CITY COUNCIL/SUCCESSOR AGENCY TO THE COVINA
REDEVELOPMENT AGENCY/COVINA PUBLIC FINANCING
AUTHORITY/COVINA HOUSING AUTHORITY JOINT MEETING
AGENDA
Tuesday, June 3, 2025, 6:30 p.m.
125 E. College Street, Covina, California
Council Chamber of City Hall
IMPORTANT NOTICE
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Public Comments: Time is reserved during the Public Comments portion of the meeting for those in the audience who wish to address the City Council on items listed on the agenda (e.g. Consent Calendar, Continued Business, and New Business items) and items not listed in the agenda within the subject matter jurisdiction of the City Council, except for Public Hearing items. Members of the audience will have the opportunity to address the Council/Agency/Authority regarding Public Hearing items at the time the public hearing is held.
All communications are to be addressed directly to the City Council and not to the members of the audience.
Each speaker is limited to a total of five (5) minutes, subject to the Mayor/Chairperson's discretion to amend time limits based on anticipated length of the meeting. A speaker's time may not be transferred to another speaker. State Law prohibits the Council/Agency/Authority from taking action on any item not on the agenda.
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Pages
JOINT MEETING—CLOSED SESSION 6:30 PM
CALL TO ORDER
Council/Agency/Authority Members: Walter Allen, III, Patricia Cortez, John C. King, Mayor Pro Tem/Vice Chair Hector Delgado, and Mayor/Chair Victor Linares
PUBLIC COMMENTS - CLOSED SESSION
The public is invited to comment on Closed Session items only at this time.
CLOSED SESSION
The City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority will adjourn to closed session for the following:
A. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
(Paragraph (1) of subdivision (d) of Section 54956.9)
Name of Case: Frankie Lee Dominguez, Jr. v. City of Covina, et al.
B. Government Code § 54957 - PUBLIC EMPLOYEE PERFORMANCE
EVALUATION
Title: City Manager & City Attorney
RECESS
JOINT MEETING—OPEN SESSION 7:30 PM
RECONVENE AND CALL TO ORDER
Council/Agency/Authority Members: Walter Allen, III, Patricia Cortez, John C. King, Mayor Pro Tem/Vice Chair Hector Delgado, and Mayor/Chair Victor Linares
ROLL CALL
PLEDGE OF ALLEGIANCE
Led by Councilmember King.
INVOCATION
Given by Covina Police Chaplain Chuck Cannizzaro.
APPROVAL OF AGENDA
PRESENTATIONS
A. Pride Month Proclamation
CLOSED SESSION REPORT
PUBLIC COMMENTS
This is the time and place for the general public to address the City Council/Agency/Authority on any item listed on the agenda (e.g. Consent Calendar, Continued Business, and New Business items) or not listed on the agenda, except for Public Hearing items. Members of the audience will have the opportunity to address the Council/Agency/Authority regarding Public Hearing items at the time the public hearing is held.
Each speaker is limited to a total of five (5) minutes, subject to the Mayor/Chairperson's discretion to amend time limits based on the anticipated length of the meeting.
COUNCIL/AGENCY/AUTHORITY COMMENTS
Council/Agency/Authority Members wishing to make any announcements of public interest or to request that specific items be added to future Council/Agency/Authority agendas may do so at this time.
CITY MANAGER COMMENTS
CONSENT CALENDAR
All matters listed under Consent Calendar are considered routine, and will be enacted by one motion. There will be no separate discussion on these items prior to the time the Council/Agency/Authority votes on them, unless a member of the Council/Agency/Authority requests a specific item be removed from the Consent Calendar for discussion.
CC 1. Payment of Demands 9
Staff Recommendation:
Approve Payment of Demands in the amount of $7,167,156.78.
CC 2. City of Covina Investment Report for Month Ended April 30, 2025 21 Staff Recommendation:
Receive and File.
CC 3. Purchase Agreement with A-Z Bus Sales, Inc. for the Procurement of a Zero Emission Transit Vehicle for the Dial-A-Ride (Covina Transit) Program 37 Staff Recommendation:
Authorize the City Manager to execute a Purchase Agreement with A-Z Bus Sales, Inc. for the Procurement of a new Zero Emission Transit Vehicle for the Dial-A-Ride (Covina Transit) Program in an amount not-to-exceed $145,851.47.
CC 4. Approval of Chief of Police Employment Agreement 57 Staff Recommendation:
That the City Council approve the Employment Agreement for Richard Walczak as Chief of Police and authorize the City Manager to sign said Employment Agreement.
CC 5. Amending the Fiscal Year 2024/2025 Capital Improvement Program to Increase Funding for the Covina Recreation Village Project and Authorize the Director of Public Works to Approve a Change Order for the Construction of Phase II - Library
69 Staff Recommendation:
Approve plans and specifications for the Covina Recreation Village Project Phase II – Library;
1. Adopt Resolution CC 2025-40 appropriating $4,179,776.36 from various funding sources to the Covina Recreation Village Project in order to provide additional funding for the construction of Phase II – Library;
2. Authorize the Director of Public Works/City Engineer to approve a contract change order for the Covina Recreation Village Project to Perera Construction and Design, Inc. in the amount of $9,276,796.36 for the construction of the new library building; and
3. 4. Authorize a project contingency amount of $565,281.10 to cover the
cost of unforeseen construction expenses.
CC 6. Request to Amend the City’s Classification Plan to Establish the Classification of Information Technology Technician
81 Staff Recommendation:
That the City Council adopt Resolution CC 2025-62 to establish and amend the City's Classification plan, and establish the new job description and salary range for Information Technology Technician within the Mid-Management, Supervisory and Professional, and Confidential and Technical Employees (Unaffiliated) Compensation Rules.
CC 7. Adopting a Records Retention Schedule and Authorizing the Destruction of Certain City Records
83 Staff Recommendation:
Adopt Joint Resolution CC 2025-58 rescinding Resolution CC 2024-14 and adopting a Records Retention Schedule; and
1. Adopt Resolution CC 2025-59 authorizing the destruction of certain City records.
2. CC 8. 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
201
Staff Recommendation:
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
1. 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).
2. CC 9. 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
217
Staff Recommendation:
Adopt Resolution CC 2025-41.
CC 10. Professional Services Agreement with Robert Half for Temporary Staffing
229
Staff Recommendation:
Approve Professional Services Agreement with Robert Half.
CC 11. Establishment of Fiscal Year 2025-2026 Article XIIIB Appropriation Limit for the City of Covina
247
Staff Recommendation:
Adopt Resolution CC 2025-51 establishing the Fiscal Year 2025-2026 Article XIIIB Appropriation Limit for the City of Covina.
CC 12. 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
253
Staff Recommendation:
1. City Council to receive and file the Engineer’s Report; and 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.
2. CC 13. Resolution CC 2025-49 Accepting the Public Improvements Associated with Tract No. 82874 “Covina Bowl”
271
Staff Recommendation:
Adopt Resolution CC 2025-49 accepting the public improvements associated with Tract No. 82874 “Covina Bowl”.
CC 14. Resolution CC 2025-50 Accepting the Public Improvements Associated with Tract No. 83178 “Vita Pakt”
275
Staff Recommendation:
Adopt Resolution CC 2025-50 accepting the public improvements associated with Tract No. 83178 “Vita Pakt”.
CC 15. Resolution CC 2025-52 Accepting the Public Improvements Associated with Tract No. 83343 “Century Communities”
279
Staff Recommendation:
Adopt Resolution CC 2025-52 accepting the public improvements associated with Tract No. 83343 “Century Communities”.
CC 16. Memorandum(s) of Understanding with Covina Valley Unified, Charter Oak Unified and Azusa Unified School Districts Regarding School Resource Officers
283
Staff 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.
CC 17. Ordering the Engineer’s Report and Approving the Engineer’s Report and Declaring the Intent to Levy and Collect Assessments for Covina’s Lighting District No. 1978-79 for Fiscal Year 2026 and Set Public Hearing for Protests in Relation Thereto
297
Staff Recommendation:
Adopt Resolution CC 2025-56 ordering the City’s Assessment Engineer to prepare and file a report levying assessments within the Covina Lighting District No. 1978-79 for Fiscal Year 2026; and
1. Adopt Resolution CC 2025-57 approving the Engineer’s Report and declaring its intention to levy and collect assessments on the Covina Lighting District No. 1978-79 for Fiscal Year 2026 and setting the Public Hearing date for July 1, 2025 for hearing protests in relation thereto.
2. CC 18. Traffic Signal and Street Light Maintenance Services – Proposed Professional Services Agreement with Bear Electrical Solutions, LLC 375
Staff Recommendation:
Authorize the City Manager to execute the attached Professional Services
Agreement (PSA) with Bear Electrical Solutions, LLC for Traffic Signal and Street Light Maintenance Services for a three-year period between July 1, 2025 and June 30, 2028 for an amount not-to-exceed $495,906.
CC 19. Approval of Second Amendment to Agreement between the City of Covina and BOSS Janitorial Services, Inc for City-Wide Janitorial Maintenance Services
449
Staff Recommendation:
Authorize the City Manager to execute the Second Amendment to the Professional Services Agreement with Boss Janitorial Services, Inc extending the contract two additional fiscal years from July 1, 2025, through June 30, 2027.
CC 20. Ordering the Engineer’s Report, Approving the Engineer’s Report, and Declaring the Intent to Levy and Collect Assessments on Covina Landscaping District No. 1 for Fiscal Year 2026 and Set Public Hearing for Protests in Relation Thereto
453
Staff Recommendation:
Adopt Resolution CC 2025-54 ordering the City’s Assessment Engineer to prepare and file a report levying assessments within the Covina Landscaping District No. 1 for Fiscal Year 2026; and
1. Adopt Resolution CC 2025-55 approving the Engineer’s Report and declaring its intention to levy and collect assessments on the Covina Landscaping District No. 1 for Fiscal Year 2026 and setting the Public Hearing date for July 1, 2025 for hearing protests in relation thereto.
2. CC 21. Covina Park Aquatic Center Pool Filter Replacement – Final Acceptance and Filing Notice of Completion
521
Staff Recommendation:
1. Accept the work performed by Waterline Technologies, Inc; and Authorize the City Clerk to file a Notice of Completion for Covina Park Aquatic Center Pool Filter Replacement.
2. CC 22. Fuel Station Painting and Building Painting at the Public Works Yard – Final Acceptance and Filing Notice of Completion
525
Staff Recommendation:
Accept the work performed by Sky JTC Corporation (dba Sky Painting); and
1. Authorize the City Clerk to file a Notice of Completion for the Fuel Station Painting and Building Painting at the Public Works Yard.
2. CC 23. Review of City Council Policies/Protocols 529 Staff Recommendation:
That the City Council approve the recommendations made by the Ad-Hoc Committee to update various policy and procedure guidelines.
CC 24. Approval of Professional Services Agreement with ClientFirst Technology Consulting for Technology Master Planning, Land Management Software Assessment, and Utility Billing Software Selection Services 607
Staff Recommendation:
Authorize the City Manager to execute the attached Professional Services
Agreement with ClientFirst Technology Consulting Group, LLC, for a one-year period from June 3, 2025, to June 2, 2026, in an amount not to exceed $178,380.
CC 25. Establishment of Post-Employment Health Savings Plan (PEHP) through Nationwide Retirement Solutions for Police Management Group (PMG) Effective June 3, 2025; and Side Letter Agreement between the City/PMG 747
Staff Recommendation:
Adopt Resolution CC 2025-63, to establish a Post-Employment Health Savings Plan (PEHP) through Nationwide Retirement Solutions for the Police Management Group (PMG) as set forth in City/PMG
Memorandum of Understanding (MOU) dated July 1, 2024 – June 30, 2028.; and
1. Authorizing the City Manager to execute a Side Letter Agreement between the City of Covina and the Police Management Group (PMG), revising Article 14.4.D.
2. PUBLIC HEARINGS
PH 1. Consideration of Resolutions Authorizing Annexation of Territory to City of Covina Community Facilities District No. 2007-1 (Public Services) (Annexation No. 37), and to Call and Hold a Special Election (270 West Dexter Street, Covina)
753
Staff Recommendation:
City Council to open the public hearing and consider public testimony and close the public hearing; and
1. Adopt Resolution CC 2025-46, authorizing the annexation of territory to Community Facilities District No. 2007-1 (Annexation No. 37) and authorizing the levy of a special tax and submitting the levy of tax to the qualified electors; and
2. Adopt Resolution CC 2025-47, calling a special election and submitting to the voters of Annexation No. 37 of City of Covina Community Facilities District No. 2007-1 (Public Services), propositions regarding the annual levy of special taxes within Annexation No. 37 to finance public services, and the establishment of an appropriations limit; and
3. Adopt Resolution CC 2025-48 making certain findings, certifying the results of an election and adding property to Community Facilities District No. 2007-1 (Public Services), Annexation No. 37.
4. PH 2. Introduction of Ordinance 25-03 783
Staff Recommendation:
Waive full reading and introduce Ordinance 25-03 entitled, “An Ordinance of the City Council of the City Of Covina, California, approving Zone Change (ZCH) 25-2 and amending the City's official Zoning Map for 340 parcels from the existing RD Residential Zone (Multifamily, RD 1250 and RD 1500) to High Density Residential (HDR) Zone and the list of Assessors’ Parcel Numbers are attached hereto as Exhibit A, and making a finding of Exemption Pursuant to CEQA Guidelines Section 15061(b)(3)”.
PH 3. Ordering the Annexation of Territory to Covina Landscape Maintenance District No. 1, Confirming a Diagram and Assessment, Ordering the 797
Improvements, and the Levy and Collection of Assessments within such Territory for FY 2025/2026
Staff Recommendation:
Conduct a public hearing and consider all testimony that may be forthcoming; and
1. Adopt Resolution CC 2025-44 Ordering the Annexation of Territory to Covina Landscape Maintenance District No. 1, Confirming a Diagram and Assessment, Ordering the Improvements, and the Levy and Collection of Assessments within such Territory for FY 2025/2026.
2. PH 4. Adopt Resolution Ordering the Annexation of Territory to Covina Lighting District No. 1978-79, Confirming a Diagram and Assessment, Ordering the Improvements, and the Levy and Collection of Assessments within Such Territory for FY 2025/2026
829
Staff Recommendation:
Conduct a public hearing and consider all testimony that may be forthcoming; and
1. Adopt Resolution CC 2025-45 Ordering the Annexation of Territory to Covina Lighting District No. 1978-79, Confirming a Diagram and Assessment, Ordering the Improvements, and the Levy and Collection of Assessments within such Territory for FY 2025/2026.
2. NEW BUSINESS
NB 1. Introduction of Ordinance 25-05 Amending Chapter 2.54 (Public Projects) of Title 2 (Administration and Personnel)
853
Staff Recommendation:
Waive full reading and introduce Ordinance 25-02, entitled “Amending Chapter
2.54 (Public Projects) of Title 2 (Administration and Personnel) of the Covina Municipal Code, Revising Procedures and Requirements for Bidding of Public Works Projects, and Finding this Ordinance to be Exempt Under the California Environmental Quality Act (CEQA)”.
ADJOURNMENT
The Covina City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority will adjourn to its next regular meeting of the Council/Agency/Authority scheduled for Tuesday, June 17, 2025, at 6:30 p.m. for closed session and at 7:30 p.m. for open session inside the Council Chamber at City Hall, located at 125 East College Street, Covina, California, 91723.
CITY OF COVINA AND
SUCCESSOR AGENCY TO THE
COVINA REDEVELOPMENT AGENCY
AGENDA ITEM REPORT
ITEM NO. CC 1
Meeting: June 3, 2025
Title: Payment of Demands
Presented by: Theresa Franke, Interim Director of Finance Recommendation: Approve Payment of Demands in the amount of $7,167,156.78.
EXECUTIVE SUMMARY/BACKGROUND:
Attached is a list of warrants and demands which are being presented for approval and are summarized as follows:
Accounts Payable Warrants April 11, 2025 – May 15, 2025 CITY checks/EFTs $ 5,144,210.22
CITY payroll $ 2,119,582.67
CITY voids $ (180,179.28)
Worker’s Comp $ 83,001.41
$ 7,166,615.02
SACRA checks/EFTs $ 51.96
SACRA payroll $ 489.80
$ 541.76
TOTAL checks/EFTs $ 7,167,156.78
DISCUSSION:
The attached reports have been reviewed by the Interim Director of Finance.
FISCAL IMPACT:
Sufficient funding is available and the related costs are included in the Fiscal Year 24/25 budget.
Respectfully submitted,
CITY OF COVINA
Check Register
April 11, 2025 - May 15, 2025
Check # Check Date Vendor Name Amount
6011 04/10/2025 5438 BMO 29,007.52
6013 04/17/2025 5438 BMO 125.80
6014 04/17/2025 5438 BMO 81.38
6015 04/24/2025 4003 MidAmerica 1,827.60
6016 04/29/2025 3280 INTERNAL REVENUE SERVICE 1,054.08
6017 04/28/2025 477 STATE OF CA 621.00
6018 04/28/2025 487 CALIFORNIA PUBLIC EMPLOYEES' 2,294.46 6019 05/12/2025 4003 MidAmerica 2,203.41
20957 04/24/2025 487 CalPERS 95,088.89
20958 04/24/2025 788 COVINA, CITY OF 48,508.25 *
20959 04/24/2025 789 COVINA-FSA, CITY OF 1,590.82
20960 04/24/2025 2033 NATIONWIDE RETIREMENT SOLUTIONS 29,327.13 20961 05/12/2025 487 CalPERS 6,733.35
20962 05/12/2025 788 COVINA, CITY OF 95.71 *
20963 05/12/2025 2033 NATIONWIDE RETIREMENT SOLUTIONS 7,500.00 20964 05/12/2025 487 CalPERS 95,581.54
20965 05/12/2025 788 COVINA, CITY OF 48,646.91 *
20966 05/12/2025 789 COVINA-FSA, CITY OF 1,590.82
20967 05/12/2025 2033 NATIONWIDE RETIREMENT SOLUTIONS 29,653.39 subtotal EFT/wires/direct deposits 401,532.06
Internal transfers - workers comp allocation - no net cash effect (97,250.87) * subtotal EFT/wires/direct deposits less Internal Transfers $304,281.19 125939 04/17/2025 14 A1 RENTALS 2,383.58
125940 04/17/2025 44 ADAMSON INDUSTRIES 1,071.35
125941 04/17/2025 113 ALL CITY MANAGEMENT SVC 15,609.60 125942 04/17/2025 219 AT&T 355.03
125943 04/17/2025 219 AT&T 67.69
125944 04/17/2025 219 AT&T 57.82
125945 04/17/2025 221 AT&T MOBILITY 4.35
125946 04/17/2025 254 AZUSA LIGHT & WATER 936.56
125947 04/17/2025 430 BUILDING ELECTRONIC CONTROLS 213.75 125948 04/17/2025 649 CINTAS CORP #693 779.26
125949 04/17/2025 654 CITRUS CAR WASH 89.98
125950 04/17/2025 706 COMMERCIAL DOOR CO INC 10,758.68
125951 04/17/2025 707 COMMERCIAL ELECTRIC SYSTEMS 6,795.00 125952 04/17/2025 749 BOHL PH.D., NANCY K. 350.00
125953 04/17/2025 766 COVINA DISPOSAL CO 17,972.07
