Agenda — Cudahy City Council, September 5, 2023 (part 1 of 4)

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AGENDA

A REGULAR MEETING

OF THE CUDAHY CITY COUNCIL
and JOINT MEETING of the
CITY OF CUDAHY AS SUCCESSOR AGENCY and HOUSING SUCCESSOR AGENCY

TO THE CUDAHY DEVELOPMENT COMMISSION
Tuesday, September 5, 2023 – 6:30 P.M.

Written materials distributed to the City Council within 72 hours of the City Council meeting shall be available for public inspection at www.cityofcudahy.com In compliance with the Americans with Disabilities Act (ADA) if you need special assistance to participate in this meeting, you should contact the City Clerk’s Office at (323) 773-5143 at least 72 hours in advance of the meeting.

Rules of Decorum
Under the Government Code, the City Council may regulate disruptive behavior that impedes the City Council Meeting.

Disruptive conduct may include, but is not limited to:
• Screaming or yelling during another audience member’s public comments period; • Profane language directed at individuals in the meeting room; • Throwing objects at other individuals in the meeting room; • Verbal altercations with other individuals in the meeting room; and • Going beyond the allotted three-minute public comment period granted.

When a person’s or group’s conduct disrupts the meeting, the Mayor or presiding officer will request that the person or group stop the disruptive behavior and WARN the person or group that they will be asked to leave the meeting room if the behavior continues.

If the person or group refuses to stop the disruptive behavior, the Mayor or presiding officer may order the person or group to leave the meeting room and may request that those persons be escorted from the meeting room. Any person who, without authority of law, willfully disturbs or breaks up a City Council meeting is guilty of a misdemeanor. (Pen. Code, § 403.)
Daisy Lomelí, Mayor
Jose R. Gonzalez, Vice Mayor
Elizabeth Alcantar, Council Member
Martin U. Fuentes, Council Member
Cynthia Gonzalez, Council Member
This meeting will be conducted in
person, telephonically, and
electronically.

Council Chambers/Bedwell Hall
5240 Santa Ana Street
Cudahy, CA 90201
Teleconference Phone Number:
1 (669) 900-6833
Meeting ID: 846 3293 9124
https://us06web.zoom.us/j/84632939124

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City of Cudahy
City Council and Successor Agency
Regular Meeting Agenda
September 5, 2023, at 6:30 P.M.

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1. CALL TO ORDER

2. ROLL CALL
Council / Agency Member Gonzalez
Council / Agency Member Fuentes
Council / Agency Member Alcantar
Vice Mayor / Vice Chair Gonzalez
Mayor / Chair Lomelí

3. APPROVAL OF AGENDA

4. PLEDGE OF ALLEGIANCE

5. LAND ACKNOWLEDGMENT
We would like to acknowledge that the land we inhabit today was once known as Tovangaar, the home of the Gabrieleño-Tongva people. We show our respects to the Gabrieleño-Tongva people, as well as all Indigenous people, past, present, and future, and honor their labor as original caretakers of this land. We commit to uplifting the Gabrieleño-Tongva people, invite you to acknowledge the history, and join us in caring for this land.

6. PRESENTATIONS
A. City Attorney’s Office Annual Update
B. City Commissions Update

7. PUBLIC COMMENTS
(Each member of the public may provide a public comment in person, telephonically or electronically.

In person participants must submit one comment card if they wish to address the City Council. Only speakers that submit a comment card within the first 20 minutes of the meeting will be permitted to speak. Remote participants may provide public comment by clicking the hand icon on Zoom or pressing star (*) nine (9) on the telephone, if they wish to address the City Council. Members of the public are permitted to speak for three (3) minutes concerning items under the City Council’s jurisdiction, including items on the council agenda.)
(Any person who, without authority of law, willfully disturbs or breaks up a City Council meeting is guilty of a misdemeanor. (Pen. Code, § 403).)

8. CITY COUNCIL COMMENTS / REQUESTS FOR AGENDA ITEMS (Each Council Member is limited to three minutes.)
(This is the time for the City Council / Agency to comment on any topics related to “City Business,” including announcements, reflections on city / regional events, response to public comments, suggested discussion topics for future council meetings, general concerns about particular city matters,

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City of Cudahy
City Council and Successor Agency
Regular Meeting Agenda
September 5, 2023, at 6:30 P.M.

