsibilities should be resolved jointly between the Principal and the Chief of Police. Where conflict resolution is not possible, the Chief of Police will retain the authority for the final decision.

The SRO is and shall be at all times remain a wholly independent contractor as to the District. The SRO is and shall remain at all times an employee of the Covina Police Department with all rights, benefits, and privileges thereto and shall be under the City’s exclusive control and direction. As the employer of the SRO, the Covina Police Department will provide Workers’ Compensation Insurance for the SRO, when appropriate depending on the job classification and/or part-time/full-time status. Covina Police Department will pay the SRO’s salary. The District will be billed 100% of the assigned officer’s actual wage, on an hour-by-hour basis for the time assigned to the District. The Department will bill the District for these costs on a monthly basis.

The SRO will ordinarily be attired in a police uniform; however, will work on occasion in plain clothes. The SRO will normally work four (4) days a week, ten (10) hours a day, and will be assigned to the Covina Valley Unified School District. If the SRO is a parttime employee, the City and School District must understand the limitation in hours worked within a Fiscal Year, normally 960 hours. Therefore, communication in hours worked and available hours are essential for the program’s success. The SRO will coordinate all of his/her activities with the Principal and concerned staff members, and will seek permission, guidance, and advice prior to enacting any program within the school.

ATTACHMENT B
The SRO’s duties and responsibilities will include, but not be limited to the following:

Safety
 Shall work under the direction and supervision of the Operations Division of the Covina Police Department in cooperation with the school site principal  Act as liaison between the students/staff and the Covina Police Department.  Act as liaison between Covina Police Department and other First Responders through effective communication when responding to emergencies, reports of crime and school safety matters.
 Provide safety to the students and staff by investigating all crimes as it pertains to the identified District sites, and take appropriate action in regard to the law and other applicable statutes.
 Take reasonable precautions to protect the privacy of students as well as promote safety and education.
 Provide intelligence information to the City and the District as it pertains to safety, service, and the prevention of crime.
 Assist staff in matters of school safety through the school day, with attention paid to root causes and referral to appropriate counseling and mentoring services.

Education
 Maintain a friendly, approachable presence at District events.  Promote school attendance and engagement.
 Assist with outreach through student, school, and home contacts, and referral to appropriate District partners and agencies.
 Assist and attend meetings of the School Attendance Review Board (SARB) when appropriate.
 Be responsible for education on a variety of subjects related to crime and safety.  Assist in the promotion of college, career and trade opportunities.  Where appropriate, present classroom lessons pertaining to the danger of substance abuse, school site safety, personal safety, pedestrian/bicycle safety, internet safety and cyberbullying safety.
 Provide positive reinforcement to students via mentoring, a visible presence and a role model through positive and professional relationships with students and staff.  With Department approval, assist with planning and implementation of community and school sponsored events including, but not limited to Red Ribbon Week, Substance Abuse presentations, Domestic Violence Prevention programs, and Gang Awareness presentations, as well as others appropriate events.  With Department approval, attend orientation and other related student and family programs from District partners.
 With Department approval, attend extra-curricular student activities where the SRO’s role is needed, and may be covered via overtime pay or the use of flex time.

ATTACHMENT B
The precise responsibilities of the SRO shall be mutually agreed upon between CVUSD and the Covina Police Department representative in writing. The SRO will be assigned to CVUSD by the Police Department and evaluated by his/her Police Department Division Captain or designee with input from CVUSD.

1. The District will provide office space, necessary furniture, office supplies and telephone for the SRO to carry out their duties per the Agreement.

2. The City will provide a motor vehicle for the SRO to perform their duties.

3. CVUSD will pay the City for SRO services, based on the assigned officer’s salary and benefits as of 7/01/2025 for the duration of this MOU. The Police Department will bill CVUSD at the end of each month and the invoice shall be payable within 30 days from the time of receipt.

4. This MOU may be terminated upon 30 days written notice by either party at any time, without cause.

5. The term of this MOU shall be for the 2025-2026 academic school year.

The District agrees to protect, hold harmless, defend and indemnify the City, officials, employees, officers, agents, and volunteers (collectively “City Indemnitees”) from any and all losses, claims, liabilities, causes of action, demands, judgments, proceedings, costs, expenses, penalties, liens, losses or damages of any nature whatsoever, including attorney fees (collectively “Claims”) arising out of the acts or omissions of the District in the performance of the MOU, except for Claims arising from the negligence or willful misconduct of the City Indemnitees. This indemnification provision shall survive the expiration or termination of this MOU.

The City agrees to protect, hold harmless, defend and indemnify the District officials, employees, officers, agents, and volunteers (collectively “District Indemnitees”) from any and all losses, claims, liabilities, causes of action, demands, judgments, proceedings, costs, expenses, penalties, liens, losses or damages of any nature whatsoever, including attorney fees (collectively “Claims”) arising out of the acts or omissions of the City in the performance of the MOU, except for Claims arising from the negligence or willful misconduct of the District Indemnitees. This indemnification provision shall survive the expiration or termination of this MOU.

This MOU is the final and entire agreement between the Parties. All agreements of the Parties with respect to the subject matter hereof are in writing and supersede all prior written and oral agreements and understandings. This Agreement cannot be modified except by a written document signed by both of the Parties. None of the Parties are relying upon any other negotiations, discussions, or agreements in connection with the subject matter of this Agreement. This is a fully integrated Agreement.

The Parties agree that all actions or proceedings arising in connection with this MOU shall be tried and litigated exclusively in the Superior Court of California located in the County of Los Angeles, State of California.