125954 04/17/2025 849 DAPEER ROSENBLIT & LITVAK LLP 702.28 125955 04/17/2025 894 DF POLYGRAPH 400.00
125956 04/17/2025 962 SUPERIOR COURT OF CALIFORNIA, CNTY OF LOS ANGELES 925.20 125957 04/17/2025 962 SUPERIOR COURT OF CALIFORNIA, CNTY OF LOS ANGELES 7,402.50 125958 04/17/2025 962 SUPERIOR COURT OF CALIFORNIA, CNTY OF LOS ANGELES 828.00 125959 04/17/2025 962 SUPERIOR COURT OF CALIFORNIA, CNTY OF LOS ANGELES 11,962.50 125960 04/17/2025 970 EDISON CO 48.26
125961 04/17/2025 1055 FEDEX 8.95
125962 04/17/2025 1198 GLOBALSTAR LLC 103.89
125963 04/17/2025 1235 GRAINGER 557.97
125964 04/17/2025 1241 GRAND PRINTING 874.51
125965 04/17/2025 1255 GRISWOLD INDUSTRIES 11,322.88
125966 04/17/2025 1437 INTER-CON SECURITY SYSTEMS INC 11,592.75 125967 04/17/2025 1505 JOHNNY'S POOL SERVICE 132.57
125968 04/17/2025 1531 JW LOCK CO INC 3,099.43
Attachment A Page 1 of 10
CITY OF COVINA
Check Register
April 11, 2025 - May 15, 2025
Check # Check Date Vendor Name Amount
125969 04/17/2025 1615 REGIONAL TAP SERVICE CENTER 20.00 125970 04/17/2025 1646 LANGUAGE LINE SERVICES INC 31.96 125971 04/17/2025 1825 MASONIC HOMES OF CALIFORNIA 900.00 125972 04/17/2025 1933 MISSION LINEN SUPPLY 44.98
125973 04/17/2025 2309 PROFESSIONAL ACCOUNT MANAGEMENT LLC 13,226.84 125974 04/17/2025 2312 PROFORCE MARKETING, INC 2,392.33 125975 04/17/2025 2407 REGIONAL TAP SERVICE CENTER 319.30 125976 04/17/2025 2415 REPUBLIC MASTER CHEFS 562.57
125977 04/17/2025 2444 RIO HONDO COLLEGE 325.00
125978 04/17/2025 2711 SOUTHEAST CONSTRUCTION PRODUCTS - COVINA 42.98 125979 04/17/2025 2736 STAPLES BUSINESS ADVANTAGE 62.46 125980 04/17/2025 2775 SUPERB GRAPHICS INC 2,895.72
125981 04/17/2025 2855 CHARTER COMMUNICATIONS 1,823.37
125982 04/17/2025 2915 TUFF SHED INC 4,548.92
125983 04/17/2025 2929 ULINE 145.32
125984 04/17/2025 3001 VERIZON WIRELESS 7,353.16
125985 04/17/2025 3004 VICTORY EXTERMINATING INC 150.00 125986 04/17/2025 3023 VULCAN MATERIALS COMPANY 822.73
125987 04/17/2025 3749 JCL TRAFFIC SERVICES 344.76
125988 04/17/2025 3771 BLACK & WHITE EMERGENCY VEHICLES 800.00 125989 04/17/2025 3988 LANDSCAPE WAREHOUSE III 26.97
125990 04/17/2025 4209 ADLERHORST INTERNATIONAL 1,117.37 125991 04/17/2025 4349 Intelli-Tech 4,649.00
125992 04/17/2025 4360 MOORE IACOFANO GOLTSMAN, INC. 7,997.50 125993 04/17/2025 4421 TLG BUSINESS SOLUTIONS 628.55
125994 04/17/2025 4438 CALIFORNIA COMPUTER SCHOOLS, INC 75.00 125995 04/17/2025 4455 FRONTIER 4,572.56
125996 04/17/2025 4519 Foothill Communications, Inc. 171,851.58 125997 04/17/2025 4571 POWER SECURITY GROUP INC 11,491.00 125998 04/17/2025 4682 Evan Brooks Associates, Inc. 16,474.00 125999 04/17/2025 4688 PCAM, LLC 23,238.64
126000 04/17/2025 4784 Apollo Wood Recovery, Inc. 5,293.24 126001 04/17/2025 4817 Weck Analytical Environmental Services, Inc. 28.00 126002 04/17/2025 4854 CEJ Engineers, Inc. 60,590.00
126003 04/17/2025 4925 Humane Society of Pomona Valley, Inc. 24,615.58 126004 04/17/2025 5137 MasterCorp Commercial Services LLC 4,748.20 126005 04/17/2025 5138 Ricoh USA, Inc. 300.31
126006 04/17/2025 5195 A3 COMMUNICATIONS, INC. 700.00
126007 04/17/2025 5291 AMAZON CAPITAL SERVICES, INC 51.98 126008 04/17/2025 5508 ROADLINE PRODUCTS INC USA 18,093.82 126009 04/17/2025 5521 COMPRESSOR DESIGN AND SERVICES INC 2,064.16 126010 04/17/2025 5531 CU TECHNOLOGY LLC / ACORN TECHNOLOGY SERVICES 5,735.00 126011 04/17/2025 5631 MAGIC MAKERS ENTERTAINMENT INC. 375.00 126012 04/17/2025 5640 IBUILD CONSTRUCTION CORP., INC 9,200.00 126013 04/17/2025 99999 ANGEL CARRILLO 275.21
126014 04/17/2025 99999 ANGEL CARRILLO 133.00
126015 04/17/2025 99999 CHOINIERE LEON 173.55
126016 04/17/2025 99999 CHRIS MARCARELLO 683.64
126017 04/17/2025 99999 CHRIS MARCARELLO 1,057.77
126018 04/17/2025 99999 FIRST LOTUS INVESTMENT LLC 60.54 126019 04/17/2025 99999 ISAAC ROSETE 34.88
126020 04/17/2025 99999 JOSHUA RODARTE 311.69
Attachment A Page 2 of 10
CITY OF COVINA
Check Register
April 11, 2025 - May 15, 2025
Check # Check Date Vendor Name Amount
126021 04/17/2025 99999 VERONICA FLORES 15.20
126022 04/17/2025 99999 WENYONG HU 44.79
126023 04/24/2025 82 AIR-BREE HEATING 24,975.00
126024 04/24/2025 84 AIRGAS-WEST 756.00
126025 04/24/2025 113 ALL CITY MANAGEMENT SVC 7,804.80
126026 04/24/2025 568 CAT SPECIALTIES INC 212.06
126027 04/24/2025 572 CATHOLIC CHARITIES OF LOS ANGELES 4,903.00 126028 04/24/2025 649 CINTAS CORP #693 389.63
126029 04/24/2025 692 CODE PUBLISHING COMPANY 141.00
126030 04/24/2025 700 COLLEY FORD 628.42
126031 04/24/2025 749 BOHL PH.D., NANCY K. 2,100.00
126032 04/24/2025 766 COVINA DISPOSAL CO 143.48
126033 04/24/2025 849 DAPEER ROSENBLIT & LITVAK LLP 10,356.86 126034 04/24/2025 1055 FEDEX 72.30
126035 04/24/2025 1156 THE GAS COMPANY 24.92
126036 04/24/2025 1235 GRAINGER 1,795.21
126037 04/24/2025 1241 GRAND PRINTING 148.18
126038 04/24/2025 1361 HOLLIDAY ROCK CO INC 3,066.58
126039 04/24/2025 1371 HOSE MAN INC, THE 213.50
126040 04/24/2025 1387 HUNTER, JOHN L. 11,453.75
126041 04/24/2025 1505 JOHNNY'S POOL SERVICE 342.53
126042 04/24/2025 1531 JW LOCK CO INC 377.06
126043 04/24/2025 1612 LA CNTY DEPT OF PUBLIC WORKS 2,237.17 126044 04/24/2025 1792 MANNING & KASS 4,619.25
126045 04/24/2025 1933 MISSION LINEN SUPPLY 22.49
126046 04/24/2025 2270 PLUMBING WHOLESALE OUTLET 85.49
126047 04/24/2025 2329 PUENTE READY MIX INC 1,419.54
126048 04/24/2025 2345 QUILL 987.48
126049 04/24/2025 2415 REPUBLIC MASTER CHEFS 221.55
126050 04/24/2025 2539 SAN DIMAS, CITY OF 840.09
126051 04/24/2025 2676 SMART AND FINAL IRIS CORP 935.58 126052 04/24/2025 2804 TAG AMS INC 345.00
126053 04/24/2025 2958 US POSTMASTER 6,000.60
126054 04/24/2025 3152 YWCA 1,121.18
126055 04/24/2025 3163 GENTRY BROTHERS INC 517,462.34
126056 04/24/2025 3988 LANDSCAPE WAREHOUSE III 768.90
126057 04/24/2025 4077 INTERWEST CONSULTING GROUP INC 15,402.00 126058 04/24/2025 4123 RUDY CARDENAS 175.00
126059 04/24/2025 4225 CORELOGIC SOLUTIONS, LLC 238.70
126060 04/24/2025 4249 H.Q. ENTERPRISES 46.66
126061 04/24/2025 4374 ADMINSURE, INC 7,307.00
126062 04/24/2025 4389 EMPLOY AMERICA 2,580.00
126063 04/24/2025 4448 FS CONTRACTORS, INC. 21,000.00
126064 04/24/2025 4455 FRONTIER 510.26
126065 04/24/2025 4526 CalAct 416.59
126066 04/24/2025 4569 Adjudicate Inc. 3,050.00
126067 04/24/2025 4583 HSG Campaigns, LLC 4,970.00
126068 04/24/2025 4719 O.S.T.S. Inc. 2,141.00
126069 04/24/2025 4764 UniFirst Corporation 964.76
126070 04/24/2025 4817 Weck Analytical Environmental Services, Inc. 434.00 126071 04/24/2025 4824 Occu-Med, Ltd. 3,338.20
126072 04/24/2025 4833 Michael R. Hillmann 1,950.00
Attachment A Page 3 of 10
CITY OF COVINA
Check Register
April 11, 2025 - May 15, 2025
Check # Check Date Vendor Name Amount
126073 04/24/2025 4871 HARRINGTON INDUSTRIAL PLASTICS, LLC 261.87 126074 04/24/2025 4930 Michael Baker International, Inc. 6,016.00 126075 04/24/2025 4952 Next Level Elevator 7,357.50
126076 04/24/2025 4960 Data Ticket, Inc. 200.00
126077 04/24/2025 4977 Enterprise FM Trust 6,484.40
126078 04/24/2025 4979 GRBCON, Inc. 147,516.25
126079 04/24/2025 5051 Minako America Corporation 147,915.00 126080 04/24/2025 5109 SITEREP CONSTRUCTION SERVICES, INC. 42,500.00 126081 04/24/2025 5138 Ricoh USA, Inc. 232.53
126082 04/24/2025 5169 Occupational Health Centers of California 275.00 126083 04/24/2025 5263 FIRST AMERICAN TITLE INSURANCE COMPANY 2,168.00 126084 04/24/2025 5269 CONTROL AIR ENTERPRISES LLC. 44,371.58 126085 04/24/2025 5280 ALDERMAN & HILGERS LLP 7,452.00
126086 04/24/2025 5291 AMAZON CAPITAL SERVICES, INC 1,541.42 126087 04/24/2025 5336 ABI DOCUMENT SUPPORT SERVICES LLC 669.16 126088 04/24/2025 5528 JAKE MARTINEZ 4,730.11
126089 04/24/2025 5533 KOSMONT & ASSOCIATES INC 665.60
126090 04/24/2025 5562 SIDEPATH INC. 27,000.00
126091 04/24/2025 5606 MAGNOLIA ENVIRONMENTAL, LLC 1,048.39 126092 04/24/2025 5629 PACIFIC EXCEL GROUP LLC 1,300.99 126093 04/24/2025 5636 BECKCO INC 1,768.63
126094 04/24/2025 5645 HIP HOUND, LLC 25,000.00
126095 04/24/2025 5646 BEAUTY4YOU SPA LLC 25,000.00
126096 04/24/2025 99999 LILIBETH A ROMERO 353.49
126097 04/24/2025 99999 MANUEL ESQUIVEL 155.26
126098 04/24/2025 99999 TODD WYNGAND 1,050.00
126099 04/24/2025 99999 TRUMARK HOMES 150,000.00
126100 04/24/2025 99999 YANG ZHAO 2,700.00
126101 04/24/2025 68 AFLAC ACCT# YQ792 WORLDWIDE HEADQUARTERS 4,629.67 126102 04/24/2025 69 AFSCME District Council 36 715.00
126103 04/24/2025 775 COVINA POLICE ASSOCIATION 2,600.00 126104 04/24/2025 878 DELTA DENTAL OF CALIFORNIA 9,212.51 126105 04/24/2025 3795 PRE-PAID LEGAL SERVICES, INC 155.48 126106 04/24/2025 3846 CLEA 976.00
126107 04/24/2025 4255 RELIASTAR LIFE INSURANCE COMPANY 4,683.79 126108 04/24/2025 4710 Fidelity Security Life Insurance Company 989.76 126109 05/01/2025 44 ADAMSON INDUSTRIES 2,383.34
126110 05/01/2025 219 AT&T 576.38
126111 05/01/2025 239 AUTOZONE INC 443.90
126112 05/01/2025 254 AZUSA LIGHT & WATER 3,180.14
126113 05/01/2025 269 BAKER AND TAYLOR INC 1,974.33
126114 05/01/2025 430 BUILDING ELECTRONIC CONTROLS 17,249.57 126115 05/01/2025 437 BURRO CANYON ENT INC 80.00
126116 05/01/2025 477 STATE OF CALIFORNIA 923.40
126117 05/01/2025 477 STATE OF CALIFORNIA 1,852.24
126118 05/01/2025 493 CWE 4,314.25
126119 05/01/2025 649 CINTAS CORP #693 389.63
126120 05/01/2025 783 CITY OF COVINA WATER 261.36
126121 05/01/2025 878 DELTA DENTAL OF CALIFORNIA 122.02 126122 05/01/2025 970 EDISON CO 3,217.90
126123 05/01/2025 970 EDISON CO 6,980.65
126124 05/01/2025 1055 FEDEX 26.85
Attachment A Page 4 of 10
CITY OF COVINA
Check Register
April 11, 2025 - May 15, 2025
Check # Check Date Vendor Name Amount
126125 05/01/2025 1156 THE GAS COMPANY 3,961.88
126126 05/01/2025 1204 GOLDEN STATE WATER COMPANY 145.87 126127 05/01/2025 1215 GONZALES, RICHARD 336.00
126128 05/01/2025 1235 GRAINGER 1,865.15
126129 05/01/2025 1241 GRAND PRINTING 193.16
126130 05/01/2025 1275 HAAKER EQUIPMENT CO 442.00
126131 05/01/2025 1352 HINDERLITER DELLAMAS & ASSOC 6,965.67 126132 05/01/2025 1615 REGIONAL TAP SERVICE CENTER 20.00 126133 05/01/2025 1619 LA CNTY SHERIFF'S DEPT 259.12
126134 05/01/2025 1663 LAW ENFORCEMENT MEDICAL 2,775.00 126135 05/01/2025 1933 MISSION LINEN SUPPLY 22.49
126136 05/01/2025 2027 NAPA AUTO PARTS 295.49
126137 05/01/2025 2091 O REILLY AUTO PARTS 431.97
126138 05/01/2025 2345 QUILL 236.72
126139 05/01/2025 2407 REGIONAL TAP SERVICE CENTER 260.30 126140 05/01/2025 2415 REPUBLIC MASTER CHEFS 264.99
126141 05/01/2025 2444 RIO HONDO COLLEGE 100.00
126142 05/01/2025 2619 SGV EXAMINER 704.00
126143 05/01/2025 2800 T MOBILE USA 377.37
126144 05/01/2025 2818 GABE BF VAN LEEUWEN 311.85
126145 05/01/2025 2846 THOMAS, TERRI 1,994.50
126146 05/01/2025 2855 CHARTER COMMUNICATIONS 357.13
126147 05/01/2025 2903 TRI-XECUTEX CORP 100.00
126148 05/01/2025 3052 WATERLINE TECHNOLOGIES INC 561.34 126149 05/01/2025 3102 WILLDAN FINANCIAL SERVICES 1,292.00 126150 05/01/2025 3185 TOSHIBA FINANCIAL SERVICES 1,452.24 126151 05/01/2025 3190 LAYNE, JONATHAN DANIEL 411.60
126152 05/01/2025 3235 COOK, SHAWNA 1,097.60
126153 05/01/2025 3718 NADENE VALDEZ 539.00
126154 05/01/2025 3796 RICHARDS, WATSON & GERSHON 29,583.66 126155 05/01/2025 3932 ARLENE D. MAR 245.00
126156 05/01/2025 3982 CAROL A CUGNO 798.00
126157 05/01/2025 4065 VERIZON BUSINESS SERVICES 1,973.40 126158 05/01/2025 4065 VERIZON WIRELESS 707.95
126159 05/01/2025 4089 MEASOM, DEVIN THOMAS 1,428.00
126160 05/01/2025 4201 OFFICE TEAM - A ROBERT HALF COMPANY 2,120.32 126161 05/01/2025 4246 FERGUSON WATERWORKS #1083 3,015.57 126162 05/01/2025 4249 H.Q. ENTERPRISES 925.59
126163 05/01/2025 4255 RELIASTAR LIFE INSURANCE COMPANY 13.38 126164 05/01/2025 4332 ERIC ARROYO 1,350.00
126165 05/01/2025 4349 Intelli-Tech 14,381.98
126166 05/01/2025 4379 789, Inc. 6,061.45
126167 05/01/2025 4455 FRONTIER 795.81
126168 05/01/2025 4483 DALE A. GARRISON 273.00
126169 05/01/2025 4667 Ocean Blue Environmental Services, Inc. 11,208.04 126170 05/01/2025 4688 PCAM, LLC 57,488.91
126171 05/01/2025 4710 Fidelity Security Life Insurance Company 8.62 126172 05/01/2025 4766 HASA, INC. 780.40
126173 05/01/2025 4804 Vihulu L. Villagran 420.00
126174 05/01/2025 4829 Alicia A. Flores 286.70
126175 05/01/2025 4931 Antonio Castro Jr 2,063.60
126176 05/01/2025 4983 Ad Valorem Records,Inc. 25,824.07 Attachment A Page 5 of 10
CITY OF COVINA
Check Register
April 11, 2025 - May 15, 2025
Check # Check Date Vendor Name Amount
126177 05/01/2025 5075 Amalia Q. Seresinghe 1,106.00
126178 05/01/2025 5109 SITEREP CONSTRUCTION SERVICES, INC. 59,000.00 126179 05/01/2025 5291 AMAZON CAPITAL SERVICES, INC 1,281.54 126180 05/01/2025 5342 EAGLE SIGNS INC 741.00
126181 05/01/2025 5404 SAN FERNANDO VALLEY ALARM CO. 82.00 126182 05/01/2025 5423 SUSAN T SCHOCK 470.40
126183 05/01/2025 5435 CORE & MAIN LP 283.78
126184 05/01/2025 5445 MARGARET L SMITH 420.00
126185 05/01/2025 5517 BATTERY CONNECTION INC. 768.25
126186 05/01/2025 5549 AMANDA LOPEZ 192.50
126187 05/01/2025 5550 LEAH DAWN OSIER 1,046.50
126188 05/01/2025 5553 SOUTHERN TIRE MART LLC 329.54
126189 05/01/2025 5580 ROLLINS, INC 147.00
126190 05/01/2025 5582 KATHARINE CURTISS 1,323.00
126191 05/01/2025 5603 KAYLEE L BARNITT 1,078.00
126192 05/01/2025 5611 LYNN GONZALEZ 87.00
126193 05/01/2025 5616 BBR ATHLETICS INC 3,664.37
126194 05/01/2025 5626 JENNIFER KOU 352.80
126195 05/01/2025 5642 SOFIA ANNA CHAVEZ 805.00
126196 05/01/2025 5647 KEITH J. MCHUGH 70.00
126197 05/01/2025 99999 ALAN JOHNSON 42.50
126198 05/01/2025 99999 CHIAKANG CHOU 44.07
126199 05/01/2025 99999 GUAN ZHONG LIU 20.83
126200 05/01/2025 99999 HANSON NGHIEM 75.23
126201 05/01/2025 99999 JORGE PANTOJA 1,207.99
126202 05/01/2025 99999 KAREN NEGY 1,429.99
126203 05/01/2025 99999 KYLE HULSEY 44.68
126204 05/01/2025 99999 LOUIS SPINDOLA 42.92
126205 05/01/2025 99999 MARY STALLWORTH 71.74
126206 05/01/2025 99999 OSCAR RODRIGUEZ 56.04
126207 05/01/2025 99999 RICHARD TRETTER 63.09
126208 05/01/2025 99999 SONIA ARROYO 13.91
126209 05/01/2025 99999 VANESSA ORDONEZ 171.74
126210 05/01/2025 99999 YVETTE MASTERS 38.24
126211 05/01/2025 99999 YVETTE TREJO 55.84
126212 05/01/2025 99999 ZAIDA NOHEMI SILVA 24.68
126213 05/08/2025 14 A1 RENTALS 240.35
126214 05/08/2025 113 ALL CITY MANAGEMENT SVC 15,609.60 126215 05/08/2025 219 AT&T 90.27
126216 05/08/2025 255 AZUSA PLUMBING & HEATNG SUPPLY 209.75 126217 05/08/2025 333 BERLITZ LANGUAGES, INC. 60.00
126218 05/08/2025 568 CAT SPECIALTIES INC 1,266.78
126219 05/08/2025 586 CDCE INC 4,547.25
126220 05/08/2025 649 CINTAS CORP #693 389.63
126221 05/08/2025 654 CITRUS CAR WASH 191.94
126222 05/08/2025 700 COLLEY FORD 858.79
126223 05/08/2025 717 COMPLETE PAPERLESS SOLUTIONS 28,550.00 126224 05/08/2025 766 COVINA DISPOSAL CO 19,710.70
126225 05/08/2025 970 EDISON CO 56,995.69
126226 05/08/2025 1092 FORENSIC NURSE SPECIALISTS INC 1,300.00 126227 05/08/2025 1198 GLOBALSTAR LLC 103.99
126228 05/08/2025 1235 GRAINGER 2,453.13
Attachment A Page 6 of 10
CITY OF COVINA
Check Register
April 11, 2025 - May 15, 2025
Check # Check Date Vendor Name Amount
126229 05/08/2025 1241 GRAND PRINTING 511.03
126230 05/08/2025 1317 HdL Coren & Cone 4,651.10
126231 05/08/2025 1361 HOLLIDAY ROCK CO INC 769.33
126232 05/08/2025 1437 INTER-CON SECURITY SYSTEMS INC 12,639.57 126233 05/08/2025 1505 JOHNNY'S POOL SERVICE 123.72
126234 05/08/2025 1531 JW LOCK CO INC 520.00
126235 05/08/2025 1614 LA CNTY FIRE DEPARTMENT 960,201.20 126236 05/08/2025 1617 REGISTRAR-RECORDER, COUNTY CLERK 60.00 126237 05/08/2025 1707 LIEBERT CASSIDY WHITMORE 25,390.00 126238 05/08/2025 1792 MANNING & KASS 57,591.13
126239 05/08/2025 1895 MERRIMAC ENERGY GROUP 33,373.25
126240 05/08/2025 1933 MISSION LINEN SUPPLY 22.77
126241 05/08/2025 1993 MPLC 763.78
126242 05/08/2025 2027 NAPA AUTO PARTS 1,614.85
126243 05/08/2025 2238 PEST OPTIONS INC 1,075.00
126244 05/08/2025 2270 PLUMBING WHOLESALE OUTLET 23.56
126245 05/08/2025 2329 PUENTE READY MIX INC 1,810.22
126246 05/08/2025 2711 SOUTHEAST CONSTRUCTION PRODUCTS - COVINA 348.72 126247 05/08/2025 2736 STAPLES BUSINESS ADVANTAGE 1,838.84 126248 05/08/2025 2778 SUPERIOR PAVEMENT MARKING INC 47,333.65 126249 05/08/2025 2935 UNDERGROUND SERVICE ALERT 183.53 126250 05/08/2025 2954 URBAN GRAFFITI ENTERPRISES INC 30,901.44 126251 05/08/2025 3023 VULCAN MATERIALS COMPANY 1,061.86 126252 05/08/2025 3085 WESTLAND CARPETS 4,876.48
126253 05/08/2025 3701 DEPARTMENT OF JUSTICE 650.00
126254 05/08/2025 3729 SUNBELT RENTALS INC 1,481.83
126255 05/08/2025 3729 SUNBELT RENTALS INC 713.99
126256 05/08/2025 3988 LANDSCAPE WAREHOUSE III 1,958.04 126257 05/08/2025 4065 VERIZON WIRELESS 980.84
126258 05/08/2025 4201 OFFICE TEAM - A ROBERT HALF COMPANY 1,060.16 126259 05/08/2025 4209 ADLERHORST INTERNATIONAL 484.00
126260 05/08/2025 4249 H.Q. ENTERPRISES 98.61
126261 05/08/2025 4350 RKA Consulting Group 57,994.05
126262 05/08/2025 4455 FRONTIER 6,633.20
126263 05/08/2025 4509 Norman A Traub 5,138.39
126264 05/08/2025 4694 Leslie's Poolmart Inc 1,813.59
126265 05/08/2025 4704 S & J Supply Company, Inc. 37,343.84 126266 05/08/2025 4713 Fisher Integrated, Inc. 1,200.00 126267 05/08/2025 4714 CIR, Inc. 46,297.47
126268 05/08/2025 4747 Empire Pipe Cleaning and Equipment, Inc. 65,454.66 126269 05/08/2025 4764 UniFirst Corporation 1,116.71
126270 05/08/2025 4765 AMC Modern IT 2,760.30
126271 05/08/2025 4784 Apollo Wood Recovery, Inc. 5,229.88 126272 05/08/2025 4817 Weck Analytical Environmental Services, Inc. 718.00 126273 05/08/2025 4833 Michael R. Hillmann 2,080.00
126274 05/08/2025 4854 CEJ Engineers, Inc. 47,325.00
126275 05/08/2025 4863 La Verne Power Equipment 35.34
126276 05/08/2025 4977 Enterprise FM Trust 5,246.96
126277 05/08/2025 4983 Ad Valorem Records,Inc. 10,503.32 126278 05/08/2025 5093 A.J. Kirkwood and Associates, Inc. 500.00 126279 05/08/2025 5109 SITEREP CONSTRUCTION SERVICES, INC. 36,480.00 126280 05/08/2025 5137 MasterCorp Commercial Services LLC 4,748.20 Attachment A Page 7 of 10
CITY OF COVINA
Check Register
April 11, 2025 - May 15, 2025
Check # Check Date Vendor Name Amount
126281 05/08/2025 5169 Occupational Health Centers of California 553.00 126282 05/08/2025 5186 DAYSMART SOFTWARE 224.61
126283 05/08/2025 5228 ODP BUSINESS SOLUTIONS, LLC 296.85 126284 05/08/2025 5233 RODENT PEST TECHNOLOGIES 141.95
126285 05/08/2025 5269 CONTROL AIR ENTERPRISES LLC. 27,491.00 126286 05/08/2025 5291 AMAZON CAPITAL SERVICES, INC 796.64 126287 05/08/2025 5439 PARKWOOD LANDSCAPE MAINTENANCE INC 20,171.13 126288 05/08/2025 5456 JOSE GONZALEZ 2,500.00
126289 05/08/2025 5531 CU TECHNOLOGY LLC / ACORN TECHNOLOGY SERVICES 18,000.00 126290 05/08/2025 5578 Daniella Andrade 49.50
126291 05/08/2025 5629 MINUTEMAN PRESS COVINA 965.45
126292 05/08/2025 5639 TINOSI, INC 1,100.00
126293 05/08/2025 5650 BEN HYATT CORPORATION 368.00
126294 05/08/2025 5655 COVINA VALLEY WATER COMPANY 263,422.75 126295 05/08/2025 99999 ABSTRACT POOL DESIGNS 1,500.00
126296 05/08/2025 99999 ANN ZHANG 58.88
126297 05/08/2025 99999 DIANA DARWICH 2,550.00
126298 05/08/2025 99999 HENRY R CORDOVA 31.52
126299 05/08/2025 99999 ISAAC VEAZY-CHAVEZ 80.00
126300 05/08/2025 99999 JENNY CHOI 80.00
126301 05/08/2025 99999 JUAN CONTRERAS 45.00
126302 05/08/2025 99999 JULIAN DEAN WILLIAMS 53.41
126303 05/08/2025 99999 LAURA TAPIA 62.50
126304 05/08/2025 99999 LIQAA DHAHIR 60.00
126305 05/08/2025 99999 LISA EVANS 64.95
126306 05/08/2025 99999 MARICELA BLANCO 30.00
126307 05/08/2025 99999 PREMIER POOLS & SPAS - IE/ONTARIO 2,400.00 126308 05/08/2025 99999 RAYMOND NG 80.00