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questions to the staff, and directives to the staff (subject to approval / consent of the City Council majority members present, regarding staff directives). Each Council / Agency Member will be allowed to speak for a period not to exceed three (3) minutes. Notwithstanding the foregoing, the City Council Members shall not use this comment period for serial discussions or debate between members on City business matters not properly agendized. The City Attorney shall be responsible for regulating this aspect of the proceeding.)

9. CITY MANAGER REPORT (information only)

10. REPORTS REGARDING AD HOC, ADVISORY, STANDING, OR OTHER COMMITTEE

MEETINGS

11. WAIVER OF FULL READING OF RESOLUTIONS AND ORDINANCES (Consideration to waive full text reading of all Resolutions and Ordinances by single motion made at the start of each meeting, subject to the ability of the City Council / Agency to read the full text of selected resolutions and ordinances when the item is addressed by subsequent motion.) (COUNCIL / AGENCY)
Recommendation: Approve the Waiver of Full Reading of Resolutions and Ordinances.

12. CONSENT CALENDAR
(Items under the Consent Calendar are considered routine and will be enacted by one motion, prior to the vote to approve the Consent Calendar, each Council Member shall have a maximum of three (3) minutes to comment on the Consent Calendar as a whole. There will be no separate discussion of these items unless a Council / Agency Member so requests specific item(s) be removed from the Consent Calendar for separate action. Items may only be considered as a separate action if either (1) a Council Member must recuse themselves due to a conflict of interest or (2) a Council Member has specific questions for City Staff. Items called for separate discussion will be heard as the next order of business.) A. Consideration to Review and Approve the Draft Minutes of August 15, 2023, for the Regular Meeting of the City Council and the Joint Meeting of the City of Cudahy as Successor Agency and Housing Successor Agency to the Cudahy Development Commission (page 7) Presented by the City Clerk
Recommendation: The City Council is requested to review and approve the City Council / Successor Agency Draft Minutes for August 15, 2023.

B. Approval of Resolution No. 23-40 Records Retention Schedules (page 17) Presented by the City Clerk

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City of Cudahy
City Council and Successor Agency
Regular Meeting Agenda
September 5, 2023, at 6:30 P.M.

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Recommendation: It is recommended that the City Council adopt Resolution No. 23-40 Records Retention Schedules, authorizing the destruction of certain city records, and repealing Resolution No. 12-18.

C. Second Reading of Ordinance No. 740 to Approve an Amendment to General Plan Amendment No. 21-01 and Re-Adopt the City’s 2021-2029 Housing Element (6th Cycle) (page 95) Presented by Community Development Director
Recommendation: Staff recommends that the City Council take the following action:

1. Adopt by Second reading Ordinance No. 740 to approve an amendment to General Plan Amendment No. 21-01 and re-adopt the City’s 6th Cycle Housing Element for the 2021-2029 planning period.

13. PUBLIC HEARING – NONE

14. BUSINESS SESSION
A. Adopt Resolution No. 23-41 to adopt the Economic Development Strategic Plan (“EDSP”) (page 389)
Presented by the Community Development Director
Recommendation: The City Council is requested to take the following action(s):

1. Review, discuss, and provide feedback on the draft Economic Development Strategic Plan (“EDSP”).

2. Adopt Resolution No. 23-41 to adopt the Economic Development Strategic Plan (“EDSP”).

B. Clara Park Expansion Renovations Project Presentation Presented by the Community Services Director
Recommendation: The City Council is requested to receive an update on the Clara Park Expansion Renovations, discuss the project, and provide feedback.

C. Consideration of a Second Amendment to Professional Services Agreement Between the City of Cudahy and Willdan Engineering (page 485)

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City of Cudahy
City Council and Successor Agency
Regular Meeting Agenda
September 5, 2023, at 6:30 P.M.

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Presented by the City Attorney
Recommendation: It is recommended that the City Council adopt the Second Amendment to Professional Services Agreement between the City of Cudahy and Willdan Engineering.