126309 05/08/2025 99999 TH BARRANCA LLC 10,000.00
126310 05/08/2025 99999 TH COVINA LLC 10,000.00
126311 05/08/2025 99999 WILLIAM L. BINGLEY 50.09
126312 05/12/2025 68 AFLAC ACCT# YQ792 WORLDWIDE HEADQUARTERS 4,629.67 126313 05/12/2025 69 AFSCME District Council 36 467.50
126314 05/12/2025 775 COVINA POLICE ASSOCIATION 2,650.00 126315 05/12/2025 878 DELTA DENTAL OF CALIFORNIA 9,212.51 126316 05/12/2025 3795 PRE-PAID LEGAL SERVICES, INC 155.48 126317 05/12/2025 3846 CLEA 928.00
126318 05/12/2025 4255 RELIASTAR LIFE INSURANCE COMPANY 4,742.97 126319 05/12/2025 4710 Fidelity Security Life Insurance Company 998.38 126320 05/14/2025 84 AIRGAS-WEST 755.04
126321 05/14/2025 219 AT&T 385.13
126322 05/14/2025 219 AT&T 57.82
126323 05/14/2025 221 AT&T MOBILITY 4.14
126324 05/14/2025 239 AUTOZONE INC 100.11
126325 05/14/2025 255 AZUSA PLUMBING & HEATNG SUPPLY 41.54 126326 05/14/2025 260 B & K ELECTRIC WHOLESALE 214.19
126327 05/14/2025 269 BAKER AND TAYLOR INC 39.78
126328 05/14/2025 649 CINTAS CORP #693 389.63
126329 05/14/2025 664 CIVILTEC ENGINEERING INC. 17,127.50 126330 05/14/2025 749 BOHL PH.D., NANCY K. 350.00
126331 05/14/2025 767 COVINA DOWNTOWN ASSOCIATION 5,723.10 126332 05/14/2025 783 CITY OF COVINA WATER 805.47
Attachment A Page 8 of 10
CITY OF COVINA
Check Register
April 11, 2025 - May 15, 2025
Check # Check Date Vendor Name Amount
126333 05/14/2025 894 DF POLYGRAPH 200.00
126334 05/14/2025 970 EDISON CO 106,092.04
126335 05/14/2025 1055 FEDEX 17.90
126336 05/14/2025 1204 GOLDEN STATE WATER COMPANY 1,000.81 126337 05/14/2025 1204 GOLDEN STATE WATER COMPANY 206.36 126338 05/14/2025 1235 GRAINGER 884.84
126339 05/14/2025 1275 HAAKER EQUIPMENT CO 26,581.61
126340 05/14/2025 1361 HOLLIDAY ROCK CO INC 1,897.48
126341 05/14/2025 1429 INLAND EMPIRE STAGES 5,818.28
126342 05/14/2025 1531 JW LOCK CO INC 209.40
126343 05/14/2025 1561 KEYSTONE UNIFORM DEPOT 969.76
126344 05/14/2025 1615 REGIONAL TAP SERVICE CENTER 60.00 126345 05/14/2025 1933 MISSION LINEN SUPPLY 22.77
126346 05/14/2025 2091 O REILLY AUTO PARTS 640.96
126347 05/14/2025 2275 POIRIER, ROBERT 105.00
126348 05/14/2025 2294 PR DIAMOND PRODUCTS INC 773.00
126349 05/14/2025 2345 QUILL 190.30
126350 05/14/2025 2407 REGIONAL TAP SERVICE CENTER 405.00 126351 05/14/2025 2415 REPUBLIC MASTER CHEFS 232.11
126352 05/14/2025 2426 REYNOLDS MOTOR CORP. 120.00
126353 05/14/2025 2487 RSG, Inc. 500.00
126354 05/14/2025 2619 SGV EXAMINER 49.50
126355 05/14/2025 2711 SOUTHEAST CONSTRUCTION PRODUCTS - COVINA 320.22 126356 05/14/2025 2736 STAPLES BUSINESS ADVANTAGE 67.12 126357 05/14/2025 2855 CHARTER COMMUNICATIONS 148.16
126358 05/14/2025 2958 USPS - POC ACCOUNT #8098154 1,063.65 126359 05/14/2025 3001 VERIZON WIRELESS 1,926.56
126360 05/14/2025 3004 VICTORY EXTERMINATING INC 75.00
126361 05/14/2025 3070 WEST COAST ARBORISTS INC 82,872.25 126362 05/14/2025 3082 WESTERN WATER WORKS SUPPLY 235.81 126363 05/14/2025 3614 PAPER RECYCLING AND SHREDDING SPECIALISTS INC 800.00 126364 05/14/2025 3749 JCL TRAFFIC SERVICES 732.92
126365 05/14/2025 3796 RICHARDS, WATSON & GERSHON 5,125.40 126366 05/14/2025 3988 LANDSCAPE WAREHOUSE III 326.93
126367 05/14/2025 4065 VERIZON WIRELESS 980.84
126368 05/14/2025 4077 INTERWEST CONSULTING GROUP INC 19,283.00 126369 05/14/2025 4201 OFFICE TEAM - A ROBERT HALF COMPANY 1,060.16 126370 05/14/2025 4225 CORELOGIC SOLUTIONS, LLC 238.70
126371 05/14/2025 4249 H.Q. ENTERPRISES 1,502.10
126372 05/14/2025 4350 RKA Consulting Group 25,414.25
126373 05/14/2025 4455 FRONTIER 3,750.79
126374 05/14/2025 4571 POWER SECURITY GROUP INC 22,274.00 126375 05/14/2025 4582 USABLUEBOOK 332.76
126376 05/14/2025 4676 Hill Brothers Chemical Company 1,696.18 126377 05/14/2025 4682 Evan Brooks Associates, Inc. 11,856.00 126378 05/14/2025 4704 S & J Supply Company, Inc. 2,993.40 126379 05/14/2025 4764 UniFirst Corporation 726.74
126380 05/14/2025 4766 HASA, INC. 802.17
126381 05/14/2025 4805 Fuel Equipment Services, Inc. 261.25 126382 05/14/2025 4813 JOHNSON CONTROLS FIRE PROTECTION LP 3,700.00 126383 05/14/2025 4817 Weck Analytical Environmental Services, Inc. 203.00 126384 05/14/2025 4835 ABBA TERMITE & PEST CONTROL, INC 125.00 Attachment A Page 9 of 10
CITY OF COVINA
Check Register
April 11, 2025 - May 15, 2025
Check # Check Date Vendor Name Amount
126385 05/14/2025 4928 Springstead & Associates, Inc. 4,000.00 126386 05/14/2025 4960 Data Ticket, Inc. 465.00
126387 05/14/2025 4977 Enterprise FM Trust 5,518.74
126388 05/14/2025 4996 Green Giant Landscape, Inc. 25,410.60 126389 05/14/2025 5099 CliftonLarsonAllen LLP 735.00
126390 05/14/2025 5117 Steam It All LLC 620.00
126391 05/14/2025 5133 ADR Services, Inc. 2,016.67
126392 05/14/2025 5138 Ricoh USA, Inc. 300.31
126393 05/14/2025 5139 Crown Castle Fiber LLC 925.00
126394 05/14/2025 5228 ODP BUSINESS SOLUTIONS, LLC 73.42 126395 05/14/2025 5283 Y TIRE PERFORMANCE 109.00
126396 05/14/2025 5291 AMAZON CAPITAL SERVICES, INC 526.70 126397 05/14/2025 5354 MALLORY SAFETY & SUPPLY LLC 2,648.45 126398 05/14/2025 5435 CORE & MAIN LP 5,686.45
126399 05/14/2025 5439 PARKWOOD LANDSCAPE MAINTENANCE INC 21,418.73 126400 05/14/2025 5456 JOSE GONZALEZ 4,960.00
126401 05/14/2025 5517 BATTERY CONNECTION INC. 10.00
126402 05/14/2025 5521 COMPRESSOR DESIGN AND SERVICES INC 3,178.81 126403 05/14/2025 5528 JAKE MARTINEZ 12,480.00
126404 05/14/2025 5568 PERERA CONSTRUCTION & DESIGN, INC. 145,212.92 126405 05/14/2025 5573 GUARDIAN ALLIANCE TECHNOLOGIES, INC. 260.00 126406 05/14/2025 5656 MOTHERS AGAINST DRUNK DRIVING 400.00 126407 05/14/2025 99999 ALAN CHAN 3,000.00
126408 05/14/2025 99999 CAL-STATE ROOFING & PAINTING 473.36 126409 05/14/2025 99999 INDIANA DUVALL 52.82
126410 05/14/2025 99999 JOHN CHICO 40.00
subtotal checks 4,839,980.99 $
20954 04/10/2025 962 SUPERIOR COURT OF CALIFORNIA, CNTY OF LOS ANGELES (7,402.50) 20955 04/10/2025 962 SUPERIOR COURT OF CALIFORNIA, CNTY OF LOS ANGELES (925.20) 20956 04/10/2025 4519 Foothill Communications, Inc. (171,851.58) subtotal voids (180,179.28)
payroll (04/24/25) 1,060,428.5 $ 6
payroll (05/08/25) 1,059,643.91 $
workers' compensation 83,001.41 $
TOTAL checks/EFTs $7,167,156.78
Attachment A Page 10 of 10
CC Regular Meeting
AGENDA ITEM REPORT
ITEM NO. CC 2
Meeting: June 3, 2025
Title: City of Covina Investment Report for Month Ended April 30, 2025 Presented by: Theresa Franke, Interim Director of Finance Charles Russom, Sr. Management Analyst
Recommendation: Receive and File.
EXECUTIVE SUMMARY:
Pursuant to Government Code Section 53600 et seq. and Section 4.0 of the City of Covina’s Investment Policy, a monthly investment report must be provided to the City Council and City Manager, containing detailed information of all securities, investments and monies of the City.
DISCUSSION:
The attached report for the City and Successor Agency reflects the portfolio balances for the month ended April 30, 2025. The report is in conformity with the City’s Investment Policy as well as Government Code 53601. In accordance with the City's Investment Policy, the City Council authorizes staff to continue investing the City's idle funds in similar securities as those presented in these reports attached hereto. There is sufficient investment liquidity to meet the required reserve limits of the City’s operations.
FISCAL IMPACT:
None to receive and file.
Respectfully submitted,
CASH PER BANK AND INVESTMENT BALANCE 3/31/2025 $91,612,550.92 RECEIPTS 4/1/25-4/30/25 38,693,944.26
DISBURSEMENTS 4/1/25-4/30/25 (36,131,154.01)
CASH PER BANK AND INVESTMENT BALANCE 4/30/2025 $94,175,341.17
ANALYSIS OF CASH PER BANK AND INVESTMENT BALANCE - BOOK VALUE INVESTMENT PORTFOLIO Attachment A-2 $52,203,033.95
LOCAL AGENCY INVESTMENT FUND Attachment A-4 33,005,720.90 TOTAL PUBLIC INVESTMENTS 85,208,754.85
CHECKING / PETTY / STIFEL CASH BALANCES 8,966,586.32
CASH PER BANK AND INVESTMENT BALANCE 4/30/2025 94,175,341.17 CASH HELD BY BOND TRUSTEES 3,198,657.84
TOTAL CASH PER BANK AND INVESTMENT / BOND TRUSTEE CASH BALANCE 4/30/2025 $97,373,999.01
CITY OF COVINA INVESTMENT REPORT
FOR THE MONTH ENDED APRIL 30, 2025
The purpose of this report is to provide readers with the overall cash position of the City. There is sufficient investment liquidity to meet the required reserve limits of the City's operations.
Attachment A -City
BOOK ACQUISITION MATURITY MARKET
TYPE OF INVESTMENT ISSUER VALUE DATE DATE VALUE
City of Covina:
Drawer & Petty Cash N/A $7,780.12 N/A N/A $7,780.12
General - Checking Account BMO 4,729,400.60 N/A Demand 4,729,400.60 Public Agency Saving - Parking Fines BMO 89,242.55 N/A Demand 89,242.55 Utility Billing Account BMO 31,268.34 N/A Demand 31,268.34 Workers' Compensation - Checking Account BMO 106,469.87 N/A Demand 106,469.87 Payroll - Checking Account BMO 310,549.61 N/A Demand 310,549.61 Money Market BMO 2,023,558.06 N/A Demand 2,023,558.06
AFLAC Flexible Spending Account BMO 18,040.45 N/A Demand 18,040.45 STIFEL Cash Per GL Various 1,650,276.72 Various Various 1,650,276.72 STIFEL Investment Portfolio Various 52,203,033.95 Various Various 52,254,998.36 Local Agency Investment Fund State of California 33,005,720.90 N/A Demand 33,005,720.90 Subtotal (A) $94,175,341.17 $94,227,305.58
Cash Held With 3rd Party Administrator:
TRIP 2017A Covina Wilmington Trust $651.31 N/A Demand $651.31 LA County Loan Agreement U.S. Bank 1,625,061.95 N/A Demand 1,625,061.95 Other Post-Employment Benefits Charles Schwab 1,572,008.97 N/A Demand 1,572,008.97 2021 Taxable Pension Obligation Bonds U.S. Bank 933.02 N/A Demand 933.02 2019 Wastewater Refunding Bonds U.S. Bank 2.59 N/A Demand 2.59 Subtotal (B) $3,198,657.84 $3,198,657.84
TOTAL (A+B) $97,373,999.01 $97,425,963.42
CITY OF COVINA
CASH AND INVESTMENT SUMMARY
FOR THE MONTH ENDED APRIL 30, 2025
The purpose of this schedule is to show the total cash and investments held by the City of Covina by account.
Exhibit A-2
CITY OF COVINA
Stifel
Investment Summary as of
April 2025
Investment Portfolio as of
April 2025
Issuer
Purchase
Date
Market Price Per
Share Qty
Total Original Cost
Value Coupon CUSIP Maturity Trustee
FEDL Agric MTG CorpMedium Term Note 06/30/22 95.690000 1, 000,000 0. 915,357.70 9400 31422XGQ9 10/26/2026 Stifel FEDL Agric MTG Corp -
Medium Term Note 07/02/24 100.040000 1, 1, 000,000 5. 000,000.00 2700 31424WLD2 7/9/2027 Stifel FEDL Agric MTG Corp -
Medium Term Note 01/16/25 100.177000 1, 000,000 1,000,000.00 4.6300 3134HAW66 12/30/2027 Stifel Total Agricultural Mortgage 3,000,000 $ 2,915,357.70
FEDL Farm Credit Bank Bond 02/02/22 96.337000 1, 000,000 1. 996,151.59 5000 3133ENKV1 1/13/2027 Stifel Federal Farm Credit Bank Bond 04/07/22 98.735000 1, 1, 000,000 3. 007,964.06 1500 3133EJDV8 3/22/2027 Stifel FEDL Farm Credit Bank Bond 08/12/24 99.976000 1, 1, 000,000 4. 000,000.00 6200 3133ERNS6 8/12/2027 Stifel Total Federal Farm Credit 3, 3,000,000 $ 004,115.65
Tennessee Valley AuthPWR Bond 1995 SER E 06/30/22 101.279000 1, 1, 000,000 6. 018,487.90 7500 880591CJ9 11/1/2025 Stifel FEDL Home Loan Bank Bond 02/02/22 99.044000 1, 1, 000,000 2. 007,095.50 6250 3130A6ZQ3 12/12/2025 Stifel FEDL Home Loan Bank Bond 04/07/22 98.978000 1, 1, 000,000 3. 004,105.83 0000 3130A2VE3 9/11/2026 Stifel FEDL Home Loan Bank Bond 11/04/24 99.968000 1, 000,000 1,000,000.00 4.3300 3133ERZM6 11/5/2026 Stifel FEDL NATL MTG ASSN Note 06/07/24 99.981000 1, 1, 000,000 5. 000,000.00 2600 3135GATR2 6/10/2027 Stifel FEDL Home Loan Bank Bond 11/26/24 100.042000 1, 000,000 1,000,000.00 4.5479 3133ERZS3 11/12/2027 Stifel FEDL Home Loan Bank Bond 11/19/24 100.037000 1, 000,000 1,000,000.00 4.6248 3130B3RN5 11/19/2027 Stifel FEDL Home Loan Bank Bond 12/10/24 100.201000 1, 000,000 1,000,000.00 4.5000 3130B42Y6 12/23/2027 Stifel FEDL Home Loan Bank Bond 02/18/25 100.350000 1, 000,000 1,000,000.00 4.6000 3130B4YQ8 2/25/2028 Stifel FEDL Home Loan Bank Bond 12./23/2024 100.541000 1, 1, 000,000 4. 002,433.87 6840 3130B0EE5 3/6/2028 Stifel FEDL Home Loan MTG CorpPool #WN2479 12/04/23 101.470800 1, 000,000 4. 993,437.50 9400 3132XGXH4 5/1/2028 Stifel FEDL NATL MTG ASSNPool#BSB8718 Balloon 03/05/24 100.437100 1, 000,000 4. 986,562.50 3800 3140LKVL4 6/1/2028 Stifel FEDL Home Loan Bank Bond 10/25/24 99.880000 1, 000,000 1,000,000.00 4.5300 3130B3AS2 10/16/2028 Stifel FEDL Home Loan Bank Bond 11/04/24 100.210000 1, 000,000 1,000,000.00 4.6700 3133ERZT1 11/7/2028 Stifel FEDL Home Loan MTG Corp -
Medium Term Note 11/19/24 99.989000 1, 000,000 1,000,000.00 4.8982 3134HAXZ1 11/7/2028 Stifel FEDL Home Loan MTG CorpPOOL#WN2537 04/16/24 101.457700 1, 000,000 989,687.50 4.9000 3132XGZB5 12/1/2028 Stifel FEDL Home Loan MTG CorpPool#WN2534 02/16/24 101.291400 1, 000,000 4. 997,187.50 9000 3132XGY83 12/1/2028 Stifel FEDL Home Loan MTG CorpPOOL#WN2559 4/10/2024 1, 100.738000 000,000 979,062.50 4.6000 3132XGZZ2 1/1/2029 Stifel FEDL Home Loan Bank Bond 01/14/25 99.940000 1, 000,000 1,000,000.00 5.0000 3130B4MG3 1/16/2029 Stifel FEDL NATL MTG ASSN Note 10/25/24 100.198000 1, 000,000 1,000,000.00 4.4000 3135GAXR7 8/3/2029 Stifel FEDL Home Loan Bank Bond 09/04/24 99.763000 980,000 980,000.00 4.2000 3130B2GZ2 8/13/2029 Stifel FEDL Home Loan Bank Bond 09/09/24 99.084000 2, 2, 000,000 4. 000,000.00 0000 3130B2NS0 9/4/2029 Stifel FEDL Home Loan Bank Bond 10/25/24 99.899000 1, 000,000 990,500.00 4.0000 3130B32X0 10/2/2029 Stifel FEDL Home Loan Bank Bond 10/25/24 100.118000 1, 000,000 1,000,000.00 4.6500 3130B3F65 10/22/2029 Stifel FEDL Home Loan Bank Bond 11/05/24 100.867000 1, 000,000 1,000,000.00 4.5000 3130B3M67 11/13/2029 Stifel Total Federal Home Loan 25, 25,980,000 $ 948,560.60
Investment Portfolio as of
April 2025
Issuer
Purchase
Date
Market Price Per
Share Qty
Total Original Cost
Value Coupon CUSIP Maturity Trustee
Bethpage FED CR UNBethpage NY SHS CTF 04/29/24 100.029000 245,000 245,000.00 5.2500 08756MAA8 5/13/2025 Stifel Centris FEDL CR UNOmaha NE SHS CTF 05/09/23 100.056000 245,000 5. 245,000.00 0000 15643VAB8 5/24/2025 Stifel Credit Union of TexasAllen TX SHS CTF 05/11/23 100.077000 245,000 5. 245,000.00 1500 22551KAZ5 5/27/2025 Stifel First Choice FEDL CR UNNew Castle PA SHS CTF 05/17/23 100.056000 245,000 5. 245,000.00 0000 31949HAA9 5/27/2025 Stifel Lafayette FEDL CR UNRockville MD SHS CTF 11/22/23 100.108000 245,000 5. 245,000.00 5500 50625LBP7 5/30/2025 Stifel Barclays Bank DEWilmington DE CD 05/24/22 99.872000 245,000 3. 245,000.00 0500 06740KQS9 6/2/2025 Stifel Global Federal CR UNAnchorage AK SHS CTG 06/06/23 100.119000 245,000 5. 245,000.00 2000 37892MAL8 6/16/2025 Stifel SCE FCUIrwindale CA SHS CTF 12/13/23 100.102000 245,000 5. 245,000.00 0000 78413RAJ6 6/20/2025 Stifel Community West CR UNKentwood MI CD 12/12/22 100.107000 245,000 5. 245,000.00 0000 20416JAC8 6/23/2025 Stifel Oregon CMNTY CR UNEugene OR SHS CTF 06/16/23 100.144000 245,000 5. 245,000.00 1500 68584JAE9 6/23/2025 Stifel BMO Harris Bank NAChicago IL CD 06/23/22 99.818000 245,000 3. 245,000.00 2000 05600XGK0 6/24/2025 Stifel Liberty Fed CR UNEvansville IN SHS CTF 07/01/23 100.213000 245,000 5. 245,000.00 3000 53052LAW9 7/14/2025 Stifel American First CR UNBrea CA SHS CTF 06/30/22 99.785000 245,000 3. 245,000.00 2500 02616ABJ7 7/15/2025 Stifel TTCU Federal CR UnionTulsa OK CD 07/10/23 100.247000 245,000 5. 245,000.00 3500 89854LAE3 7/25/2025 Stifel Communitywide FEDL CR UNSouth Bend IN SHS CTF 08/04/23 100.333000 245,000 5. 245,000.00 2000 20416TBD3 8/29/2025 Stifel Flagstar Bank NA -
Hicksville NY CD 06/06/24 100.376000 245,000 5. 245,000.00 3000 33847GHY1 9/12/2025 Stifel First Bank -
Hamilton NJ CD 06/06/24 100.339000 245,000 5. 245,000.00 1500 319137CJ2 9/18/2025 Stifel Washington State BankWashington IA CD 4/2/2024 100.341000 245,000 5. 245,000.00 0000 93974LAG5 10/9/2025 Stifel First Natl Bank of AmerEast Lansing MI CE 05/16/22 99.351000 245,000 3. 245,000.00 0000 32110YXE0 11/28/2025 Stifel Advantage FEDL CR UNRochester NY SHS CTF 08/24/23 100.784000 245,000 5. 245,000.00 3000 00790JAD4 12/31/2025 Stifel Southwest Heritage CUOdessa TX SHS CTF 06/26/23 100.678000 245,000 5. 245,000.00 1000 84503PAF7 1/7/2026 Stifel Jovia FINL FEDL CR UN -
Westbury NY CD 7/2/2024 100.669000 245,000 245,000.00 5.0000 48115LAL8 1/20/2026 Stifel Marine FEDL CR UNJacksonvill NC SHS CTF 08/27/24 100.211000 245,000 4. 245,000.00 3500 56824JBB9 2/27/2026 Stifel Truliant FEDL CR UNWinston Salem NC SHS CTF 03/09/23 100.933000 245,000 5. 245,000.00 1500 89789AAH0 3/23/2026 Stifel United Fidelity Bank FSBEvansville IN CD 09/16/24 100.261000 245,000 4. 245,000.00 3500 910286HZ9 3/27/2026 Stifel First Bank of The LakeOsage Beach MO CD 10/31/24 99.951000 245,000 245,000.00 4.0000 31925YBU5 4/30/2026 Stifel Ally Bank -
Midvale UT CD 04/27/22 98.811000 245,000 2. 245,000.00 8500 02007GQQ9 5/5/2026 Stifel Morgan Stanley PVT BK NA -
Purchase NY CD 05/14/24 101.009000 245,000 5. 245,000.00 0500 61768E3X9 5/22/2026 Stifel Global FED CR UN -
Anchorage AK SHS CTF 05/14/24 101.054000 245,000 5. 245,000.00 0500 37892MAP9 5/29/2026 Stifel Inspire FEDL CR UNBristol PA SHS CTF 06/29/23 101.071000 245,000 5. 245,000.00 0000 457731AQ0 6/30/2026 Stifel GESA CR UNRichland WA CD 07/19/23 101.445000 245,000 5. 245,000.00 2500 37424PAH7 7/31/2026 Stifel Pima FEDL CR UN- 08/02/23 101.558000 245,000 5. 245,000.00 3000 722000AC0 8/17/2026 Stifel Signature Federal Cred U 08/16/23 101.592000 245,000 5. 245,000.00 3000 82671DAG2 8/28/2026 Stifel KodabankDrayton ND CD 03/09/23 101.259000 245,000 5. 245,000.00 0000 50007DAC3 9/22/2026 Stifel First NATL BankDamariscotta ME CD 03/09/23 101.261000 245,000 5. 245,000.00 0000 32117BFR4 9/23/2026 Stifel Austin Telco Fed CR UN- Austin
TX SHS CTF 11/14/22 101.479000 245,000 5. 245,000.00 0500 052392CC9 11/27/2026 Stifel
Investment Portfolio as of
April 2025
Issuer
Purchase
Date
Market Price Per
Share Qty
Total Original Cost
Value Coupon CUSIP Maturity Trustee
Baxter CR UNVernon Hills IL SHS CTF 11/14/22 101.422000 245,000 5. 245,000.00 0000 07181JAV6 11/30/2026 Stifel First Foundation Bank -
Irvine CA CD 06/05/24 101.437000 245,000 5. 245,000.00 0625 32026U5X0 12/14/2026 Stifel All in FED CR UnionDaleville AL SHS CTF 12/07/22 100.583000 245,000 4. 245,000.00 4500 01664MAA4 12/21/2026 Stifel State Bank of India -
New York NY CD 02/01/22 96.015000 245,000 1. 245,000.00 7500 856285G21 2/9/2027 Stifel Pentagon Federal CR UN - Tysons
Corner VA 02/02/22 95.859000 245,000 1. 245,000.00 7000 70962LBE1 2/18/2027 Stifel Sallie Mae Bank -
Salt Lake City UT CD 02/16/22 96.708000 245,000 2. 245,000.00 2000 795451BH5 2/23/2027 Stifel Beal Bank -
Las Vegas NV CD 03/01/22 96.378000 245,000 2. 245,000.00 0500 07371CK81 3/3/2027 Stifel Beal Bank -
Plano TX CD 03/01/22 96.378000 245,000 2. 245,000.00 0500 07371AZQ9 3/3/2027 Stifel Medallion Bank -
Salt Lake City UT CD 03/01/22 96.356000 245,000 2. 245,000.00 0500 58404DNG2 3/8/2027 Stifel United Republic BankElkhorn NE CD 03/05/25 99.920000 245,000 245,000.00 4.0500 909242BZ1 3/19/2027 Stifel Cpital One Bank USA NA -
Glen Allen VA CD 04/07/22 97.368000 245,000 2. 245,000.00 7000 14042TFJ1 4/13/2027 Stifel Synchrony Bank -
Draper UT CD 04/07/22 97.365000 245,000 2. 245,000.00 7000 87165FK45 4/14/2027 Stifel Capital One NA -
Mclean VA CD 04/27/22 97.984000 245,000 3. 245,000.00 0500 14042RRA1 5/4/2027 Stifel Goldman Sachs Bank USA -
New York NY CD 04/27/22 97.965000 245,000 3. 245,000.00 0500 38149M6Y4 5/11/2027 Stifel Toyota Finl Svgs BankHenderson NV CD 05/09/22 98.240000 245,000 3. 245,000.00 2000 89235MNH0 5/17/2027 Stifel Morgan Stanley Bank NA- Salt