D. Consideration to Approve and Authorize the City Manager to Execute an Addenda to the Cooperative Master Equity Lease Agreement with Enterprise FM Trust for the Leasing of Vehicles (page 533)
Presented by the Administrative Analyst
Recommendation: The City Council is requested to authorize the City Manager to execute an addenda to the Cooperative Master Equity Lease Agreement with Enterprise FM Trust to lease three vehicles for an amount not to exceed $153,493 for a 60 month term.

E. City Council Compensation Presentation
Presented by the Human Resources Manager/City Attorney
Recommendation: The City Council is requested to receive an update on City Council Compensation, Senate Bill 329, and discuss available options.

15. COUNCIL DISCUSSION
A. Council Member Fuentes
i. Discussion on status of current fencing around City Parks.

16. CLOSED SESSION

A. Closed Session Pursuant to Government Code Section 54956.9(e)(1) – Conference with Legal Counsel to Discuss Matter Involving Potential Litigation – Two Matters B. Closed Session Pursuant to Government Code Section 54957 – Public Employee Performance Evaluation
Title of Employee: City Clerk

Closed Session Pursuant to Government Code Section 54957.6 – Conference with Labor Negotiator City’s Designated Representative: Stephanie Arechiga, City Attorney Unrepresented Employee: City Clerk

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City of Cudahy
City Council and Successor Agency
Regular Meeting Agenda
September 5, 2023, at 6:30 P.M.

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17. CLOSED SESSION ANNOUNCEMENT

18. ADJOURNMENT
I, Richard Iglesias, hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the City’s Website, City Hall, Clara Park, and Lugo Park not less than 72 hours prior to the meeting. A copy of said Agenda is on file in the City Clerk’sOffice.

Dated this 31st day of August 2023
Richard Iglesias
City Clerk

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“Serving the People” "Sirviendo A La Comunidad"
Staff Report
09/05/2023 Page 1 of 2

STAFF REPORT
Date: September 5, 2023
To: Honorable Mayor/Chair and City Council/Agency Members From: Alfonso Noyola, City Manager/Executive Director
By: Richard Iglesias, City Clerk
Subject: Consideration to Review and Approve the Draft Minutes of August 15, 2023, for the Regular Meeting of the City Council and the Joint Meeting of the City of Cudahy as Successor Agency and Housing Successor Agency to the Cudahy Development Commission

RECOMMENDATION
The City Council is requested to review and approve the City Council / Successor Agency Draft Minutes for August 15, 2023.

BACKGROUND / ANALYSIS
On December 12, 2016, the City Council of the City of Cudahy adopted Resolution No. 16-38, approving the use of summary action minutes, meant to allow the City Clerk's Office to write the minutes in brief, assuring a record of Council's actions, due to having a recording of the full Council Meeting on the City’s website.

Historically
The Municipal Clerk is one of the oldest professions in government, dating back to 1272 A.D., originating in England. The record keeper then was called Remembrancer, an English official whose job was to remind the Lord Treasurer and Barons of Court, of business pending.

Years later, in the 1600s, when early colonists came to America, the office of the Clerk was one of the first offices to be established. Over the years, the City Clerk’s office has become the core for local government, and the liaison to the residents of the Community. The Municipal Clerk (City Clerk) is the record keeper of a City’s recorded history.

Item Number
12A

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“Serving the People” "Sirviendo A La Comunidad"
Staff Report
09/05/2023 Page 2 of 2
William Bennett Munro, a Canadian historian, and political scientist, who taught at Harvard University and the California Institute of Technology, stated in one of his first textbooks written: “No other office in municipal service has so many contacts. It serves the Mayor, the City Council, the City Manager (when there is one), and all administrative departments, without exception. All of them call upon it, almost daily, for some service or information. Its work is not spectacular, but it demands versatility, alertness, accuracy, and no end of patience.

The public does not realize how many loose ends of city administration this office pulls together.”
Moving forward to the present time, the City Clerk’s office today is generally responsible for keeping a record of City Council meetings; agreements; recordings of official documents; legal advertisements; municipal elections; commissions and committees current files; claims against the city; and other legal or official documents.