Lake City UT CD 05/16/22 98.332000 245,000 3. 245,000.00 2500 61690UJ68 5/19/2027 Stifel Morgan Stanley PVT BK NAPurchase NY CD 05/16/22 98.332000 245,000 3. 245,000.00 2500 61768EJR5 5/19/2027 Stifel Discover BankGreenwood DE CD 05/20/22 98.223000 245,000 3. 245,000.00 2000 254673E36 5/24/2027 Stifel Credit Union New Jersey -
Ewing NJ SHS CTF 06/25/24 100.202000 245,000 5. 245,000.00 4611 22552BAA9 7/9/2027 Stifel Workers FEDL Credit UNLittleton MA SHS CTF 08/27/24 99.778000 245,000 4. 245,000.00 0000 98138MCK4 8/30/2027 Stifel Vantage West CR UNTucson AZ SHS CTF 09/04/24 99.774000 245,000 245,000.00 4.0000 92213MAB7 9/13/2027 Stifel Ideal Credit UnionWoodbury MN SHS CTF 12/07/22 101.017000 245,000 4. 245,000.00 5000 45157PAZ3 12/29/2027 Stifel Alliant Credit UnionChicago IL SHS CTF 12/20/22 101.892000 245,000 4. 245,000.00 8500 01882MAA0 12/30/2027 Stifel Carter FEDL CR UNSpringhill LA SHS CTF 01/14/25 100.259000 245,000 245,000.00 4.2000 14622LAW2 1/28/2028 Stifel Telco Plus CR UnLongview TX SHS CTF 02/03/25 100.396000 245,000 245,000.00 4.2500 87921MAA2 2/18/2028 Stifel Merrick BankSouth Jordan UT CD 02/18/25 100.400000 245,000 245,000.00 4.2500 59013K4U7 2/28/2028 Stifel Valley Natl BankPassaic NJ CD 02/27/25 100.370000 245,000 245,000.00 4.2500 919853QC8 3/6/2028 Stifel Milestone BankSalt Lake City UT CD 4/28/2025 99.6100 245,000 3. 245,000.00 9500 59934MDC9 4/28/2028 Stifel Southpoint BankBirmingham AL CD 04/28/25 99.7280 245,000 245,000.00 4.0000 84464PCC9 4/28/2028 Stifel Cornerstone BankFargo ND CD 05/01/23 103.421800 245,000 - 245,000.00 219232CR4 5/10/2028 Stifel
Investment Portfolio as of
April 2025
Issuer
Purchase
Date
Market Price Per
Share Qty
Total Original Cost
Value Coupon CUSIP Maturity Trustee
First FEDL S&L ASSN -
Lakewood OH CD 06/20/24 100.645000 245,000 5. 245,000.00 3589 32023HBV9 6/28/2028 Stifel Texas Exchange Bank SSBCrowley TX CD 10/28/24 99.823000 245,000 245,000.00 4.0500 88241TUA6 7/12/2028 Stifel CY Fair FCUHouston TX SHS CTF 06/26/23 100.202000 245,000 5. 245,000.00 3000 23248UAC1 7/14/2028 Stifel Numerica Credit Union-Spokane
VLY WA SHS CTF 07/12/23 102.999000 245,000 5. 245,000.00 1000 67054NBK8 7/31/2028 Stifel Tucson FEDL CR UNTucson AZ CD 09/01/23 102.759000 245,000 5. 245,000.00 0000 898812AC6 9/8/2028 Stifel Money One FCULargo MD SHS CTF 09/01/23 102.770000 245,000 5. 245,000.00 0000 60936TAL3 9/14/2028 Stifel San Francisco FEDL CR UNSan Francisco CA SHS 11/20/24 100.401000 245,000 4. 245,000.00 2500 79772FAL0 11/27/2028 Stifel ClearPath FED CR UN -
Burbank CA SHS CTF 07/09/24 100.271000 245,000 5. 245,000.00 4000 18507MAD3 7/30/2029 Stifel Altaone FED CR UN -
Ridgecrest CA SHS CTF 8/27/2024 98.803000 245,000 3. 245,000 8500 02157RAC1 9/13/2029 Stifel Freedom Northwest CR UN 12/23/2024 100.000000 245,000 4. 245,000.00 1200 356436AV7 12/31/2029 Stifel JP Morgan Chase Bank NAColumbus OH CD 01/24/25 100.624000 245,000 4. 245,000.00 7500 46657VWH9 1/31/2030 Stifel UBS Bank USASalt Lake City UT CD 03/05/25 99.780000 245,000 245,000.00 4.1000 90355GUL8 3/12/2030 Stifel Luana SVGS BankLuana IA CD 03/05/25 98.859000 245,000 245,000.00 3.9000 549104G76 3/13/2030 Stifel Western State BankDevils Lake ND CD 03/05/25 99.336000 245,000 245,000.00 4.0000 95960NLA3 3/25/2030 Stifel Poppy BankSanta rosa CA CD 4/2/2025 98.8080 245,000 245,000.00 4.1000 73319FDX4 4/8/2030 Stifel EaglebankBethesda MD CD 04/02/25 99.5520 245,000 245,000.00 4.0500 27002YHQ2 4/16/2030 Stifel American Express Natl BKSalt Lake City UT CD 4/28/2025 99.7770 245,000 4. 245,000.00 1000 02589AHE5 4/30/2030 Stifel Total Certificates of Deposit 20, 20,335,000 $ 335,000.00 Stifel Securities 52,315,000 52,203,033.95 $
Stifel Cash 1,650,276.72
Stifel Total Value of Portfolio 52,315,000.00 53, $ 853,310.67
Qty Purch Date Maturity
Date of
Disposition
Share Price at
Purchase Date Net Trade Amount Cost Basis Value Market Value Accrued Interest Issuer CUSIP Held by 2,450 4/2/2025 4/16/2030 100.000000 $ 245,000.00 $ 245,000.00 $ 245,000.00 EaglebankBethesda MD CD 27002YHQ2 Stifel
2,450 4/2/2025 4/8/2030 100.000000 245,000.00 245,000.00 245,000.00 Poppy BankSanta rosa CA CD 73319FDX4 Stifel
2,450 4/28/2025 4/30/2030 100.000000 245,000.00 245,000.00 245,000.00 American Express Natl BKSalt Lake City UT CD 02589AHE5 Stifel 2,450 4/28/2025 4/28/2028 100.000000 245,000.00 245,000.00 245,000.00 Milestone BankSalt Lake City UT CD 59934MDC9 Stifel
2,450 04/28/25 4/28/2028 100.000000 245,000.00 245,000.00 245,000.00 Southpoint BankBirmingham AL CD 84464PCC9 Stifel
Total $ 1,225,000.00 $ 1,225,000.00 $ 1,225,000.00 -
Qty Purch Date Maturity
Date of
Disposition
Share Price at Sale /
Maturity Date Original Cost Value
Par Value at
Sale/Maturity
Gain / (Loss) on Sale
/ Redemption
Interest Earnings
Since Purchase Issuer CUSIP Held by
2,450 10/22/24 10/22/2027 4/22/2025 100.000000 $ 1,950,000.00 $ 1,950,000.00 $ - $ 45,825.00 FEDL Home Loan Bank Bond 3130B3DD2 Stifel 2,450 06/20/24 6/28/2029 4/28/2025 100.000000 245,000.00 245,000.00 - 10,916.94 Bridgewater Bank -
Bloomington MN CD 108622PX3 Stifel
Total $ 2,195,000.00 $ 2,195,000.00 $ - $ 56,741.94
Period Interest Revenue
Previous Month $199,164.49
Previous 12 mos. $2,793,992.51
CITY OF COVINA
INVESTMENT TRANSACTION SUMMARY
FOR THE MONTH ENDED APRIL 30, 2025
Purchased Investments
Net Revenue Analysis - for Period Ending April 30, 2025 Sold/Matured Investments
Attachment A-3 City
Local Agency Investment Fund
P.O. Box 942809
Sacramento, CA 94209-0001
(916) 653-3001
May 07, 2025
LAIF Home
PMIA Average Monthly
Yields
CITY OF COVINA
CITY TREASURER
125 E. COLLEGE STREET
COVINA, CA 91723-2199
Account Number: 98-19-219
April 2025 Statement
Tran Type Definitions
Effective
Date
Transaction
Date
Tran
Type Confirm
Number
Web
Confirm
Number Authorized Caller Amount
4/7/2025 4/7/2025 RW 1770196 1730765 BEI ZOU -2,000,000.00 4/10/2025 4/9/2025 RW 1770324 1730890 BEI ZOU -3,000,000.00 4/15/2025 4/14/2025 QRD 1772262 N/A SYSTEM 354,759.05
4/29/2025 4/29/2025 RD 1773242 1733808 BEI ZOU 4,000,000.00 Account Summary
Total Deposit: 4,354,759.05 Beginning Balance: 33,650,961.85 Total Withdrawal: -5,000,000.00 Ending Balance: 33,005,720.90 5/7/25, 12:03 PM LAIF Regular Monthly Statement
https://laifms.treasurer.ca.gov/RegularStatement.aspx 1/1 Attachment A-4 City
Statement Total
Balance Percentage
Cash Balances $8,966,586 9.21%
Local Agency Investment Fund 33,005,721 33.90%
Treasury / Agency 31,868,034 32.73%
Certificate of Deposits 20,335,000 20.88%
Funds Held by Bond Trustees 3,198,658 3.28%
Total $97,373,999 100.00%
CITY OF COVINA
Cash & Investment Holdings by Type as of April 30, 2025 *Average Investment coupon rate: 4.28% (based on weighted average of Original Cost Value) Cash Balances, 9.21%
Local Agency Investment
Fund, 33.90%
Treasury / Agency, 32.73%
Certificate of Deposits,
20.88%
Funds Held by Bond
Trustees, 3.28%
HOLDINGS BY TYPE
Attachment A-5 City
CASH PER BANK AND INVESTMENT BALANCE 3/31/2025 $651,984.01 RECEIPTS 4/1/25-4/30/25 6,371.33
DISBURSEMENTS 4/1/25-4/30/25 -
CASH PER BANK AND INVESTMENT BALANCE 4/30/2025 $658,355.34
ANALYSIS OF CASH PER BANK AND INVESTMENT BALANCE
CHECKING ACCOUNT $73,817.64
LOCAL AGENCY INVESTMENT FUND Attachment A-6 584,537.70
AVAILABLE CASH PER BANK BALANCES $658,355.34
CASH HELD BY BOND TRUSTEES 0.00
TOTAL CASH PER BANK AND INVESTMENT / BOND TRUSTEE CASH BALANCE 4/30/2025 $658,355.34 FOR THE MONTH ENDED APRIL 30, 2025
SUCCESSOR AGENCY TO THE COVINA REDEVELOPMENT AGENCY INVESTMENT REPORT Attachment A- Agency
BANK ACQUISITION MARKET
TYPE OF INVESTMENT ISSUER VALUE DATE DATE VALUE
Successor Agency to the Covina Redevelopment Agency:
Checking Account BMO $73,817.64 N/A Demand $73,817.64
Local Agency Investment Fund State of California 584,537.70 N/A Demand 584,537.70 Subtotal (A) $658,355.34 $658,355.34
Cash Held With 3rd Party Administrator:
(1) 2013 Series A Tax Allocation Bonds U.S. Bank* $0.00 N/A Demand ($0.00) Fiscal Agent: U.S. Bank
(2) 2014 Series A Tax Allocation Bonds U.S. Bank* 0.00 N/A Demand 0.00 Fiscal Agent: U.S. Bank
(3) 2004 Series B Tax Allocation Bonds U.S. Bank* 0.00 N/A Demand 0.00 Fiscal Agent: U.S. Bank
Subtotal (B) ($0.00) ($0.00)
TOTAL (A+B) $658,355.34 $658,355.34
* Formerly BNY Mellon
SUCCESSOR AGENCY TO THE COVINA REDEVELOPMENT AGENCY
CASH AND INVESTMENT SUMMARY
FOR THE MONTH ENDED APRIL 30, 2025
The purpose of this schedule is to show the total cash and investments held by the Successor Agency to the Covina Redevelopment Agency by account.
Local Agency Investment Fund
P.O. Box 942809
Sacramento, CA 94209-0001
(916) 653-3001
May 07, 2025
LAIF Home
PMIA Average Monthly
Yields
S/A CITY OF COVINA FOR COVINA
REDEVELOPMENT AGENCY
FINANCE DIRECTOR
125 EAST COLLEGE STREET
COVINA, CA 91723-2199
Account Number: 65-19-007
April 2025 Statement
Tran Type Definitions
Effective
Date
Transaction
Date
Tran
Type Confirm
Number
Web
Confirm
Number Authorized Caller Amount
4/15/2025 4/14/2025 QRD 1771337 N/A SYSTEM 6,371.33
Account Summary
Total Deposit: 6,371.33 Beginning Balance: 578,166.37
Total Withdrawal: 0.00 Ending Balance: 584,537.70
5/7/25, 11:58 AM LAIF Regular Monthly Statement
https://laifms.treasurer.ca.gov/RegularStatement.aspx 1/1 Attachment A-6 Agency
Quarter
Ending City Agency*
4/30/2023 $90,448,200 $3,676,506
4/30/2024 $98,997,072 $629,583
4/30/2025. $97,373,999 $658,355
CITY OF COVINA AND SUCCESSOR AGENCY TO THE COVINA REDEVELOPMENT AGENCY Cash and Investments Three Year Comparison as of April 30, 2025 The purpose of this schedule is to show, for comparison purposes, the total cash and investment values for the last 3 years. *Successor Agency to Covina Redevelopment Agency
$0
$10,000,000
$20,000,000
$30,000,000
$40,000,000
$50,000,000
$60,000,000
$70,000,000
$80,000,000
$90,000,000
$100,000,000
4/30/2023 4/30/2024 4/30/2025.
$90,448,200 $98,997,072
$97,373,999
$3,676,506 $629,583 $658,355
MONTH ENDING APRIL 30, 2025
City of Covina & Agency* Total Cash & Investments
Three Year Comparison
City Agency*
sdsdad
Attachment A-7 City Agency
CC Regular Meeting
AGENDA ITEM REPORT
ITEM NO. CC 3
Meeting: June 3, 2025
Title: Purchase Agreement with A-Z Bus Sales, Inc. for the Procurement of a Zero Emission Transit Vehicle for the Dial-A-Ride (Covina Transit) Program Presented by: Rafael M. Fajardo, Director of Public Works/City Engineer Recommendation: Authorize the City Manager to execute a Purchase Agreement with A-Z Bus Sales, Inc. for the Procurement of a new Zero Emission Transit Vehicle for the Dial-A-Ride (Covina Transit) Program in an amount not-to-exceed $145,851.47.
EXECUTIVE SUMMARY/BACKGROUND:
The Covina Dial-A-Ride (Covina Transit) Program services Covina residents over the age of 60 and those who qualify under current ADA guidelines. The fleet is currently comprised of five gasoline-powered vehicles, three (3) of which are cutaway buses/large vans, and two (2) small/passenger vans. All vehicles are routinely maintained and monitored to assess their useful life which considers benchmarks such as age, mileage, and performance. At this time, the vehicles range between 6-8 years old and have been evaluated for potential replacement in accordance with the U.S. Department of Transportation Federal Transit Administration (FTA).
FTA useful life dictations are followed for the Dial-A-Ride fleet as all were previously purchased with Proposition A and Proposition C funds from the Los Angeles County Metropolitan Transportation Authority (LACMTA).
These fleet vehicles fall under the FTA vehicle category of Light-Duty Small Buses, Cutaways, and Modified Vans, which in turn dictates their Useful Life Benchmarks (ULB). According to the October 2021 Publication of the FTA’s Default Useful Life, cutaway buses and vans have ULBs of 10 and 8 years, respectively. Of the five vehicles, three ULBs will be reached in 2026, and two in 2027. Furthermore, pursuant to FTA Circular 5010.1F, “Grant Management Requirements,” dated November 1, 2024, the minimum service-life of Light-Duty Small Buses, Cutaways, and Modified Vans are either 4 years or 100,000 miles, whichever comes first. Considering these factors, the current vehicle conditions, and the needs of the Dial-A-Ride program, City staff has identified vehicle 610 as eligible for retirement. As the largest van in the fleet with a gross vehicle weight rating (GVWR) of 14,500-lbs, vehicle 610 requires more maintenance and is less fuel efficient than the rest of the fleet. Seating a total of 16 passengers + 2 wheelchairs, it rarely reaches capacity simply due to the intricate scheduling requirements for riders who live all across Covina. Overall, the vehicle is larger than required, therefore, in order to meet the current demand of the transit program, it is in the best interest of the program to find a replacement.
In consideration of the State of California’s Zero-Emission mandate, staff has elected to procure a zero-emission van for the Dial-A-Ride fleet, a first for the program and in line with the mandate timelines.
Vehicle # Vehicle Classification Passenger Capacity Model Year Approx. Mileage 608 Cutaway/Large Van - Type A 8 + 2 wheelchair 2017 84,043 609 Large Van – Type A 8 + 2 wheelchair 2018 93,239
610 Cutaway/Large Van– Type C 16 + 2 wheelchair 2018 42,704 611 Small Van 7 + 1 wheelchair 2019 92,908
612 Small Van 7 + 1 wheelchair 2019 73,231
DISCUSSION:
The State of California’s current Zero-Emission Mandate [CCR § 1962.2] requires that by 2035, all new passenger vehicles and trucks sold in the state are to be 100% zero emission. In accordance with this mandate, starting January 1, 2024, 50% of the total number of vehicles purchased for a fleet in each calendar year must be zero emission; starting January 1, 2027, 100% of the total number of vehicles purchased for a fleet in each calendar year must be zero emission. For qualifying small agencies, 25% of new bus purchases must be zero-emission by 2026, reaching 100% by 2029. The City is just under the qualifier of a small agency as the vehicle over the GVWR of 14,000lbs will be retired before 2026, however, the Department of Public Works is proactive in its approach to zero-emission as a way to maintain overall compliance with its 120+ vehicle fleet.
As a result, in 2023 staff conducted a Zero Emission Vehicle (ZEV) transition plan study specifically for the DialA-Ride fleet, which provides a roadmap to 100% ZEV by 2029. In this study, staff worked with a consultant to analyze departmental budget, current infrastructure, and program ridership in order to provide a full transition plan, including vehicle types most suitable based on the needs of the program. The study found that average maximum daily vehicle miles is approximately 80 miles. As such, a ZEV with a battery capacity of at least 67kWh and range of at least 80 miles on a single charge was determined to be most compatible with the City’s needs.
As a member of CalACT, the City has access to the CalACT/MBTA Purchasing Cooperative, which provides registered cities with a list of vehicle manufactures and pricings that have been approved through the RFP No. 20-01 contract. CalACT and the Morongo Basin Transit Authority (MBTA) offers a joint purchasing package which adheres to the parameters of joint purchasing agreements with other governmental agencies set forth in the Covina Municipal Code (CMC 2.20.210). Through this purchasing cooperative, CalACT ensures all applicable federal regulations for transit vehicles are met. Furthermore, their RFP process selects the lowest qualifies bidders which realizes City savings not only in vehicle costs but also in staff resources, vehicle availability, and delivery time.
Through the CalACT/MBTA Purchasing Cooperative, staff worked with A-Z Bus Sales, Inc., one of the three qualified low-bidders (Attachment A). Multiple vehicle types were evaluated based on size, battery capacity, and reliability. Staff also took into consideration the ZEV study recommendations and that of the City’s current transit operator, who both drives and maintains the Dial-A-Ride fleet. In addition to viewing various models and manufactures through CalACT events, staff also had the opportunity to demo the City of El Monte’s first transit program ZEV and gain insight from their experiences. After carful considering the various options, staff determined that the Ford E-Transit Van at 89kWh batter capacity as the most suitable replacement for vehicle 610. The Ford E-Transit seats a total of nine passengers and one wheelchair, about half the amount the total capacity of vehicle 610 – a necessary change to ensure all of the program’s vehicles are viable, safe, and costefficient options for the City, the passengers, and drivers.
As the City of Covina is a registered member of the the CalACT/MBTA Purchasing Cooperative, CalACT has provided the City with a Letter of Assignment (Attachment B) which entitles the City to enter into the same agreement with A-Z Bus Sales, Inc. which CalACT/MBTA has awarded. This allows the City to purchase the replacement transit vehicle at the competitive bid prices solicited through the Purchasing Cooperative. It is the goal of the Department of Public Works for the Dial-A-Ride fleet to be 100% Zero Emission by 2029. With the procurement of the first ZEV, staff will allow at least one year to allow for proper performance assessment and staff satisfaction.
FISCAL IMPACT:
As part of the Fiscal Year 2024-2025 Operating Budget, $150,000 in Proposition A funding was approved by City Council for the purchase of the new Dial-A-Ride vehicle (Account No. 2400TO09-55550). Staff identified the minimum required amenities for the new ZEV, including 1000-lb capacity wheelchair lift, fare box, safety/security cameras, and privacy window tinting. Additional features such as wider seating and an extended roof were identified as necessary based on comparisons with current rider experiences. Wider seating provides
more comfort for passengers and their permitted belongings while the high roof accommodates a full AC cooling system, a necessity for the hot temperatures and considering senior passenger safety. As such, in accordance with the Purchasing Cooperative, the total vehicle purchasing price totals $145,851.47 (Attachment C).
This new vehicle directly supports paratransit services and therefore, costs are confirmed eligible for funding through LACMTA Proposition A, an expense approved by LACMTA for Fiscal Year 2024-2025.
CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):
The project has been reviewed for compliance with the California Environmental Quality Act (CEQA) and is exempt per Section 15061 (b) (3). The project is covered by the General Rule that CEQA applies to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.
Respectfully submitted,
ATTACHMENT A
IN WITNESS WHEREOF, the Parties have executed this Amendment as of the date first above written.
A-Z BUS SALES, INC., MORONGO BASIN TRANSIT AUTHORITY
a California cor oration
5/22/2025
Rafael Fajardo
125 E College Street
Covina, CA 91723
Dear Valerie:
C TCALIFORNIA ASSOCIATION FOR
COORDINATED TRANSPORTATION
The CALACT-Basin Transit Purchasing Cooperative is pleased to make an assignment as detailed in the Assignment to Purchase Agreement.
Additional information is available on the CALACT website at www.calact.org/purchasingco-op that documents the procurement process used by the Cooperative to solicit and award Contract No. 20-01 . Prior to acceptance of the vehicles you order, a Post-Delivery Audit must be conducted by your agency if you are using Federal Transit Administration funding to purchase the vehicle.
Thank you for purchasing your vehicles through the Cooperative. Please don't hesitate to contact me if you have any questions at 916-920-8018 or email [email protected].
Sincerely,
Julia Marin
Program Specialist
CALACT
4632 Duckhom Drive • Sacramento, CA 95834 • Phone (9 16) 920-8018 • Fax (916) 920-8021
ATTACHMENT B
C TC ALIFORNIA ASSOCIATION FOR
COORDINATEO TRANSPORTATION
Assignment to Purchase Agreement
Assignment #20-0 1-1187
The CALACT-Basin Transit Purchasing Cooperative, "Assignor", hereby assigns to the City of Covina, "Assignee", I option to purchase Transit Vehicles ("Vehicles'') from the Joint Procurement Cooperative at a price and under the terms and conditions contained in Assignor's Contract No 20-0 I with the Contractors awarded to on the Procurement. Only those vehicles and optional features may be purchased using the Solicitation and the purchase may only be from a Seller listed on the Schedule. Specifically, the Assignment shall have the right to purchase:
Quantity and Type ofVehicle(s):
(1) Nor Cal Van-Driverge Class Z-1-E Transit
Total # ofVehic les: I
Such ability to purchase commenced, per terms of Contract, on 5/22/2025, and may be exercised at any time on or before 11 /8/2025. Assignee must communicate any changes in the order in particular cancellation to the Cooperative as soon as possible.
With respect to the Vehicles assigned hereunder and this Assignment, Assignee agrees to perform all covenants, conditions and obligations required of Assignor under said Contract and agrees to defend, indemnify and hold Assignor harmless from any liability or obligation under said Contract. Assignee further agrees to hold Assignor harmless from any deficiency or defect in the legality or enforcement of the terms of said Contract or option to purchase thereunder. Assignee agrees and understands that Assignor is not acting as a broker or agent in this transaction and is not representing Seller or Assignee, but rather is acting as a principal in assigning its interest in the above-referenced assignment to purchase the Vehicles under the Contract to Assignee.
Please be advised that assignment of said vehic les does not constitute a recommendation or endorsement of th is product by the Cooperative. The Assignee is responsible for its choice of vehicle product and options selected. Assignee is responsible for vehicle inspection, acceptance and enforcement of any contract provisions. While PreAward verifications of Buy America, FMVSS and Purchaser's Requirements have been accomplished, Assignee is responsible for Post Award due diligence in this regard.
Purchasing agencies are responsible for and are to exercise due diligence in evaluating the suitability of these vehicles for their operating environment and are responsible for determin ing the ir eligibility for funding. In particular, the Cooperative urges you to review the Altoona test report for the vehicle you are purchasing.
Supporting documents for your records may be downloaded from our website at www.calact.org for any reviews or audits your agency will be subject to. Please contact CALACT staff for any assistance you may need at 916-920-8018.
Assignee hereby unconditionally releases and covenants not to sue Basin Transit and/or CALACT upon any claims, liabilities, damages, obligations or judgments whatsoever, in law or in equity, whether known or unknown, or claimed, which they or either of them have or claim to have or which they or either of them may have or claim to have in the future against Assignor, with respect to the Vehicles or any rights whatsoever assigned hereunder.
Julia Marin
Program Specialist
CALACT
"Assignor"
I acknowledge receipt of Assignment Letter #20-01-1187, for one (1) Nor Cal Van-Driverge Class Z-1-E Transit bus.
CITY OF COVINA
By:
Name: Ra ael aJar o
Title: Director of Public Works/City Engineer
Date: 05/22/2025
Asgmt 20-01-1187 City of Covina 5.22.25
Final Audit Report 2025-05-22
Created: 2025-05-22
By: Julia Marin [email protected])
Status: Signed
Transaction ID: CBJCHBCMBMOFZkabiSHxPI7vgTjcTzjWn5C8S42Jq2 "Asgmt 20-01-1187- City of Covina 5.22.25" History
'El Document created by Julia Marin ([email protected])
2025-05-22- 10:43:59 PM GMT
C. Document emailed to Rafael Fajardo ([email protected]) for signature 2025-05-22- 10:44:04 PM GMT
'El Email viewed by Rafael Fajardo ([email protected]) 2025-05-22- 11:51 :33 PM GMT
&0 Document e-signed by Rafael Fajardo ([email protected]) Signature Date: 2025-05-22- 11:51 :58 PM GMT- Time Source: server 0 Agreement completed.
2025-05-22 - 11:51 :58 PM GMT
fJ Adobe Acrobat Sign
MBTA CalACT Cooperative
Quote Date 5/8/2025
125 E. College Street County: Expires 6/12/2025
Covina Zip Code: 91723 Roof design High-Roof
Valerie Cortez Office Phone: (626)384-5490 Extended Length [email protected] Cell Phone: FORD FIN Code
Cole Crockett Type E- Transit, Nor Cal Vans/Driverge Revision Date QTY
NOR CAL VAN/DRIVERGE , TYPE Z1-EL, Ford E-Transit 350EL 1 Driverge
1 Sub-Total Base Unit $ 125,261.14
PUBLISHED OPTIONS
1 Braun 1,000lb Lift $ 693.23 693.23
1 Delete Shift n Step Side Lift for Rear Wheelchair Lift $ (9,299.49) $ (9,299.49) 1 REI - 4 Camera Surveillance (2T DVR) $ 3,969.36 $ 3,969.36 3 Go-ES Single Seat $ 1,184.13 3,552.39
1 Delivery Zone 2 $ 821.60 821.60
1 Diamond Farebox XV $ 2,526.42 2,526.42
1 Included Included
1 Sub-Total Published Options 2,263.51
NON PUBLISHED OPTIONS
1 2,500.00 2,500.00
1 895.00 895.00
1 1,175.00 1,175.00
1 445.00 445.00
1 880.00 880.00
9 400.00 3,600.00
1 787.00 787.00
1 Included Included
1 Sub-Total Non-Published Options 10,282.00
SUMMARY
SPECIFICATION SUMMARY
1 Model Year 2025 Model Year and Chassis Make: Nor Cal Van/Driverge Wheelchair Lift Model: Braun - 1,000# 1 Type: Ford E-Transit 350EL HR Chassis: 2025 Ford E-Transit 350 Extended Wheelchair Lift Location Rear Lift 1 Passenger Capacity: 9 Passengers + 1 WC + Driver Wheelbase: 148" Number of Tie Downs: 1 1 Seat Fabric: Ford OEM Charcoal Vinyl Engine: Electric Battery Capacity 89 kWh 1 Air Conditioning System: 31,000 BTU Cooling, Ducted GVWR: 9,500 Tie Down Type QStraint 8100 1 Exterior Color/Graphics: White Body Length: 22 ft
Upgrade to Wider Passenger Seats (High-Bound Estimate)
Contact:
Chassis, Ford E-Transit 148' W/B"
Email Address:
Sales Representative
Option Description
Ford E-Transit 350EL HR
Slow Basic Level 2 Charger/Cable ~6kW, 16A. Included with Units Privacy Tint on side windows
Simple Graphics Package - Up to $2,500 Value - Name and Info on both sides and rear RFP #20-01 ZEV Z-1 EL-High Roof Transit 89kWh
Customer: City of Covina
Address:
City
Air Conditioning 31,000BTU and 28,000BTU Heater with Ducting Locking Lid and Cooling Fan with Vent for Portion of Storage Box Containing Camera Equipment w Power Junction Box Storage Box in lieu of Co-Pilot Seat
Farebox Mounted on/in Passenger Facing Side of Co-Pilot Storage Box GPS and Event Marker for 4 Camera System
ADA Equipment in Yellow
ATTACHMENT C
MBTA CalACT Cooperative
Quote Date 5/8/2025
125 E. College Street County: Expires 6/12/2025
Covina Zip Code: 91723 Roof design High-Roof
Valerie Cortez Office Phone: (626)384-5490 Extended Length [email protected] Cell Phone: FORD FIN Code
Cole Crockett Type E- Transit, Nor Cal Vans/Driverge Revision Date QTY
Contact:
Email Address:
Sales Representative
Option Description
RFP #20-01 ZEV Z-1 EL-High Roof Transit 89kWh
Customer: City of Covina
Address:
City
SUMMARY STANDARD BID FEATURES & EQUIPMENT
1 Ford E-Transit High Roof, Extended Length 235/65R16
1 Ford E-Transit Cargo with Driverge Interior E-Transit Electric Motor 1 Rear w/c Lift, Braun Century 800 lb rating 148" Wheelbase 1 Smart floor interior tracking for seats and w/c's 1-Speed Motor w/ Electric rear Axle 1 Headroom Height Interior 9,500 lb GVWR
1 Exterior Height 109" Rear Axle: Single Tires.
1 Overall Length 263.9" OEM Ford Air Conditioning &Heat, with Tie-In Rear AC & Heat 1 Laminated Side windows in Passenger area AM FM Stereo 1 Altro Flooring Reverse Backing camera
CONTRACT PRICING SUMMARY
1 Base Unit as Specified 125,261.14
1 Published Options 2,263.51
1 Non-Published Options 10,282.00
1 Sub-total per Unit 137,806.65
1 Mobility Aid Rebate shown for tax purposes 1,000.00 reversed below 1 ADA Portion 44,110.10 $43,372 is in Base
1 Taxable amount on which tax is collected 94,696.55
1 Sales Tax on taxable amount 5,977.72 6.313% Los Angeles 10.25% 1 CalACT MBTA Fee of 1.5% on the subtotal 2,067.10
1 Mobility Aid reduction (1,000.00) reversal from above 1 Total, Each 145,851.47
1 1 Sub Total 145,851.47
1 Qty 1
1 Grand Total 145,851.47
Sales tax rate is
based on special
zero emission
reduction of normal
tax rate less 3.9375
Signature Signature Date
Print Name
COMPANY/AGENCY
Cole Crockett
Print Name
Cole Crockett
CC Regular Meeting
AGENDA ITEM REPORT
ITEM NO. CC 4
Meeting: June 3, 2025
Title: Approval of Chief of Police Employment Agreement Presented by: Joanna Espinosa, Human Resources Manager
Recommendation: That the City Council approve the Employment Agreement for Richard Walczak as Chief of Police and authorize the City Manager to sign said Employment Agreement.
EXECUTIVE SUMMARY:
In December 2024, City Manager Chris Marcarello announced the appointment of Richard Walczak as Chief of Police effective January 1, 2025. As the Council is aware, Chief Walczak is a career dedicated public servant of Covina Police Department with longtime roots in the City. Following his appointment as Chief, the City Manager directed Human Resources staff to prepare a draft Employment Agreement with Walczak as the new Chief of Police. After discussion and consideration of the terms of the Agreement, the City and Chief Walczak have agreed to its terms, subject to the approval of the City Council.
DISCUSSION:
The Employment Agreement is attached for your review and sets forth the terms and conditions of Chief Walczak’s appointment. The main points of the proposed employment agreement are as follows:
The term of the employment agreement is retroactive to the January 1, 2025 appointment. Based on the results of a recent market study, amends the Chief of Police salary range to the 60th percentile of comparison agencies (Arcadia, Azusa, Baldwin Park, Glendora, Monrovia and Pomona) with a control rate of $22,874.74 per month, effective July 1, 2025. Further, provides that future salary range adjustments in accordance with the Executive Compensation Rules.
Unless otherwise provided in the agreement, the terms and benefits of the Executive Compensation Rules shall be applied to this position.
Some benefits provided under the Police Management Group (PMG) bargaining unit, as set forth in the agreement, shall be retained by the appointee, including but not limited to longevity pay and accrued leave cash outs.
FISCAL IMPACT:
The salary and benefits are described in the attached Employment Agreement.
CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):
Not applicable.
Respectfully submitted,
ATTACHMENT A
RESOLUTION CC 2025-64
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA,
CALIFORNIA, APPROVING AN EMPLOYMENT AGREEMENT FOR
CHIEF OF POLICE AND AMENDING SALARY SCHEDULE UNDER
THE EXECUTIVE COMPENSATION RULES
WHEREAS, the City of Covina (“City”) is a municipal corporation duly organized and existing pursuant to the Constitution and laws of the State of California; and WHEREAS, the City has established a general policy goal to compensate its employees at the 60th percentile of the market (equal to or higher than 60% of comparison agencies) for total compensation; and
WHEREAS, to achieve this goal, City staff and employee groups engage in a collaborative process of identifying agencies and classifications to include in market comparisons so that the City of Covina will remain competitive in the marketplace; and WHEREAS, following a competitive recruitment process, the City desires to enter into an employment agreement with Ric Walczak for the services of Chief of Police and revise the classification’s salary schedule in the Executive Compensation Rules to a range of $18,042.52 to $22,874.74 per month (the 60th percentile of the market as of June 2025). The new revised Executive Salary Schedules, effective June 28, 2025, June 27, 2026, and June 26, 2027 are attached to this Resolution as Exhibits B, C, D and E.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Council approves and authorizes the City Manager, or designee, to establish the following amendments effective June 3, 2025, as follows:
A. Amend the Executive Compensation Rules to revise the Salary Schedule for the classification of Chief of Police to a new salary range of range of $18,042.52 to $22,874.74 per month.
B. Execute the attached employment agreement (“Exhibit A”) on behalf of the City.
SECTION 2. The Chief Deputy 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
Resolution CC 2025-64 Page 2 of 2
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 2025-63 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
Exhibit A
EMPLOYMENT AGREEMENT
FOR CHIEF OF POLICE
This EMPLOYMENT AGREEMENT (“Agreement”) is entered into and effective this 3rd day of June 2025 by and between the CITY OF COVINA (“City”) and RICHARD WALCZAK (“Walczak”). City and Walczak are referred to collectively as “the Parties” or individually as “party” below.
W I T N E S S E T H:
WHEREAS, City seeks the services of Walczak in order to retain his experience, abilities and knowledge and is therefore agreeing to engage his services as the Chief of Police for the City’s Police Department under the terms and conditions set forth below; WHEREAS, Walczak desires to serve as City’s Chief of Police and is willing to do so under the terms and conditions set forth below;
WHEREAS, City desires to provide certain benefits and conditions of employment and set forth the working conditions for Walczak.
NOW THEREFORE, in consideration of the mutual covenants and conditions herein contained, the parties agree as follows:
1. Commencement of Employment. Walczak has accepted employment from City as the Chief of Police, subject to the terms and conditions of this Agreement, and began that employment on January 1, 2025.
2. Duties. As Chief of Police, Walczak shall have such duties and responsibilities as described by the job description of the position of Chief of Police, and all other duties and functions as reasonably assigned by the City Manager from time to time. As Chief of Police, Walczak will be considered a member of City’s management and will be responsible for the management of the City of Covina Police Department.
3. Terms of Employment. Unless otherwise provided in this Agreement, Walczak’s benefits shall be set forth in and shall be subject to the City’s Executive Compensation Rules.
4. Salary. City shall pay Walczak $245,665.53 per year. This amount is subject to change, based on future salary range adjustments or Executive Compensation Rules changes (e.g.
COLA and/or salary increases). City shall pay Walczak at the same time other management employees of the City are paid and subject to customary withholdings.
5. Longevity Pay. City shall provide Walczak longevity pay at four (4) percent of base rate of pay. Longevity pay is paid on a biweekly basis. The parties agree that special compensation shall be reported to CalPERS, to the extent legally permissible, pursuant to Title 2 CCR, Section 571(a)(1).
6. Leave Payouts. Walczak’s benefits shall be set forth in and shall be subject to the City’s Executive Compensation Rules in addition to the following leave payouts:
Vacation
Vacation leave balances that exceed two times (2x) the annual accrual as of March 1st of each year will be paid out, up to the maximum accrual limit, at the employee’s base hourly rate of pay with the first paycheck issued in April. Those hours paid out will then be permanently reduced from Walczak’s leave bank.
Sick
Annually, Walczak may request to be paid out accrued sick leave in excess of 800 hours, up to one hundred twenty (120) hours, at the rate of fifty percent (50%) of the dollar value of the time calculated on base hourly rate of pay. Those hours paid out will then be permanently reduced from Walczak’s leave bank. To request a payout, Walczak must submit a memo to Human Resources for review and approval no later than November 15 of each year. The payout will be included in the first paycheck issued in December.
7. Payout of Accrued Sick Leave Upon Retirement. Upon retirement from the City of Covina and the Public Employees Retirement System (CalPERS), Walczak may elect to:
A. Employee retiring from the City will have ninety percent (90%) of accrued sick leave transferred into a Retiree Health Savings/Reimbursement Account (within applicable IRS regulations and limitations) at his then current base hourly rate. The maximum accrued sick leave that can be utilized is one thousand (1,000) hours. For example, an employee with 1,000 hours accrued would receive 90% of his/her accruals, or 900 hours. Any remaining balance will be transferred into the city’s 457(b) plan up to the annual IRS limit, if available. Any remaining balance may be cashed out or utilized for PERS Service Credit at the employee’s discretion.
B. Receive a payout of fifty-five percent (55%) of accrued sick leave at his then base hourly rate of pay up to 1,200 hours. Any unused balance of sick leave accruals shall be reported to CalPERS for service credit.
8. Termination. This Agreement shall continue in effect until terminated upon written notice by either party.
Walczak’s “at-will” employment as Chief of Police may be terminated at the will, discretion and pleasure of the City Manager at any time, with or without advance notice, cause or reason. City shall provide Walczak with written notice of his termination. In accordance with Government Code section 3304(c), Walczak will be provided with the opportunity to request an administrative appeal of his termination in writing to the City Manager within five working days from the date a termination notice is provided to Walczak. To the extent permitted by law and as described in Binkley v. City of Long Beach (1993) 16 Cal.App.4th 179, such administrative appeal will be in the form of a name-clearing hearing before a neutral fact-finder selected by City, who will then make a recommendation to the City Manager, who will then make a final decision. Such administrative appeal right as provided by City under Government Code section 3304(c) shall not otherwise affect Walczak’s status as an at-will employee.
Walczak may terminate this Agreement at any time by providing at least thirty (30) days’ written notice to the City Manager. Termination pursuant to such action shall occur thirty (30) calendar days after service of said notice, or on such other date as may be agreed to by the Parties.
9. Evaluation. The City Manager may conduct performance reviews of Walczak as the City Manager deems appropriate.
10. Goals and Objectives. The City Manager, in consultation with Walczak, shall define such goals and performance objectives that he or she determines necessary for the proper operation of the Police Department and shall further establish a relative priority among those various goals and objectives. The goals and objectives shall generally be attainable within the time and budgetary resources provided.
11. Professional Development. Subject to the prior approval of the City Manager, City shall pay the dues for two professional organizations, (such as the International Association of Chiefs of Police, Police Executive Research Forum, or the California Police Chiefs Association) which are necessary and desirable for Employee’s continued professional participation, growth, enhancement or for the good of the City. Subject to the prior approval of the City Manager, City shall budget and pay for Walczak’s attendance at two (2) professional organization conferences annually. City shall allow attendance at other conferences identified by Walczak that may benefit the City or enhance his development and growth so long as the City Manager approves of the leave in advance.
12. Entire Agreement. This Agreement, and the City's ordinances and personnel rules and regulations, shall supersede any previous written or oral agreement between Walczak and City relating to employment of Walczak by City and shall constitute the entire agreement between the parties relating to the employment of Walczak.
13. Captions. The headings used in this Agreement are inserted for reference purposes only and shall not be deemed to limit or affect in any way the meaning or interpretation of any of the terms or provisions of this Agreement.
14. Invalidity. If any provision contained in this Agreement is held invalid or unenforceable by a court of competent jurisdiction, the remainder of this Agreement shall be deemed severable, shall not be affected, and shall remain in full force and effect.
15. Amendments. This Agreement may only be amended by a writing executed by all parties.
16. Governing Law and Venue. This Agreement shall be governed by and construed in accordance with the laws of the State of California. Any action to interpret or enforce the terms of this Agreement shall be held exclusively in a state court in Los Angeles County, California.
Walczak expressly waives any right to remove or transfer such action from Los Angeles County.
17. Waiver. The failure of either party to insist upon strict compliance with any of the terms, covenants, or conditions of this Agreement by the other party shall not be deemed a waiver of that term, covenant or conditions, nor shall any waiver or relinquishment of any right or power at any one time or times be deemed a waiver or relinquishment of that right or power for all or any other times.
18. Notices. Notices pursuant to this Agreement shall be deemed effective when given either by personal delivery or by mail to the party to whom directed or when deposited in the United States Mail, postage prepaid, addressed as follows:
City – City Manager
125 E. College Street
Covina, CA 91723
Ric Walczak
Address in personnel file
Either party may change his or its address by providing written notice to the other party in the manner described herein.
IN WITNESS WHEREOF, the parties have executed this Agreement to be effective on the first date written above.