City Clerks are required to keep record of the proceedings (minutes) of Council meetings (Government Code Sections 36814 and 40801). Minutes are the official record of a meeting which provides a history of the Council’s decisions and actions.

CONCLUSION
The City Council is requested to approve the attached City Council / Agency Draft Minutes of the proceedings of August 15, 2023.

FINANCIAL IMPACT
No Financial Impact.

ATTACHMENT
A. August 15, 2023, Minutes
B. Resolution No. 16-38, approving the City Clerk’s use of Summary Action Minutes as the Official Record of the City Council proceedings.

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City Council/Successor Agency Minutes of 8/15/2023 Page 1 of 6

MINUTES
CUDAHY CITY COUNCIL REGULAR MEETING and
CITY OF CUDAHY AS SUCCESSOR AGENCY and

HOUSING SUCCESSOR AGENCY TO THE CUDAHY

DEVELOPMENT COMMISSION JOINT MEETING
August 15, 2023 6:30 P.M.

1. CALL TO ORDER
Mayor / Chair Lomelí called the meeting to order at 6:38 p.m.

2. ROLL CALL
PRESENT: Council / Agency Member Cynthia Gonzalez
Council / Agency Member Martin Fuentes (arrived at 6:46 p.m.) Council / Agency Member Elizabeth Alcantar
Vice Mayor / Vice Chair Jose R. Gonzalez
Mayor / Chair Daisy Lomelí
ABSENT: None
ALSO PRESENT: City Manager, Alfonso Noyola, City Attorney, Stephanie Arechiga, Assistant City Attorney, Paloma McEvoy, City Clerk, Richard Iglesias, Assistant City Clerk, Estefania Zamora, Assistant to the City Manager, Andres Rangel, Finance Director, Joshua Calhoun, Community Development Director, Juan Arauz, Community Services Director, Brenda Rodriguez, Public Works Director, Aaron Hernandez, Senior Planner, Cecilia Madrigal-Gonzalez, Executive Assistant to the City Manager, Janet Andrade, and Administrative Analyst, David Reyes.

3. APPROVAL OF AGENDA
Motion: Council Member Alcantar motioned to approve the agenda as is, seconded by Vice Mayor J. Gonzalez. Motion passed 4-0-1 by the following roll call vote:

AYES: C. Gonzalez, Alcantar, J. Gonzalez, and Lomelí
NOES: None
ABSENT: Fuentes
ABSTAIN: None

4. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Vice Mayor J. Gonzalez.

Attachment A Page 9 of 564
City Council/Successor Agency Minutes of 8/15/2023 Page 2 of 6

5. LAND ACKNOWLEDGEMENT
The Land Acknowledgment was led by Council Member Alcantar.

We would like to acknowledge that the land we inhabit today was once known as Tovangaar, the home of the Gabrieleño-Tongva people. We show our respects to the Gabrieleño-Tongva people, as well as all Indigenous people, past, present, and future, and honor their labor as original caretakers of this land. We commit to uplifting the Gabrieleño-Tongva people, invite you to acknowledge the history, and join us in caring for this land.

6. PRESENTATIONS
A. Presentation by Cudahy’s Visionary Youth Leaders
B. Recognition of Cudahy’s Visionary Youth Leaders
C. Human Resources Department Annual Update

7. PUBLIC COMMENTS
Armando Velasquez (Kiwanis) spoke about the program he is bringing to all SELA cities (Kiwanis) shared how anyone can join and to do community service and give back to the community, mentioned they will be meeting on August 25th at the Southeast Rio Vista YMCA at 6:30 p.m.

Susie de Santiago spoke on the Cudahy Park Renovations, asked Council to reconsider adding the life of water system, conservation, water recycling, rainwater harvesting, consider the tables and benches making them be more amenable to the life of the park more pleasant, shared with Council to reconsider since the community needs more ecofriendly parks.

8. CITY COUNCIL COMMENTS / REQUESTS FOR AGENDA ITEMS
Council Member C. Gonzalez shared that she saw an ad on the Cudahy app and asked for updates, asked for update on the grants, spoke on domestic violence and requested to think of what we can do in October since it is domestic violence month.