Date: _________, 2025 ______________________________________ CHRIS MARCARELLO, City Manager
City of Covina, California
Date: _________, 2025 ______________________________________
RICHARD WALCZAK
CITY OF COVINA
EXECUTIVE SALARY SCHEDULE
EFFECTIVE JUNE 28, 2025
JOB CODE DESCRIPTION HOURLY MONTHLY ANNUAL
8010 ASSISTANT CITY MANAGER
MINIMUM $ 14,052.47 81.07 $ 168,629.61 $
MAXIMUM $ 18,305.02 105.61 $ 219,660.28 $
8020 ASSISTANT TO THE CITY MANAGER
MINIMUM $ 8,685.85 50.11 $ 104,230.25 $
MAXIMUM $ 11,368.83 65.59 $ 136,425.95 $
8000 CHIEF OF POLICE
MINIMUM $ 18,042.52 104.09 $ 216,510.24 $
MAXIMUM $ 22,874.74 131.97 $ 274,496.88 $
8030 DEPUTY CITY MANAGER
MINIMUM $ 13,311.94 76.80 $ 159,743.26 $
MAXIMUM $ 18,097.31 104.41 $ 217,167.77 $
8063 DIRECTOR OF ADMINISTRATIVE SERVICES
MINIMUM $ 13,311.94 76.80 $ 159,743.26 $
MAXIMUM $ 18,097.31 104.41 $ 217,167.77 $
8040 DIRECTOR OF COMMUNITY DEVELOPMENT
MINIMUM $ 13,311.94 76.80 $ 159,743.26 $
MAXIMUM $ 18,097.31 104.41 $ 217,167.77 $
8060 DIRECTOR OF FINANCE
MINIMUM $ 13,311.94 76.80 $ 159,743.26 $
MAXIMUM $ 18,097.31 104.41 $ 217,167.77 $
8065 DIRECTOR OF HUMAN RESOURCES
MINIMUM $ 13,311.94 76.80 $ 159,743.26 $
MAXIMUM $ 18,097.31 104.41 $ 217,167.77 $
8090 DIRECTOR OF PARKS AND RECREATION
AND LIBRARY SERVICES
MINIMUM $ 13,311.94 76.80 $ 159,743.26 $
MAXIMUM $ 18,097.31 104.41 $ 217,167.77 $
8011 DIRECTOR OF PUBLIC WORKS
MINIMUM $ 13,311.94 76.80 $ 159,743.26 $
MAXIMUM $ 18,097.31 104.41 $ 217,167.77 $
Exhibit B
CITY OF COVINA
EXECUTIVE SALARY SCHEDULE
EFFECTIVE JUNE 27, 2026
JOB CODE DESCRIPTION HOURLY MONTHLY ANNUAL
8010 ASSISTANT CITY MANAGER
MINIMUM $ 14,474.04 83.50 $ 173,688.50 $
MAXIMUM $ 18,854.17 108.77 $ 226,250.09 $
8020 ASSISTANT TO THE CITY MANAGER
MINIMUM $ 8,946.43 51.61 $ 107,357.16 $
MAXIMUM $ 11,709.89 67.56 $ 140,518.73 $
8000 CHIEF OF POLICE
MINIMUM $ 18,583.80 107.21 $ 223,005.55 $
MAXIMUM $ 23,560.98 135.93 $ 282,731.79 $
8030 DEPUTY CITY MANAGER
MINIMUM $ 13,711.30 79.10 $ 164,535.55 $
MAXIMUM $ 18,640.23 107.54 $ 223,682.80 $
8063 DIRECTOR OF ADMINISTRATIVE SERVICES
MINIMUM $ 13,711.30 79.10 $ 164,535.55 $
MAXIMUM $ 18,640.23 107.54 $ 223,682.80 $
8040 DIRECTOR OF COMMUNITY DEVELOPMENT
MINIMUM $ 13,711.30 79.10 $ 164,535.55 $
MAXIMUM $ 18,640.23 107.54 $ 223,682.80 $
8060 DIRECTOR OF FINANCE
MINIMUM $ 13,711.30 79.10 $ 164,535.55 $
MAXIMUM $ 18,640.23 107.54 $ 223,682.80 $
8065 DIRECTOR OF HUMAN RESOURCES
MINIMUM $ 13,711.30 79.10 $ 164,535.55 $
MAXIMUM $ 18,640.23 107.54 $ 223,682.80 $
8090 DIRECTOR OF PARKS AND RECREATION
AND LIBRARY SERVICES
MINIMUM $ 13,711.30 79.10 $ 164,535.55 $
MAXIMUM $ 18,640.23 107.54 $ 223,682.80 $
8011 DIRECTOR OF PUBLIC WORKS
MINIMUM $ 13,711.30 79.10 $ 164,535.55 $
MAXIMUM $ 18,640.23 107.54 $ 223,682.80 $
CITY OF COVINA
EXECUTIVE SALARY SCHEDULE
EFFECTIVE JUNE 26, 2027
JOB CODE DESCRIPTION HOURLY MONTHLY ANNUAL
8010 ASSISTANT CITY MANAGER
MINIMUM $ 14,908.26 86.01 $ 178,899.15 $
MAXIMUM $ 19,419.80 112.04 $ 233,037.59 $
8020 ASSISTANT TO THE CITY MANAGER
MINIMUM $ 9,214.82 53.16 $ $ 110,577.88
MAXIMUM $ 12,061.19 69.58 $ $ 144,734.29
8000 CHIEF OF POLICE
MINIMUM $ 19,141.31 110.43 $ 229,695.71 $
MAXIMUM $ 24,267.81 140.01 $ 291,213.74 $
8030 DEPUTY CITY MANAGER
MINIMUM $ 14,122.64 81.48 $ 169,471.62 $
MAXIMUM $ 19,199.44 110.77 $ 230,393.29 $
8063 DIRECTOR OF ADMINISTRATIVE SERVICES
MINIMUM $ 14,122.64 81.48 $ 169,471.62 $
MAXIMUM $ 19,199.44 110.77 $ 230,393.29 $
8040 DIRECTOR OF COMMUNITY DEVELOPMENT
MINIMUM $ 14,122.64 81.48 $ 169,471.62 $
MAXIMUM $ 19,199.44 110.77 $ 230,393.29 $
8060 DIRECTOR OF FINANCE
MINIMUM $ 14,122.64 81.48 $ 169,471.62 $
MAXIMUM $ 19,199.44 110.77 $ 230,393.29 $
8065 DIRECTOR OF HUMAN RESOURCES
MINIMUM $ 14,122.64 81.48 $ 169,471.62 $
MAXIMUM $ 19,199.44 110.77 $ 230,393.29 $
8090 DIRECTOR OF PARKS AND RECREATION
AND LIBRARY SERVICES
MINIMUM $ 14,122.64 81.48 $ 169,471.62 $
MAXIMUM $ 19,199.44 110.77 $ 230,393.29 $
8011 DIRECTOR OF PUBLIC WORKS
MINIMUM $ 14,122.64 81.48 $ 169,471.62 $
MAXIMUM $ 19,199.44 110.77 $ 230,393.29 $
CC Regular Meeting
AGENDA ITEM REPORT
ITEM NO. CC 5
Meeting: June 3, 2025
Title: Amending the Fiscal Year 2024/2025 Capital Improvement Program to Increase Funding for the Covina Recreation Village Project and Authorize the Director of Public Works to Approve a Change Order for the Construction of Phase II - Library Presented by: Rafael M. Fajardo, Director of Public Works/City Engineer Recommendation: 1. Approve plans and specifications for the Covina Recreation Village Project Phase II – Library;
2. Adopt Resolution CC 2025-40 appropriating $4,179,776.36 from various funding sources to the Covina Recreation Village Project in order to provide additional funding for the construction of Phase II – Library;
3. Authorize the Director of Public Works/City Engineer to approve a contract change order for the Covina Recreation Village Project to Perera Construction and Design, Inc. in the amount of $9,276,796.36 for the construction of the new library building; and
4. Authorize a project contingency amount of $565,281.10 to cover the cost of unforeseen construction expenses.
EXECUTIVE SUMMARY:
As part of the City’s Fiscal Year 2023-2024 Capital Improvement Program, the City Council approved the Covina Recreation Village Project (CRV), which consists of the construction of a new gymnasium, library, and offsite improvements situated on 2.49 acres at:
640 E Citrus Avenue – approximately 18,196 square feet (West Building) 680 N Citrus Avenue – approximately 13,652 square feet (East Building) On July 16, 2024, the City Council approved a contract with Perera Construction and Design Inc. to construct the CRV Phase I, which consists of a new indoor gymnasium with offices for Parks & Recreation staff. Phase I is currently under construction. Upon an inquiry from City staff, Perera Construction and Design, Inc., submitted a change order for the potential construction of the CRV Phase II - Library with a not-to-exceed lump sum amount of $9,276,796.36. The proposed construction cost is lower than Bernards Bros Inc. original bid of $9,782,000 for the Library component of the CRV. Due to the uncertainty of economic conditions both locally and abroad and the current availability of construction monies, City staff recommends approval of Perera Construction and Design Inc.’s change order to construct the CRV Phase II – Library in order to further realize the City Council’s overall vision for the CRV.
DISCUSSION:
On March 12th, 2024, the City received one bid in the amount of $29,756,000 from Bernards Bros Inc. for the construction of the Covina Recreation Village Project, which included the gymnasium building, library, and offsite improvements. The bid amount was approximately 30% above the Engineer’s construction cost estimate as shown below:
West Gymnasium Building $19,974,000
East Library Building $ 9,782,000
Total $29,756,000
The proposed bid was subsequently rejected and City staff proceeded to conduct a construction cost analysis and concluded that phasing the project would be a more cost-effective solution. City staff eventually split the project into three distinct phases as follows:
Phase I - Construction of an Indoor Gymnasium & Offices within the West Building Phase II - Construction of a new Library
Phase III - Construction of off-site improvements
Upon re-bidding the project for Phase I, Perera Construction and Design Inc. was the successful bidder.
Moreover, City staff scheduled the bidding of Phase II for January 2026; however, the imposition of sweeping tariffs at the federal level created economic uncertainty pertaining to major construction projects and will significantly increase construction costs, potentially impacting project budgets, timelines, and possibly leading to delays or cancellations. Therefore, City staff explored an alternative to start construction of Phase II as soon as possible in an effort to avoid an increase in critical costs and delays and discussed the feasibility of Phase II construction with Perera Construction and Design, Inc. Perera Construction and Design, Inc. subsequently submitted a change order to the City in the amount of $9,276,796.36, which is $505,203.64 lower than the cost estimate submitted by Bernards Bros Inc., with a tentative completion date of April 2026.
FISCAL IMPACT:
On July 16, 2024, the City Council approved a total of $12,112,926 for construction of Phase I - Construction of an Indoor Gymnasium & Offices within the West Building. Funding for this phase of construction was entirely from competitive grant awards and special revenue funds.
The completion of Phase II - Construction of a new Library will cost an estimated $9,276,796.36 with a $565,281.10 contingency allowance for any unforeseen construction expenses. $4,179,776.36 will be appropriated via Resolution CC 2025-40 while $5,662,301.10 has already been appropriated. Of note, the competitive State Library grant award in the amount required a local match of $3.072 million. As proposed, this local match will be funded through the City’s Measure CC fund balance.
A comprehensive list of funding sources for Phase II is conveyed below:
FUND AMOUNT ACCOUNT
Library Grant – State Library
Agency
$5,377,020 460039ST-42190-P2202/460039ST55100-P2202
Measure CC (Matching
Funds)
$3,072,226.36 46003900-49110-P2202/46003900-
55100-P2202
Parks & Recreation CIP $127,550 46003900-48990-P2202/46003900- 55100-P2202
PEG Fund $599,000 28903900-55100-P2202
Kahler Russell Gymnasium
Fund
$110,000 46303900-55100-P2202
Impact Fees - Library $210,000 47023900-55100-P2202
Borello Fund $61,000 29763900-55100-P2202
State of California Prop 68
Parks Grant
$285,281.10 4600PR68-55100-P2202
Total $9,842,077.46
As proposed, the total project cost of $23.27 million for Phases I and II of the Covina Recreation Village will be funded by approximately $18.883 million (~87% of total cost) in grant awards/special revenue funds and $3.072
million (~13% of total cost) in local Measure CC funds. Approximately $1.617 million in grant award funds remain available for the proposed Phase III portion of this project to complete offsite improvements and a pedestrian bridge from the Covina Recreation Village to the City’s F.A.I.R. District.
CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):
This project has been determined to be categorically exempt under CEQA in accordance with Title 14, Chapter 3, Class 1, Sections 15301 and 15302. This exemption includes the minor alteration of existing public facilities involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination.
The project involves negligible or no expansion of an existing use.
Respectfully submitted,
ATTACHMENT A
RESOLUTION CC 2025-40
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA,
CALIFORNIA, APPROVING A CONSTRUCTION CONTRACT CHANGE
ORDER WITH PERERA CONSTRUCTION AND DESIGN, INC. FOR THE
COMPLETION OF PUBLIC IMPROVEMENTS AT THE COVINA
RECREATION VILLAGE AND APPROPRIATING $4,179,776.36 FOR USE
TOWARDS THE PROJECT
WHEREAS, the City of Covina City Council approved the Covina Recreation Village Project as part of the City’s Fiscal Year 2023-24 Capital Improvement Program budget; and WHEREAS, the City of Covina has been awarded nine (9) grants totaling $20.5 million for the construction of the Covina Recreation Village Project, which will include an indoor gymnasium, library, public plaza, dog park, playground amenities and pedestrian connectivity elements with the Covina Metrolink Station and the City’s Food, Arts, Industrial and Residential District via a pedestrian access bridge. External grant funds represent approximately seventy-five (75) percent of the total project cost and without these funds, the project would not be feasible for completion; and
WHEREAS, in December 2023, the Covina City Council approved a Project Labor Agreement (“PLA”) with the Los Angeles/Orange County Building Trades for the construction of the Covina Recreation Village that requires the use of local, skilled labor resources for the completion of the Project; and
WHEREAS, on January 2024, following a publicly advertised bidding process, no construction bids were received for the completion of the Covina Recreation Village Project.
Following this unsuccessful bid process, the project and bid package was re-advertised to interested general contractors; and
WHEREAS, on March 19, 2024, following a publicly advertised bidding process, the Covina City Council rejected the lowest responsive bid in the amount of $29.756 million to complete the Covina Recreation Village Project. The bid amount was roughly thirty (30) percent above the architect’s construction cost estimate to complete the project. Following the bid rejection, the City Council directed staff to revise the construction bid package and resolicit bids for construction of the Project; and
WHEREAS, a revised construction bid package was advertised for the Covina Recreation Village Project in May and June 2024. At a public bid opening on June 18, 2024, five (5) bids were received and it was determined that Perera Construction and Design Inc. was the lowest responsive and responsible bidder to complete the project in the amount of $12.113 million. On July 16, 2024, the Covina Council awarded a contract to Perera Construction and Design Inc. to complete the improvements included in the bid package; and WHEREAS, construction on the revised construction bid package is underway, with an estimated completion in winter 2026; and
Resolution CC 2025-40 Page 2 of 4
WHEREAS, the City desires to complete other improvements, namely the construction of a public library, that was not included in the revised construction bid package awarded on July 16, 2024; and
WHEREAS, the City’s grant agreements for the Covina Recreation Village require that the expenditure of funds be completed by December 31, 2025, to be eligible for reimbursement; and
WHEREAS, the City of Covina has negotiated a contract change order in the amount of $9,276,796.36 with Perera Construction and Design Inc. utilizing the same unit prices included in the construction contract awarded on July 16, 2024 to complete other improvements, including the construction of a public library; and
WHEREAS, the City of Covina will realize significant savings in costs and time associated with utilizing the City’s competitively bid contract with Perera Construction and Design, Inc. and if the City does not undertake its improvements now, it will risk the loss of external grant resources for the completion of improvements and is not certain if or when grant resources will become available for this purpose; and
WHEREAS, the Fiscal Year 2025 Operating Budget & Capital Improvement Plan (CIP) was approved on June 4, 2024; and
WHEREAS, the approved Operating Budget and Capital Improvement Plan (CIP) is in accordance with all applicable ordinances of the City and all applicable statutes of the State; and WHEREAS, the City of Covina wishes to amend the 2024/2025 Capital Improvement Program Budget and appropriate an $4,179,776.36 from various funding sources towards the completion of the Covina Recreation Village Project – Phase II – Library.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The above recitals are incorporated herein.
SECTION 2. The City of Covina hereby authorizes a contract change order with Perera Construction and Design, Inc. for the completion of public improvements at the Covina Recreation Village, including a public library as is discussed in the agenda report accompanying this Resolution.
SECTION 3. The City Manager is hereby authorized to enter into a contract change order with Perera Construction and Design Inc. for completion of Phase II of the Covina Recreation Village Project, using competitively bid prices received on July 16, 2024 in accordance with Public Contracts Code Section 22030 and Covina Municipal Code Section 2.54. Such action is taken because obtaining new competitive proposals would not produce an advantage, and the advertisement for competitive bid would thus be undesirable, impractical or impossible as permitted in Graydon v. Pasadena Redevelopment Agency (1980) 104 Cal.App. 3d 631, 636-637, 164 Cal.Rptr. 56. Perera Construction and Design Inc. is the only company available to perform work on the location at this time. Further, failure to use Perera Construction and Design Inc. will
Resolution CC 2025-40 Page 3 of 4
significantly delay or prevent the City from utilizing grant resources to make its desired public improvements, will not result in cost savings and the City has already complied with the competitive bid process in its award of contract to Perera Construction and Design Inc. on July 16, 2024.
SECTION 4. Amend the Fiscal Year 2024/2025 Capital Improvement Program Budget and appropriate $4,179,776.36 from various funding sources as follows:
Account
No.
Account
Description
Amount ($) Increase/Decrease
1095-
0000-
59140-
P2202
Measure CC
Transfer-Capital
Projects Fund
$3,072,226.36 Increase
46003900-
48990-
P2202
Parks CIP-Library
Admin-Other
Revenue-Covina
Recreation
Village Project
$127,550 Increase
46003900-
49110-
P2202
Parks CIP-Library
Admin-TransferGF-Covina
Recreation
Village Project
$3,072,226.36 Increase
46003900-
55100-
P2202
Parks CIP-Library
Admin-Buildings
and StructuresCovina
Recreation
Village Project
$3,199,776.36 Increase
28903900-
55100-
P2202
Public Education
in GovernmentLibrary AdminBuildings and
Structures-Covina
Recreation
Village Project
$599,000 Increase
46303900-
55100-
P2202
Kahler Russell
Gymnasium
Fund-Library
Admin-Buildings
and StructuresCovina
Recreation
Village Project
$110,000 Increase
47023900-
55100-
P2202
Impact FeesLibrary-Library
Admin-Buildings
$210,000 Increase
Resolution CC 2025-40 Page 4 of 4
and StructuresCovina
Recreation
Village Project
29763900-
55100-
P2202
Borello FundLibrary AdminBuildings and
Structures-Covina
Recreation
Village Project
$61,000 Increase
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 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 2025-40 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
Covina Rec Village - PH. 2 East Library
640 N Citrus Ave, Covina Ca, 91723
QTY UNIT PRICE TOTAL
SITE WORK
1 Site Survery 1 LS 57,186.78 68,987.85
2 Earthwork / Building Pad 1 LS 41,219.61 49,725.69
3 Demolition / Clean Up 1 LS 180,233.92 217,427.00
BUILDING -
4 Structural Concrete 1 LS 603,616.67 768,179.01
5 Structural Steel 1 LS 787,512.30 970,023.33
6 Metal Decking 1 LS 41,886.71 50,530.46
7 1 LS 227,792.57 294,799.84
8 1 LS 592,690.22 674,997.77
9 1 LS 48,807.27 58,879.14
10 1 LS 290,180.61 390,062.28
11 1 LS 389,926.63 470,403.84
12 1 LS 53,802.43 64,905.10
13 1 LS 101,695.28 122,681.12
14 1 LS 339,519.39 409,582.62
15 1 LS 305,892.87 349,016.93
16 1 LS 68,337.77 82,439.95
17 1 LS 792,850.46 936,463.08
18 1 LS 150,028.52 180,988.41
19 1 LS 164,684.26 198,668.51
20 1 LS 38,118.37 45,984.48
21 1 LS 369,134.60 445,309.21
22 1 LS 819,725.65 948,884.23
23 1 LS 1,274,553.64 1,537,570.53
24 1 LS 170,005.93 205,088.35
25 1 LS 126,449.88 152,544.07
26 1 LS 10,847.27 13,085.71
9,707,228.49
1 LS TBD TBD
1 LS TBD TBD
9,707,228.49
1 LS (110,000.00) (100,000.00)
1 LS (140,000.00) (140,000.00)
1 LS (30,000.00) (30,000.00)
1 LS (160,432.13) (160,432.13)
1 LS Included Included
1 LS Included Included
1 LS Included Included
1 LS Included Included
1 LS Included Included
1 LS Included Included
1 LS Included Included
1 LS Included Included
1 LS VE Pending VE Pending
1 LS Excluded Excluded
1 LS VE Pending VE Pending
1 LS Pending Design Pending Design
1 LS Included Included
1 LS Included Included
9,276,796.36
TOTAL CONTRACT AMOUNT TO INCLUDE ALL ALLOWANCES
TOTAL CONTRACT AMOUNT TO INCLUDE ALL ALTERNATES
This Proposal is a combination of the original bid set, structural bulletin 1 and architectural bulletin 1 changes Alternate #15 - New CMU Wall in Lieu of BRBF
Alternate #16 - Structural Reinforcing At Northwest Corner Panel Alternate #17 - Mechanical Screen Location Per Original Bid Set Alternate #18 - Coved Backsplash At SS-1/SS-2 Countertops Removed Tile
Skylight
Doors, Frame and Hardware
Glass & Glazing
Drywall
ITEM OF WORK
Rough Carpentry
Millwork
Sheet Metal
Insulation / Fire stopping
Roofing
Acoustical Ceiling
Electrical
Alternate #3 - CON-P to CON-S Finish
Flooring
Painting
Toilet Accessories
Plumbing
HVAC
Fire Sprinkler
Fire Alarm
Signage
Alternate #2 - Polycarbonate Framed Curbed walls at Story Time & Literacy Allowance #1 - Canopy Structure
Allowance #2 - MetroLink ROW Flagging Requirements
CONTRACT AMOUNT
Alternate #1 - Keep All Roof Lumber, Install Only New PVC Membrane Alternate #4 - Remove GLB Strengthening Plates
Alternate #5 - CMU Wall at Eastern Section of Building with Int. Wall Face Alternate #6 - Building Slab Remains and is Ardex Infilled Alternate #7 - South Wall Perimeter Footings
Alternate #8 - Cloud Ceilings by Lamvin & Dark Grey Painted Ceilings Alternate #9 - Roof Framing & 9" PVC Roofing Per Original Bid Set & Not Flat Alternate #10 - Book Shelves, Adult Pod & Backing Removed per Bulletin 1 Alternate #11 - Gutter & Downspouts per Original Bid Set Roof Alternate #12 - Strucutral Steel Roof & Column Bracing per Original Bid Set Alternate #13 - Light Fixtures per New Cloud Ceiling Layout Alternate #14 - Anti-Graffiti Coating at 10' AFF
1 ATTACHMENT B
SCOPE CLARIFICATIONS
Responsible VE Oppurtunity Increase Potential Already In Proposal Date Received Initial Signature Eddie
Eddie
Eddie
Eddie
Eddie
Eddie
Lisa / Crystal
Eddie
Eddie
Eddie/Jake/Covina
Eddie/Jake/Covina
Eddie
Eddie
Eddie
Lisa / Crystal
Lisa / Crystal / Mary Wu
Mary Wu / Other
Mary Wu / Other
Mary Wu / Covina
Mary Wu / Covina
Mary Wu / Covina
Mary Wu / Covina
Lisa / Crystal
Lisa / Crystal
Lisa / Crystal
Lisa / Crystal
Lisa / Crystal
Jake/Covina
Jake/Covina
Jake/Eddie
Jake/Covina
Jake/Covina
Confirm spouts/gutters output drainage design. Where is water going? Confirm crickets are acceptable
Confirm condition at roof Eastern wall where CMU meets Sheathing/PVC System Confirm backing detail or requirements to concrete wall Confirm removed items (Narrative)
Confirm kept items (Narrative)
Flooring
Confirm if polished concrete in lieu of polished and stained is acceptable CRV Phase II - East Library Project
CMU Wall Footing Details
CMU Wall Overhead Details
CMU Wall End Panel Connection Details
CMU Wall Exterior Finish & Interior Finish
Does existing rebar need to be salvaged / hand-chipped
Glu-Lam Beam Strengthening Plates Requirement
Confirm Colors & Shapes (5 total options)
Confirm tapered insulation or standard
Confirm dome shaped roof to remain but as new product
Acoustical Ceiling
Cloud Ceiling Confirmation
Armstrong Noir Ceiling above confirmation
BRBF (CoreBrace) Requirement
Following only EC & Associates Drawings? Need Completed Dome Shaped Roof Remaining
Confirm column foundations (Caissons or footing pedestals) Confirm details
Confirm spouts/gutters needed or locations?
Confirm if anti-graffiti coating is necessary
Confirm any specific manufacturers needed to be used
CONCRETE
STRUCTURAL STEEL
CANOPY
Roof
Slab Ardex
Epoxy Injection at any cracks that allow a credit card to slide into? South Footing Detail
Confirm new floor layout with new building layout/size and removed Eastern Scope Confirm Cloud Count
Confirm Cloud Layout
Millwork
SCOPE CLARIFICATIONS
Responsible VE Oppurtunity Increase Potential Already In Proposal Date Received Initial Signature Eddie
Eddie
Eddie
Eddie
Eddie
Eddie
Lisa / Crystal
Eddie
Eddie
Eddie/Jake/Covina
Eddie/Jake/Covina
Eddie
Eddie
Eddie
Lisa / Crystal
Lisa / Crystal / Mary Wu
Mary Wu / Other
Mary Wu / Other
Mary Wu / Covina
Mary Wu / Covina
Mary Wu / Covina
Mary Wu / Covina
Lisa / Crystal
Lisa / Crystal
Lisa / Crystal
Lisa / Crystal
Lisa / Crystal
Jake/Covina
Jake/Covina
Jake/Eddie
Jake/Covina
Jake/Covina
Confirm spouts/gutters output drainage design. Where is water going? Confirm crickets are acceptable
Confirm condition at roof Eastern wall where CMU meets Sheathing/PVC System Confirm backing detail or requirements to concrete wall Confirm removed items (Narrative)
Confirm kept items (Narrative)
Flooring
Confirm if polished concrete in lieu of polished and stained is acceptable CRV Phase II - East Library Project
CMU Wall Footing Details
CMU Wall Overhead Details
CMU Wall End Panel Connection Details
CMU Wall Exterior Finish & Interior Finish
Does existing rebar need to be salvaged / hand-chipped
Glu-Lam Beam Strengthening Plates Requirement
Confirm Colors & Shapes (5 total options)
Confirm tapered insulation or standard
Confirm dome shaped roof to remain but as new product
Acoustical Ceiling
Cloud Ceiling Confirmation
Armstrong Noir Ceiling above confirmation
BRBF (CoreBrace) Requirement
Following only EC & Associates Drawings? Need Completed Dome Shaped Roof Remaining
Confirm column foundations (Caissons or footing pedestals) Confirm details
Confirm spouts/gutters needed or locations?
Confirm if anti-graffiti coating is necessary
Confirm any specific manufacturers needed to be used
CONCRETE
STRUCTURAL STEEL
CANOPY
Roof
Slab Ardex
Epoxy Injection at any cracks that allow a credit card to slide into? South Footing Detail
Confirm new floor layout with new building layout/size and removed Eastern Scope Confirm Cloud Count
Confirm Cloud Layout
Millwork
ATTACHMENT C
CC Regular Meeting
AGENDA ITEM REPORT
ITEM NO. CC 6
Meeting: June 3, 2025
Title: Request to Amend the City’s Classification Plan to Establish the Classification of Information Technology Technician
Presented by: Angel Carrillo, Deputy City Manager
Joanna Espinosa, Human Resources Manager
Recommendation: That the City Council adopt Resolution CC 2025-62 to establish and amend the City's Classification plan, and establish the new job description and salary range for Information Technology Technician within the Mid-Management, Supervisory and Professional, and Confidential and Technical Employees (Unaffiliated) Compensation Rules.
EXECUTIVE SUMMARY:
A review of the existing organizational staffing structure within the Information Technology section of the City Manager’s office was recently completed to ensure operational needs and organizational goals are met. Based on this review, it has been determined that staffing adjustments are needed to better serve the internal and external customers of the City.
The job specification and salary schedule are attached with Resolution CC 2025-62 as Attachment A hereto.
BACKGROUND:
On July 16, 2024, City Council approved the Mid-Management, Supervisory and Professional, and Confidential and Technical Employees (Unaffiliated) Compensation Rules, including Section 3A: Covered Classifications.
The attached Resolution to establish the new Information Technology Technician job classification and salary ranges will amend Section 3 of the Unaffiliated Compensation Rules to include this new job classification.
On May 6, 2025, City Council adopted the Fiscal Year 2025-26 Budget. Part of the recommended staffing changes included creating a new full-time position within the Information Technology division.
DISCUSSION:
The City’s current technology infrastructure has grown increasingly complex, and the demand for timely technical support has significantly increased. Presently, IT support is provided through contract services and a limited number of onsite positions that are stretched thin across multiple departments and functions, which has impacted response times.
With the increased reliance on digital platforms, the City’s internal and external service delivery is being affected by limited IT staffing capacity. In order to maintain high-quality service to both staff and residents, the City must address the increasing demand for IT support.
The proposed IT Technician position is intended to provide first-level technical support to City staff and serve as a critical resource in maintaining the City’s information technology services.
Human Resources continues to review the operating structure and job classifications in the City’s various departments to ensure competitiveness with the labor market and address changing operational needs. As a general policy goal, the City seeks to compensate its employees at the 60th percentile of the market (equal to or higher
than 60% of comparison agencies) for total compensation. To achieve this goal, a market comparison for the position of Information Technology Technician was completed so that the City of Covina will remain competitive in the marketplace.
Based on the review of the current staffing needs in the Information Technology division, it was determined that the changes being recommended herein are necessary to support the growing needs of the City’s operations and the internal and external customers it serves.
FISCAL IMPACT:
Funding for the new classification is included in the City’s FY 2025-26 budget.
CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):
Not applicable.
Respectfully submitted,
CC Regular Meeting
AGENDA ITEM REPORT
ITEM NO. CC 7
Meeting: June 3, 2025
Title: Adopting a Records Retention Schedule and Authorizing the Destruction of Certain City Records
Presented by: Fabian Velez, Chief Deputy City Clerk
Desiree Jimenez, Deputy City Clerk/Records Manager
Recommendation: 1. Adopt Joint Resolution CC 2025-58 rescinding Resolution CC 2024-14 and adopting a Records Retention Schedule; and
2. Adopt Resolution CC 2025-59 authorizing the destruction of certain City records.
EXECUTIVE SUMMARY:
Since July 2017, the City has obtained an annual subscription service from Gladwell Governmental Services, Inc. an expert in local government records, to review and update the City's Records Retention Schedule and destruction procedures. The annual subscription includes an annual update, legal review of all changes for the year, additional changes requested by City employees, rewriting of the index to retention schedules to reflect the changes made, and unlimited e-mail and telephone assistance throughout the year. Once a retention schedule has been approved by the City Council, Government Code Section 34090 authorizes the destruction of obsolete records by the Department Head, with approval of the City Council by resolution and written consent of the City Attorney.
DISCUSSION:
Gladwell Governmental Services, Inc. has conducted a review of the retention schedule and has provided the annual update of the retention schedule (Exhibit A to Attachment A). The update allows the City to comply with recent changes in law and provide a more efficient system for the management of permanent and disposable documents. The records retention periods are in compliance with current laws and are standard business practice for California cities. The proposed update includes all City departments except the Police Department, which manages its own records separately.
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with consent in writing of the City Clerk or Chief Deputy City Clerk, City Manager, City Attorney, and City Council.
The Departments of Administrative Services (Finance and Human Resources), City Clerk/Records Management, Community Development (Code Enforcement & Planning), Parks & Recreation/Library Services, Public Works, Special Projects, have completed a review of files to determine which records have met their retention and are eligible for destruction per the City’s Record Retention Schedule. Records to be destroyed with the consent of the City Attorney are detailed in Exhibit A to Resolution CC 2025-59. Therefore, staff recommends that the City Council adopt Resolution CC 2025-59 authorizing the destruction of obsolete records.
FISCAL IMPACT:
There is no fiscal impact to adopt the updated retention schedule; however, there is a nominal cost of $400 per fiscal year, which was included in the Fiscal Year 2024-25 budget, account no. 1010-0700-51005 for the subscription to provide an annual update and unlimited advice.
A nominal fee is also associated with the destruction of obsolete records, which is based on the number of boxes destroyed. Funding for document destruction has been authorized and budgeted within Fiscal Year 2024-2025 under accounts 1010-0500-53990 (Finance), 6010-0500-53990 (Water-Finance), 1010-300-53990/1010-3900- 53990 (Parks & Recreation/Library Services), and 1010-0700-53990 (Records Management).
CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):
Not applicable.
Respectfully submitted,
RESOLUTION CC 2025-58
A JOINT RESOLUTION OF THE CITY COUNCIL, SUCCESSOR
AGENCY TO THE COVINA REDEVELOPMENT AGENCY, COVINA
PUBLIC FINANCING AUTHORITY, AND COVINA HOUSING
AUTHORITY OF THE CITY OF COVINA, CALIFORNIA, RESCINDING RESOLUTION CC 2024-14 AND ADOPTING A RECORDS RETENTION
SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY
RECORDS
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Covina; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the State of California has adopted guidelines specifying retention periods for various government records; and
WHEREAS, the City Council of the City of Covina adopted a records retention schedule on July 17, 2001, by minute action; and the Covina Redevelopment Agency adopted the same records retention schedule on June 3, 2003, by minute action; and WHEREAS, on July 17, 2017, City Council approved an agreement with Gladwell Governmental Services, Inc. to review and update the City’s Records Retention Schedule and destruction procedures which included annual updates and a subscription for unlimited advice; and WHEREAS, on December 19, 2017, the City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority adopted joint Resolution CC 17-128, adopting a records retention schedule and authorizing destruction of certain city records; and
WHEREAS, the Retention Schedule has been reviewed and updated annually and taken to City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority for approval on:
December 17, 2019, Resolution CC 19-127,
February 18, 2020, Resolution CC 2020-16,
April 20, 2021, Resolution CC 2021-40,
August 16, 2022, Resolution CC 2022-89;
September 5, 2023, Resolution CC 2023-87
April 2, 2024, Resolution CC 2024-14 and
ATTACHMENT A
Resolution CC 2025-58 Page 2 of 3
WHEREAS, the current records retention schedule has been reviewed and updated to comply with recent changes in law and provide a more efficient system for the management of permanent and disposable documents.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. Resolution CC 2024-14 is hereby rescinded in its entirety and this resolution including the Records Retention Schedule (Exhibit A) shall supersede all previous resolutions that are in conflict with this resolution.
SECTION 2. The records of the City of Covina, as set forth in the Records Retention Schedule (Exhibit A), attached hereto and incorporated herein by reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk or Chief Deputy City Clerk and City Attorney, without further action by the City Council of the City of Covina.
SECTION 3. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.
SECTION 4. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.
SECTION 5. This resolution shall become effective immediately upon its passage and adoption.
APPROVED and PASSED this 3rd day of June, 2025.
City of Covina, California
BY:
VICTOR LINARES, Mayor
ATTEST:
FABIAN VELEZ, Chief Deputy City Clerk
Resolution CC 2025-58 Page 3 of 3
CERTIFICATION
I, Fabian Velez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2025-58 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
HOW TO USE RETENTION SCHEDULES
©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.
The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained.
Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.
The term “records” shall include all records as defined by the California Public Records Act.
STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.
Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)
BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):
Destruction or deletion of an official (original) record that has exceeded its retention period must be authorized prior to destruction or deletion.
• If there is a minimum retention (“Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.
Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive.
On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”
Exhibit A
RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.
Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record.
Records Description: The record series (a group of like records).
Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.
Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.
Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.
Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) Page 89 of 861
Ver. 20.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Lead Dept. CW-002 Accounts Payable, Invoices - City Attorney Invoices Only 5 years 5 years Yes: Before Payment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal government auditing standards; GC §34090 Lead Dept. CW-004
Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) Lead Dept. CW-007
Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding)(Correspondence, Insurance Certificates, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: After
QC & OD
Upon
Completio
n
Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A133; GC §34090; GC §8546.7 COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-008
Agreements & Contracts: ADMINISTRATIVE FILES(no Grant Funding)(Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After
QC & OD
Upon
Completio
n
Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §335 337 et. seq., GC §34090
Lead Dept. CW-011
Bids: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contractIncludes Rating Sheets and Interview QuestionsExcludes Bid Files, which are retained by the City Clerk 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
The RFP / RFQ and the successful proposal becomes part of the agreement or contract; GC §34090 Staffing Dept. CW-012
Boards, Commissions, & Committees: City Council Subcommittees(Composed solely of less than a quorum of the City Council) 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD All recommendations are presented to the City Council; 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: CITY-WIDE STANDARDS Page CW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Staffing Dept. CW-013
Boards, Commissions, & Committees: Employees Staff Meetings / Department Staff Meetings 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090 et seq.
CW-014
Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Non-records
Lead
(Requesting)
Dept.
CW-017 City Attorney Opinions Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; GC §34090 Lead
(Responding)
Dept.
CW-019 Complaints / Concerns from Citizens Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; GC §34090 Human
Resources CW-020 Complaints Against Employees
Send to
Human
Resources
Send to
Human
Resources
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090.7
Lead Dept. CW-022 Copies or duplicates of any record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090.7
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-023
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 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
ONLY IF the Content relates in a substantive way to the conduct of the public's business; City of San Jose v. Superior Court (Smith). (2017) 2 Cal.5th 608; 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: CITY-WIDE STANDARDS Page CW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-024
Correspondence -
TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda NOT retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference(e.g. calendars, checklists, email or social media posting, employee directories, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, speaker cards, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, undeliverable envelopes / returned mail, visitors logs, voice mails webpages etc ) When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are filed and retained based upon their CONTENT. Records, e-mails, electronic records, or social media postings where the Content relates in a substantive way to the conduct of the public's business, or that ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing in a file folder, or saving them electronically in a folder outside the e-mail system; If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §34090, GC §§7927.500, 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). (2017) 2 Cal.5th 608 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: CITY-WIDE STANDARDS Page CW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-026
Deposit Accounts / Trust Accounts / Refundable Deposits Close + 5
years
Close + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; meets auditing standards; GC §34090 Lead Dept. CW-027 DMV Pull Notices
When
Superseded or
Separated
When
Superseded
or Separated
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Lead Dept. CW-028 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD As long as the drafts and notes
are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 7927.500 Lead Dept. CW-029
GIS Database / Data / Layers (both City-wide and Specialized) When No
Longer
Required
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq.
Lead Dept. CW-030 Grants (UNSUCCESSFUL Applications, Correspondence) 2 years 2 years Mag, 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: CITY-WIDE STANDARDS Page CW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-031
Grants / CDBG / Reimbursable Claims / FEMA or OES Reimbursement Claims / Subventions (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required)Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records 2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; ; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A133; GC §34090; GC §8546.7 Lead Dept. CW-033
Litigation Files / Lawsuits / Court Case Files Send Final Settlement Agreements to the City Clerk Final
Resolution + 5
years
Final
Resolution + 5
years
Yes: Until
Settlement
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Confirm with City Attorney prior to destruction of any litigation files; CCP §§335 337 et seq.; GC §34090
Lead Dept. CW-034 Leave Slips / Time Off Requests When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the Regular Course of Business 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: CITY-WIDE STANDARDS Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-035
Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) While
Chemical In
Use
30 years 30 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After QC & OD
Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Lead Dept. CW-038 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Non-records - may be obtained from the newspaper company; GC §34090 Staffing Dept. CW-039
Notices: Public Hearing Notices and Proofs of Publications 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Statute of Limitations for some Municipal Government actions is 3 - 6 months; CCP§335 337 et seq; GC §§34090, 65009(c)(1) Human
Resources CW-042 Personnel Files (Department- level Files) Shred Upon Separation or Transfer Shred Upon Separation or Transfer Before Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7 COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-043 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq.
Lead Dept. CW-044 Photographs
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Content not substantive - Preliminary Drafts utilized in other documents; destroy unnecessary photographs. GC §§34090 Lead Dept. CW-045 Public Relations / Press Releases 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090Lead Dept. CW-046 Purchase Orders / Requisitions 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC &OD Department preference; GC §34090 Lead Dept.
(Who Ordered
the Appraisal)
CW-047
Real Estate Appraisal Reports: Property NOT purchased,
Loans not funded, etc.
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Not accessible to the public; GC §§34090, 7928.705 Lead Dept.
(Who Ordered
the Appraisal)
CW-048
Real Estate Appraisal Reports: Purchased Property, Funded Loans 2 years Minimum 3 years Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(a); 29 CFR 97.42, GC §34090, 7928.705 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: CITY-WIDE STANDARDS Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CW-050
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Non-Records
Lead Dept. CW-051
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by YOUR Department Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept. CW-052
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OTHER Departments When
Superseded
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Copies; GC §34090.7
CW-053 Reference or Working Files: See Correspondence Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Lead Dept. CW-054
Reports and Studies (Historically significant - e.g., Zoning Studies) 10 years P P
Mag,
Mfr, OD,
Ppr
S/I
Yes: After
QC & OD
10 years
Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept. CW-055
Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Information is outdated after 10 years; If historically significant, retain permanently; 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: CITY-WIDE STANDARDS Page CW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-057 Special Projects / Subject Files / Issue Files Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.
Lead Dept. CW-058
Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Lead Dept. CW-059 Time Cards / Time Sheets 5 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital signatures when they submit their timecards, but some in Public Works and Community Services do not (another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 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: CITY-WIDE STANDARDS Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-060
Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment Prevention, & Safety Training & Tailgates) 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
When
Inactive
Department preference; Ethics & Harassment Prevention Training is 5 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for personnel actions;29 CFR 1602.31; LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), GC §53237.2(b); LC §6401.9(f) 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: CITY CLERK Page CC-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-001
Agenda Packets: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Housing Authority, Public Financing Authority 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Includes final budget and final audit reports / ACFR; GC §34090 City Clerk CC-001.1
Agenda Packets: Boards &Commissions: Finance Advisory Commission, Historic Preservation Commission, Personnel Advisory Commission, Planning Commission P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No 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: CITY CLERK Page CC-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-002
Agreements & Contracts - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs, FRANCHISES) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work)Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc.
Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD
Upon
Completion
Department Preference; All infrastructure contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §335 337 et. seq., GC §34090; Contractor has retention requirements in 48 CFR 4.703
COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-003
Agreements & Contracts - ALL
(NON-INFRASTRUCTURE, Professional Services Agreements - NOT IMAGED) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work)Examples of NonInfrastructure: Consultants, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Personnel, Professional Services, etc.
Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) City Clerk CC-004
Agreements & Contracts - HOUSING Loans, Trust Deeds, Promissory Notes, etc.
Fully Paid or
Forgiven PP Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD
Upon
Completion
Department preference; Documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 29 CFR 97.42, 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: CITY CLERK Page CC-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-005 Articles of Incorporation P P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 City Clerk CC-006
Bid Files: UNSUCCESSFUL PROPOSALS / REJECTED BIDS OR PROPOSALS (ALL) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-007
Bid Files: INFRASTRUCTURERFP / Specifications, Successful Proposal, Notice of Completion 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CCP §§337. 337.1(a), 337.15, 343; GC §34090 City Clerk CC-008
Bid Files: NONINFRASTRUCTURERFP / Specifications, Successful Proposal, Notice of Completion 2 years 8 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CCP §§337. 337.1(a), 337.15, 343; GC §34090 City Clerk CC-009
Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-010
Board & Commission Applications (Successful and Unsuccessful) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-011
Bonds (Performance Bonds, Subdivision Bonds, Letters of Credit) Release of
Bond / Letter
of Credit
Release of
Bond / Letter
of Credit
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090 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: CITY CLERK Page CC-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-012
City Clerk Filing System / MUFFS (if not identified elsewhere) Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-013
City Council, Board & Commission Historical List of Members PP Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 Human
Resources /
Risk
Management
CC-014 Claim Forms / Summons 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Risk Management retains Claim File; GC §34090 City Clerk CC-014.5 CC-064
Economic Interest Filings (FPPC 700 Series Forms -
Statement of Economic Interests): ELECTRONICALLY FILED
10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; Campaign Statements filed electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615 City Clerk CC-015
Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years City maintains original statements; GC §81009(d)(e)(f)&(g) City Clerk CC-016
Economic Interest Filings (FPPC Form 635 / 602) - Lobbyist Authorization / Reporting 5 years 5 years Mag, Ppr S / I Yes: After QC 2 years 2 CCR 18615(f) City Clerk CC-017 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Mag, Ppr S / I Yes: After QC 2 years Must post on website; GC §81009(e) 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: CITY CLERK Page CC-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-018
FPPC Form 802 (Event Ticket
/ Pass Distributions Agency Report)
7 years 7 years Mag, Ppr S / I Yes: After QC 2 years Should post on website for 4 years; GC §81009(e) City Clerk CC-019 FPPC Form 803 (Behested Payment Report) 7 years 7 years Mag, Ppr S / I Yes: After QC 2 years GC §81009(e)City Clerk CC-020 FPPC Form 804 (Agency Report of New Positions) PP Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years FPPC Regulation 18734(c); GC §81009(e)City Clerk CC-021 FPPC Form 805 (Agency Report of Consultants) PP Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years FPPC Regulation 18734(c); GC §81009(e)City Clerk CC-022 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years 7 years Mag, Ppr S / I Yes: After QC 2 years Must post on website; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e)
ELECTIONS - CONSOLIDATED
City Clerk CC-023
Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 years 2 years Ppr GC §§53753(e)(2), 53755(d)
City Clerk CC-024
Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials)All, whether filed electronically or not 10 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years For Electronic Filings, Data that has been maintained for at least 10 years may then be archived in a secure format; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615(i) COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-025
Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATESIncludes Unsuccessful Candidates Without Committees that Don't File Electronically 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years Candidates without committees are not required to file their statements, reports or copies online or electronically; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615 City Clerk CC-025.1
Campaign Filings (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED - WITH or WITHOUT Committees 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC Statements filed electronically are required to be retained for 10 years; GC §81009(b)&(g); GC §84615 City Clerk CC-026
Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC Paper must be retained for at least 2 years; GC §81009(f)&(g) City Clerk CC-027
Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled) 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Paper must be retained for at least 2 years; GC §81009(c)&(g) City Clerk CC-028
Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL CANDIDATES Term of
Office + 4
years
Term of
Office + 4
years
Mag, Ppr
CA law states term of office and 4 years after the expiration of term for Nomination Papers EC §17100 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-029
Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4
years
Election + 4
years Mag, Ppr
Department preference; CA law states term of office and 4 years after the expiration of term for Nomination Papers EC §17100 City Clerk CC-030
Elections - GENERAL,
WORKING or ADMINISTRATION Files (Correspondence, Applications to fill a Vacancy on the City Council, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) 2 years 2 years Mag, Ppr GC §34090
City Clerk CC-031
Elections - HISTORICAL (Sample ballot, copies of resolutions, final results; Certificate of Election) 2 years P P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-032.1
Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT / NOT SUFFICIENT Final
Examination
+ 1 year after
petition
examination
Final
Examination
+ 1 year after
petition
examination
Ppr
Not accessible to the public; If the insufficient petition is NOT examined by the proponent(s), it has a retention of 8 months after final examination by the elections official, unless there is a legal or FPPC proceeding. If the petition is examined by the proponent(s), the petition has a retention of 1 year after examination. EC §§17200(b)(3), 17400 City Clerk CC-032.2
Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT Results + 8
months
Results + 8
months Ppr
Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 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: CITY CLERK Page CC-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-032 Elections - Petitions (Initiative, Recall or Referendum) Results + 8
months, or
Final
Examination
if No Election
+ 1 year after
petition
examination
if petition is
insufficient
Results + 8
months, or
Final
Examination
if No Election + 1 year after
petition
examination if
petition is
insufficient
Ppr
A 1 year retention period applies where the proponents of the petition have commenced an examination pursuant to GC §7924.100, Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3) ; 17400 ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-033 Applications to View Voter Registration Information 5 years 5 years Ppr EC §2188(f) City Clerk CC-035 Ballots - After Election 6 mo. 6 mo. Ppr EC §17302City Clerk CC-036 Ballots - After Recount 6 mo. 6 mo. Ppr EC §17306City Clerk CC-037 Challenged & Assisted Voters List 6 mo. 6 mo. Ppr If uncontested, EC §17304 City Clerk CC-038 Inspector Receipts for Ballots 6 mo. 6 mo. Ppr EC 17302, 17306City Clerk CC-039 Precinct Officer Appointments 6 mo. 6 mo. Ppr EC §17503City Clerk CC-040 Roster of Voters 5 years 5 years Mag, Mfr, OD, Ppr EC §17300 City Clerk CC-041 Tally Sheets 6 mo. 6 mo. Ppr EC §17304City Clerk CC-042 Vote-by-Mail Applications, Roster of Absentee Applications 6 mo. 6 mo. Ppr EC §17302
City Clerk CC-043 Vote-by-Mail Identification Envelopes 6 mo. 6 mo. Ppr EC §17302 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: CITY CLERK Page CC-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).
City Clerk CC-044
Voter Index Copies used as the Voting Record at Polling Places 6 mo. 6 mo. Ppr EC §17304
City Clerk CC-045 Voter Index Original 5 years 5 years Ppr EC §17001 (End of Elections Section)
City Clerk CC-046
Ethics Training Certificates, City Council, Board and Commission Members 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §53235.2(b) City Clerk CC-046.5 CC-065 Enterprise System Catalogue (posted online) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.City Clerk CC-047 Historical Records, Photographs, & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.) PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No
City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 City Clerk CC-048
Minutes: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Housing Authority, Public Financing Authority PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No 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: CITY CLERK Page CC-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).
City Clerk CC-048.1
Minutes: Boards & Commissions: Finance Advisory Commission, Historic Preservation Commission, Planning Commission P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No GC §34090 City Clerk CC-049
Municipal Code Administration, Distribution, etc.
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 §34090 City Clerk CC-050 Municipal Code History / Supplements PP Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference (retain one of each supplement); GC §34090 City Clerk CC-051
Oath of Office: City Council, Boards & Commission Members Term of
Office + 4
years
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 City Clerk CC-052 Ordinances P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City Clerk CC-053
Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.)See Elections for Initiative, Recall or Referendum Petitions 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; only 1 year is required; GC §50115 City Clerk CC-054
Public Records Requests / Request for Records / Subpoenas (except for Police Department) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & 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: CITY CLERK Page CC-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).
City Clerk CC-055
Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of Completion, Recorded Agreements / Contracts, Certificate of Compliance, etc.
P P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department preference; GC §34090 et seq.
City Clerk CC-056
Recordings - AUDIO of City
Council, Redevelopment Agency, Successor Agency, Oversight Board, Housing Authority, Public Financing Authority 2 years 2 years (Mag)
Department preference; State law only requires for 30 days; GC §54953.5(b) City Clerk CC-057
Recordings - VIDEO of City
Council, Redevelopment Agency, Successor Agency, Oversight Board, Housing Authority, Public Financing Authority Minimum 10
years
Minimum 10
years (Mag)
Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 City Clerk CC-058 Records Destruction Authorization Forms PP Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-059
Records Retention Schedules / Amendments to Records Retention Schedules 10 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No GC §34090 et. seq.
City Clerk CC-059.1
Redistricting Web Page / District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.) 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD EC §21160(i) 21608(g); 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: CITY CLERK Page CC-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).
City Clerk CC-060
Resolutions: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Housing Authority, Public Financing Authority PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No GC §34090 City Clerk CC-060.1
Secretary of State Statement of Facts / Registry of Public Agencies 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
City Clerk CC-061 Speaker Cards
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts used to produce minutes; GC §34090 City Clerk CC-062 Stock Certificates (Water Company) PP Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 City Clerk CC-063 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Sale or Disposal 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: CITY MANAGER Page CM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY MANAGER
City
Manager CM-001 City Council Payroll 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital signatures when they submit their timecards, but City Council Member do not (another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 City
Manager CM-002
Grand Jury Reports and Responses (Regarding City Operations) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (the Grand Jury keeps their reports 5 years); GC §34090 City
Manager CM-003 Press Releases Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City
Manager CM-004
Projects, Programs, Subject & Issues (Issues and/or projects will vary over time) Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City
Manager CM-005
Speech Notes / PowerPoint Presentations (not part of a Council Agenda packet) When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Content not substantive; Notes, drafts, or preliminary documents; GC §34090 et seq.
Finance CM-006 Travel / Conferences
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Invoices are maintained by Finance; GC §34090.7 COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-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).
BUILDING & SAFETY
CED /
Building &
Safety
BL-002 Address Files / Building Permits P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090, H&S §19850 CED /
Building &
Safety
BL-003 Building Permit Database Indefinite - Permanent Indefinite - Permanent Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - Data is interrelated; Building Permits are required for the Life of the Building; GC §34090, H&S §19850 CED /
Building &
Safety
BL-004 Building Plans - Cancelled, Expired or Withdrawn Upon
Expiration,
Cancellation
or Withdrawal
Upon
Expiration,
Cancellation
or
Withdrawal
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 CED /
Building &
Safety
BL-005
Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; Law requires for the life of the building for commercial and common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 CED /
Building &
Safety
BL-006
Building Plans - Finalled - SINGLE
FAMILY RESIDENTIAL - SFR and APPURTENANCES
Life of the
Structure
Life of the
Structure Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
State law requires plans need not be filed for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 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: COMMUNITY DEVELOPMENT Page CD-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).
CED /
Building &
Safety
BL-007 Certificate of Occupancy (CofO) P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 CED /
Building &
Safety
BL-008
Construction Notices / Inspection Notices(correction notices, compliance orders, stop work notices, etc.) When Permit
is Finalled
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary Drafts; GC §34090
CED /
Building &
Safety
BL-009 Plan Check Comments When Finalled When Finalled Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Drafts; GC §34090 CED /
Building &
Safety
BL-010 Reports: Building Activity
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 CED /
Building &
Safety
BL-011
Requests & Permissions to Receive Copies of Plans (to and from Architects) 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
CED /
Building &
Safety
BL-012 Uniform Building Codes / California Building Codes Minimum
While
Ordinance is
in Force
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §50022.6
CODE ENFORCEMENT
CED / Code
Enforce. CE-001 Citations 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: COMMUNITY DEVELOPMENT Page CD-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).
CED / Code
Enforce. CE-002
Code Enforcement / Abatement Case Files (Includes appeals and Code Enforcement Complaint Letters) All Liens are sent to the City Clerk When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Case is open until satisfactorily resolved (some cases are not resolved); GC §34090 CED / Code
Enforce. CE-003
Foreclosure Notices / Notices of Defaults (NOD) - for Privately owned property - courtesy notices from mortgage companies 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 §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: COMMUNITY DEVELOPMENT Page CD-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).
ECONOMIC DEVELOPMENT / FORMER REDEVELOPMENT / SUCCESSOR AGENCY CED /
Economic
Develop.
ED-001
Economic Development Projects, Programs, Subject & Issues / Economic Development (Issues and/or projects will vary over time - e.g. Hotels, Developments, etc.) Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 CED /
Economic
Develop.
ED-002
Economic Development Grants (UNSUCCESSFUL Applications, Correspondence) 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
CED /
Economic
Develop.
ED-003
Economic Development Grants / CDBG (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required)Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records 2 years
After
Funding
Agency
Audit, if
Required -
Minimum 6
years
After Funding
Agency Audit, if
required -
Minimum 6
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Through LA County / CDC - Per GMU Bulletin 16-0020; Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A133; GC §34090 CED /
Economic
Develop.
ED-004 Real Estate Appraisals 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference, meets municipal auditing standards; 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: COMMUNITY DEVELOPMENT Page CD-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).
CED /
Economic
Develop.
ED-005
Redevelopment Long Range Property Management Plans, Oversight Plans Completion +
10 years
Completion +
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 CED /
Economic
Develop.
ED-006 Redevelopment Plans P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference for Historical Purposes; GC §34090 CED /
Economic
Develop.
ED-007
Redevelopment Projects & Project Areas (Ensure Planning has all Environmental Documents, Engineering has all CIP Projects, and City Clerk has all Real Property records for Permanent retention) Completion +
10 years
Completion +
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Planning, Building and Engineering retains final documents of construction projects (transfer any CIP project files to Engineering); Covers various Statute of Limitations; CCP §335 337 et seq.; GC §34090
CED /
Economic
Develop.
ED-008 Leases / Tenant Files Completion + 5 years Completion + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference, meets municipal auditing standards; CCP §335 337 et seq.; GC §34090 CED /
Economic
Develop.
ED-009 Relocations Completion + 5 years Completion + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference, meets municipal auditing standards; CCP §335 337 et seq.; GC §34090 CED /
Economic
Develop.
ED-010 Small Business Loans / Façade Improvement
Loan Pay-off
OR
Forgiveness +
5 years
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; Meets Municipal Government Auditing Standards; 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: COMMUNITY DEVELOPMENT Page CD-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).
PLANNING
CED /
Planning PL-001 Alcohol Beverage Control License Applications (ABC Applications) When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (Non-Records) CED /
Planning PL-002 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 CED /
Planning PL-003 Census, Demographics
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD (Non-Records - Census Bureau is OFR) CED /
Planning PL-003.1
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, Categorical Exemptions, etc. / CEQA / NEPACorrespondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Project
Approval or
Denial + 2
years
Project
Approval or
Denial + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,6; GC §34090 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: COMMUNITY DEVELOPMENT Page CD-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).
CED /
Planning PL-004
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside City boundaries PP
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 CED /
Planning PL-005
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.)Outside City boundaries When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Non-records; EIRs and Negative Declarations within the City Boundaries are with the project file CED /
Planning PL-006 General Plan, Elements and Amendments PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Clerk Maintains all Agenda Packets Permanently; GC §34090.7 City Clerk
CED /
Planning
PL-007
Historic Preservation CommissionAGENDAS & AGENDA PACKETS Minimum 2
years
PP
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Send original Agenda Packets
to the City Clerk's Office Department preference; Original Staff Reports are filed in the project file; GC §34090.7 CED /
Planning PL-008
Historic Preservation CommissionAUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years (Mag)
Department preference; State law only requires for 30 days; GC §54953.5(b) CED /
Planning PL-009
Historic Preservation CommissionVIDEO RECORDINGS of Meetings / Audio Tapes Minimum 10
years
Minimum 10
years (Mag)
Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 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: COMMUNITY DEVELOPMENT Page CD-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).
City Clerk
CED /
Planning
PL-010
Historic Preservation CommissionMINUTES, BYLAWS & RESOLUTIONS P P Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
No
Send originals Minutes to the
City Clerk's Office; GC §34090.7
CED /
Planning PL-011 Historic Preservation Survey, Evaluations and Designations PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CED /
Planning PL-012 Master Plans, Specific Plans, Land Use Plans, etc. PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CED /
Planning PL-013 Materials Boards
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 §34090 City Clerk
CED /
Planning
PL-014
Planning CommissionAGENDAS & AGENDA PACKETS
Minimum 2
years
PP
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Send original Agenda Packets
to the City Clerk's Office Department preference; Original Staff Reports are filed in the project file; GC §34090.7 CED /
Planning PL-015
Planning CommissionAUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years (Mag)
Department preference; State law only requires for 30 days; GC §54953.5(b) City Clerk
CED /
Planning
PL-016
Planning CommissionMINUTES, BYLAWS & RESOLUTIONS
P P Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
No
Send originals Minutes to the
City Clerk's Office; GC §34090.7
CED /
Planning PL-017
Planning CommissionVIDEO RECORDINGS of Meetings
/ Audio Tapes
Minimum 10
years
Minimum 10
years (Mag)
Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 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: COMMUNITY DEVELOPMENT Page CD-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).
CED /
Planning PL-018 Planning Project Log of Applications, Database Indefinite - Permanent Indefinite - Permanent Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - Data is interrelated; GC §34090 CED /
Planning PL-019
Planning Project Files - Approved Permanent Entitlements(Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) Examples: Conditional Use Permits (CUPs), Correspondence, Design Review, Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. 10 years P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
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; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 CED /
Planning PL-020 Preliminary Review File
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 CED /
Planning PL-021
Special Event Permits / Administrative Conditional Use Permits / Temporary Entitlements / Temporary Permits (Approved & Unapproved): Christmas Tree Lots, Pumpkin Lots, Banner Permits, etc.
Minimum 2
years
Minimum 2
years
Yes:
During
Event
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: COMMUNITY DEVELOPMENT Page CD-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).
CED /
Planning PL-022 Special Studies Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CED /
Planning PL-023 Zoning Compliance Letters 5 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 CED /
Planning PL-024 Zoning Maps (Historically Significant) P P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department Preference; GC §34090.7 CED /
Planning PL-025 Zoning Ordinance Amendments, Reclassifications / Zone Change P P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 1 year Department Preference (copies); GC §34090.7 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).
ACCOUNTING
Finance /
Accounting FIN-001
1099's / 1096's, DE542 (California Report of Independent Contractors) 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; 26 CFR §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Finance /
Accounting FIN-002
Accounts Payable / Invoices and Backup(Includes Invoices, Travel Expense Reimbursements, Direct Payment Vouchers, etc.) 2 years 3 years 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 1 year Meets municipal government auditing standards; GC §34090 Finance /
Accounting FIN-003
Audit Work Papers(The Final Audit / Annual Comprehensive Financial Report (ACFR) is maintained by the City Clerk with the Agenda Packet) 1 year 2 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 Finance /
Accounting FIN-004
Audits - Single Audits, Grant Audits, IRS Audits, Transportation Audits, PERS Audit, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); 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: FINANCE Page FIN-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).
Finance /
Accounting FIN-005
Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing standards; GC §34090, 26 CFR 31.6001-1 Finance /
Accounting FIN-006
Bonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure ReportsSee Bank Statements for statement retention.
Fully
Defeased +
10 years
Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001-1(e): GC §43900 et seq.
Finance /
Accounting FIN-007 Budgets - Final P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 1 year Preliminary drafts; GC §34090 Finance /
Accounting FIN-008 Budgets - Preliminary, Proposed, Backup Documents When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; 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: FINANCE Page FIN-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).
Finance /
Accounting FIN-009 Escheat (Unclaimed money / uncashed checks) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1355. 1519; GC §34090
City Clerk
Finance /
Accounting
FIN-010
Finance Advisory CommissionAGENDAS & AGENDA PACKETS
Minimum 2
years
PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Send original Agenda
Packets to the City Clerk's Office Department preference; Original Staff Reports are filed in the project file; GC §34090.7 Finance /
Accounting FIN-011
Finance Advisory CommissionAUDIO RECORDINGS of Meetings / Audio Tapes 30 days, or
after Minutes
are
Approved,
whichever is
Longer
30 days, or
after Minutes
are
Approved,
whichever is
Longer
(Mag)
Department preference; State law only requires for 30 days; GC §54953.5(b) City Clerk
Finance /
Accounting
FIN-012 Finance Advisory Commission MINUTES P P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Send original Minutes Packets to the City Clerk's Office; GC §34090.7 Finance /
Accounting FIN-013 Financial Services Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; meets municipal government auditing standards; 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: FINANCE Page FIN-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).
Finance /
Accounting FIN-014 Fixed Assets 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (bond auditing purposes; IRS regulations state, "…material records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §34090 Finance /
Accounting FIN-015 Investment Reports & Backup 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Accounting FIN-016
Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund) 5 years 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900 Finance /
Accounting FIN-017 Journal Entries / Journal Vouchers 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing standards; GC §34090, 26 CFR 31.6001-1 Finance /
Accounting FIN-018
Reports, Finance Reports created from Database: Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §34090 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: FINANCE Page FIN-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).
Finance /
Accounting FIN-019
Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance /
Accounting FIN-020 W-9s
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Meets IRS auditing standards; GC §34090
FINANCE / BUSINESS LICENSE & REVENUE / WATER BILLING
Finance /
Business
License &
Revenue
FIN-021
Accounts Receivable - Business Improvement Districts (BIDs) - Downtown BID, Park BID, Shoppers Lane BID 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.
Finance /
Business
License &
Revenue
FIN-022
Accounts Receivable - Miscellaneous - Invoices to Outside Entities, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.
Finance /
Business
License &
Revenue
FIN-023 Bankruptcies - NOT pursued
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 §34090 Finance /
Business
License &
Revenue
FIN-024 Bankruptcies - Where a claim is filed 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (negative information remains on credit ratings for 7 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: FINANCE Page FIN-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).
Finance /
Business
License &
Revenue
FIN-025
Business License & Permit Applications, Changes & Renewals 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing requirements); GC §34090 et seq.
Finance /
Business
License &
Revenue
FIN-026 Business License & Permit Database Indefinite - Minimum 5 years
Indefinite -
Minimum 5
years
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 Finance /
Business
License &
Revenue
FIN-027
Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.
Finance /
General
Accounting
FIN-028 Checks / Warrants (Cashed) 3 years 4 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Meets municipal government auditing standards; GC § 34090 Finance /
Business
License &
Revenue
FIN-029
Checks deposited to Bank (City scans them for the Bank, rather than physically taking the checks to the bank to deposit them.) Follow Bank
Instructions
Follow Bank
Instructions
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD These are bank instruments, and not City records; per bank agreement.
Finance /
Business
License &
Revenue
FIN-030
Collections / Collection Agency Case Files & Statements / Delinquent Accounts 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq.
Finance /
Business
License &
Revenue
FIN-031 Customer Information System (CIS) Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; meets municipal government auditing standards; 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: FINANCE Page FIN-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).
Finance /
Business
License &
Revenue
FIN-032 Reports - Business Licenses, Utility Billing 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets Auditing Standards (Software cannot accurately re-create reports); GC §34090 Finance /
Business
License &
Revenue
FIN-033 Returned Checks / NSF Checks 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance /
Business
License &
Revenue
FIN-033.1
Water Billing: Appeals - Payment Delinquency & Impending Discontinuation Final
Decision + 2
years
Final
Decision + 2
years
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Finance /
Business
License &
Revenue
FIN-033.2
Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) When No
Longer
Required
When No
Longer
Required
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Finance /
Business
License &
Revenue
FIN-033.3
Water Billing: NSF Checks / Adjustments to Customer accounts When No
Longer
Required
When No
Longer
Required
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Finance /
Business
License &
Revenue
FIN-033.4
Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc.
Expiration or
Completion
of Payment
Plan -
Minimum 2
years
Expiration or
Completion of
Payment
Plan -
Minimum 2
years
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116910 Finance /
Business
License &
Revenue
FIN-033.5
Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When
Superseded -
Minimum 2
years
When
Superseded;
Minimum 2
years
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD Must post to Website; H&S §116906; 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: FINANCE Page FIN-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).
Finance /
Business
License &
Revenue
FIN-033.6
Water Billing: Report of Annual Discontinuations of Residential Service Minimum 2
years
Minimum 2
years
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD Must post to Website; H&S §116918; GC §34090 Finance /
Business
License &
Revenue
FIN-034 Yard Sale Permits 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
FINANCE / PAYROLL
Finance /
Payroll FIN-035
CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-036
DE-6, DE-7, DE-9, DE-43, W3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years 2 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; 26 CFR §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance /
Payroll FIN-037 Deferred Compensation (City Statements) 2 years 5 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Produced by Deferred Comp. Provider; meets municipal government auditing standards; GC §34090, 26 CFR 31.6001.1 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).
Finance /
Payroll FIN-038
Payroll File (By Employee Name)Includes W-4, other payroll forms Separation +
2 years 5 years Separation + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; W-4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; GC §34090 Finance /
Payroll FIN-039
Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction Reports, etc.) 2 years 5 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; GC §34090 Lead Dept. FIN-040
Time Sheets / Time Cards / Overtime Sheets / Overtime Cards Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Departments keep the originals; GC §34090.7 Finance /
Payroll FIN-041 W-2's 2 years 5 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; 26 CFR §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, 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: HOUSING Page HOU-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).
HOUSING
Housing HOU-001 Annual Affordability Monitoring 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets HUD requirements; GC §34090 Housing HOU-002
Annual Report to HCD / Housing Successor Agency Housing Assets Fund Report (SB 341) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets HUD requirements; GC §34090 Housing HOU-003
Audio Recordings of Translations for Housing Transactions (e.g. Chinese Translation) Follows the
Retention of
the File
Follows the
Retention of
the File
(Mag) Department preference; GC §34090 et seq.
Housing HOU-004 Community Facilities District Collections / Assessments 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets municipal government auditing requirements; GC §34090 Housing HOU-005 Economic Development Projects Minimum 5 years Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets municipal government auditing requirements; GC §34090Housing HOU-006 Housing Programs: Affordable Housing Projects, Properties with Affordability Covenants, Rehabilitation, CDBG-funded Housing Projects, etc.WITH a Recapture / Resale RestrictionDeeds are sent to City Clerk 5 years
After the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD
When
Inactive
HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)&(c), 570.502(a)(16), 982.158, & 884.214; 29 CFR 97.42, GC §34090 COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: HOUSING Page HOU-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).
Housing HOU-007
Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc.WITHOUT a Recapture / Resale RestrictionDeeds and Insurance are sent to City Clerk Loan Pay-off
OR
Forgiveness
+ 5 years
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
HUD requires 5 years after the agreement terminates; Consistent with Consolidated Plan Requirements; Required for 3-4 years from expenditure or performance report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 Housing HOU-008 Housing Programs: Rental Subsidy Close of File + 5 years Close of File + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Housing HOU-009
Job Training / ROP Lottery Candidates - Successful Candidates 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets Grant Auditing requirements; GC §34090 Housing HOU-010
Job Training / ROP Lottery Candidates - Unsuccessful Candidates 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Housing HOU-011
Loan Applications / Potential Buyers Denied, Cancelled or Withdrawn (First Time Home Buyers, Rehabilitation, HOME, etc.) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Housing HOU-012 Mortgage Credit Certificate Program / Notifications 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: HOUSING Page HOU-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).
Housing HOU-013
Preliminary Application Form (required for a housing development project that includes residential units; form is provided by California Department of Housing & Community Development 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Various benchmarks are placed using the number of residential dwelling units on the project site within the last five years; GC §§34090, 66300.
COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).
HUMAN RESOURCES
Human
Resources HR-000 Actuarial Reports: Self-Insured and Workers Compensation 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (provides a decade of data); GC §34090 et seq.
Human
Resources HR-001
Benefit Plan Documents (CalPERS, Optical, Dental, etc.) Duration of
the Contract
+ 6 years
Duration of
the Contract
+ 6 years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
EEOC / ADEA (Age) requires 1 year after benefit plan termination; State Law requires 4 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 12960, 34090 Human
Resources HR-002
Classification / Reorganization Studies (for employee classifications and department structures) Minimum 4
years
Minimum 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 4 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Human
Resources HR-003 Compensation Surveys & Studies Minimum 4 years Minimum 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 4 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).
Human
Resources HR-004
California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Final
Disposition +
4 years
Final
Disposition +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All State and Federal laws require retention until final disposition of formal complaint; State requires 4 years after "fully and finally disposed"; 2 CCR 11013(c); GC §§12946, 12960, 34090 Human
Resources HR-005
DMV Pull Notices Excludes Transportation Employees
When
Superseded,
or Upon
Separation
When
Superseded,
or Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Human
Resources HR-006 Drug & Alcohol Test Results (All - Positives and Negatives) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 655.71 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: HUMAN RESOURCES Page HR-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).
Human
Resources HR-010 Job Descriptions / Classification Specifications Minimum Superseded + 4 years Minimum Superseded + 4 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Human
Resources HR-011
Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) Minimum 10
years
Minimum 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Clerk
Human
Resources
HR-012
Personnel Advisory CommissionAGENDAS & AGENDA PACKETS
Minimum 2
years
PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Send original Agenda
Packets to the City Clerk's Office Department preference; Original Staff Reports are filed in the project file; GC §34090.7 Human
Resources HR-013
Personnel 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) 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: HUMAN RESOURCES Page HR-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).
City Clerk
Human
Resources
HR-014
Personnel Advisory CommissionMINUTES
P P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Send original Minutes to the City Clerk's Office; GC §34090.7 Human
Resources HR-015
Personnel Files - Employee File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), Ethics and Harassment Training Certificates, etc.
Separation +
1 year 5 years Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53235.2(b); 53237.2(b) LC 1198.5 Human
Resources HR-016 Personnel Files - Grievance Files Separation + 1 year 5 years Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; LC 1198.5 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: HUMAN RESOURCES Page HR-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).
Human
Resources HR-017
Personnel Files - Medical File (all employees) Pre-employment Medical Clearances, ADA Accommodations, Respirator Fit Tests, etc.
Separation +
1 year
29 years or
Termination
of Benefits
+ 5 years,
Whichever
is Longer
Separation +
30 years or
Termination
of Benefits +
5 years,
Whichever is
Longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090; LC 1198.5; 8 CCR 5144, 8 CCR 15400.2 Human
Resources HR-017.5 20 Recruitment Database (NeoGov) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Per NeoGov Policy; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 12960, 34090 Human
Resources HR-018
Recruitment and Testing File(Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.) Expiration of
Eligibility List
+ 4 years
Expiration of
Eligibility List
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 12960, 34090 Human
Resources HR-019
Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) 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 §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: HUMAN RESOURCES Page HR-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).
Human
Resources HR-020 Verifications of Employment, Child Support, etc. When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not an Agency record / Content does NOT relate in a substantive way to the conduct of the public's business; GC §34090 et seq Human
Resources HR-021
Workplace Violence – Hazard identification, evaluation, correction, incident logs, investigations, etc. 5 years 5 years Mag, Ppr LC §6401.9(f), GC §34090
RISK MANAGEMENT
Risk
Management RM-001 Accounts Receivable - Damage to Public Property 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.
Risk
Management RM-002 Claims
Minimum
Final
Resolution +
5 years
Minimum
Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; CCP §335 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5(b) Risk
Management RM-003 Insurance Polices (City-owned policies) PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Risk
Management RM-004 JPA / JPIA Reports / Claim Runs 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Risk
Management RM-005
Litigation Files / Lawsuits / Court Case Files Send Final Settlement Agreements to the City Clerk Minimum
Final
Resolution +
5 years
Minimum
Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; CCP §335 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5(b) COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 8/16/2022
Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).
Risk
Management RM-006
OSHA Logs - 200, 300, 301, 301A, Inspections and Citations 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33; 8 CCR §3203(b)(1), GC §34090.7; LC §6429(c) Risk
Management RM-007
Workers Compensation Claims / Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) Separation +
1 year
29 years or
Termination
of Benefits
+ 5 years,
Whichever
is Longer
Separation +
30 years or
Termination
of Benefits +
5 years,
Whichever is
Longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090; 8 CCR 5144, 8 CCR 15400.2 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: INFORMATION TECHNOLOGY Page IT-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).
INFORMATION TECHNOLOGY
Information
Technology IT-001
Backups - Computer Backups (ALL Disaster Recovery Computer Backups) When No
Longer
Required
When No
Longer
Required
Yes Mag.
Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; tapes are in autochangers and are overwritten; GC §34090 et seq.
Information
Technology IT-003 Network Configuration Maps & Plans When No Longer Required When No Longer Required Yes Mag. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq.
Information
Technology IT-004
UNALTERABLE MEDIA / IMMUTABLE CLOUD BACKUP, (WORM / DVD-r / CD-r / Blue Ray-R) or other unalterable media that does not permit additions, deletions, or changes P P OD
For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, CCR 22620 et seq.
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-1
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
Lead Dept.
& Finance LIB-001
Cash Receipts Report / 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 Library LIB-004
Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Centers), CLLS (California Library Literacy Services); CLSA (California Library Services Act) and PLF (Public Library Foundation), WIOA (Workforce Innovation and Opportunity Act Title II: Adult Education and Literacy)ONLY. For all others, follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance 2 years
Final
Expenditure
+ 3 years
Final
Expenditure
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Per California State Library Records Management Program Requirements (April 27, 1998); GC §34090 Library LIB-005 Library Board of Trustees AGENDA PACKETS & AGENDAS P P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1)Library LIB-006 Library Board of Trustees MINUTES P P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No 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