Council Member Alcantar encouraged everyone to wear a mask and get checked, thanked Armando Velasquez with Kiwanis for his comment during public comment, spoke about doing a better job on spreading the word on the rent stabilization and shared her experience with rent increases.

Vice Mayor J. Gonzalez shared that Eco Rapid is merging into Gateway Cities Council of Governments and Hector De la Torre is now the Executive Director, asked the team about ribbon cutting for Sprouts and all new businesses, also requested for inventory of vacant businesses.

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City Council/Successor Agency Minutes of 8/15/2023 Page 3 of 6 Mayor Lomeli echoed her colleagues, asked staff to consider flyers for rent stabilization at schools, liked the idea of ribbon cutting and vacant inventory, wished everyone a good school year.

Vice Mayor J. Gonzalez asked to share the Kiwanis event on social media.

9. CITY MANAGER REPORT (information only)

10. REPORTS REGARDING AD HOC, ADVISORY, STANDING OR OTHER COMMITTEE MEETINGS – NONE

11. WAIVER OF FULL READING OF RESOLUTIONS AND ORDINANCES Motion: Vice Mayor J. Gonzalez motioned to waive full reading of resolutions and ordinances, seconded by Council Member C. Gonzalez. Motion passed 5-0 by the following roll call vote:

AYES: C. Gonzalez, Fuentes, Alcantar, J. Gonzalez, and Lomelí NOES: None
ABSENT: None
ABSTAIN: None

12. CONSENT CALENDAR
A. Consideration to Review and Approve the Draft Minutes of August 1, 2023, for the Regular Meeting of the City Council and the Joint Meeting of the City of Cudahy as Successor Agency and Housing Successor Agency to the Cudahy Development Commission
Presented by the City Clerk
Recommendation: The City Council is requested to review and approve the City Council / Successor Agency Draft Minutes for August 1, 2023.

B. Approval of the Local Agency Investment Fund (LAIF) for the Month of July 2023 Presented by the Finance Director
Recommendation: The City Council is requested to approve the Local Agency Investment Fund (LAIF) Report for the month of July 2023 in the amount of $12,489,361.78.

C. Approval of the City Demands and Payroll Including Statement of Investment for the Month of July 2023
Presented by the Finance Director

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City Council/Successor Agency Minutes of 8/15/2023 Page 4 of 6 Recommendation: The City Council is requested to approve the Demands and Payroll in the amount of $2,043,188.80 including the Statement of Investments for the month of July 2023.

D. Informational Item – ARPA Utilization Plan Monthly Report (July 2023) Presented by the Finance Director
Recommendation: The City Council is requested to receive and file the ARPA Utilization Plan Monthly Report for the month of July 2023.

Motion: Vice Mayor J. Gonzalez motioned to approve Consent Calendar items, seconded by Council Member Alcantar. Motion passed 5-0 by the following roll call vote:

AYES: C. Gonzalez, Fuentes, Alcantar, J. Gonzalez, and Lomelí NOES: None
ABSENT: None
ABSTAIN: None

13. PUBLIC HEARING
A. First Reading of Ordinance No. 740 to Approve an Amendment to General Plan Amendment No. 21-01 and Re-Adopt the City’s 2021-2029 Housing Element (6th Cycle)
Presented by the Community Development Director
Recommendation: Staff recommends that the City Council take the following action(s):

Adopt by first reading Ordinance No. 740 to approve an amendment to General Plan Amendment No. 21-01 and re-adopt the City’s 6th Cycle Housing Element for the 2021- 2029 planning period. Schedule the second reading of Ordinance No. 740 for September 5, 2023, regular City Council meeting.

At 7:53 p.m. Mayor Lomelí opened public comment, there being none, closed public comment.

Motion: Council Member Alcantar motioned to adopt by first reading Ordinance No. 740 to approve an amendment to General Plan Amendment No. 21-01 and re-adopt the City’s 6th Cycle Housing Element for the 2021-2029 planning period and schedule the second reading of Ordinance No. 740 for September 5, 2023, regular City Council meeting, seconded by Vice Mayor J. Gonzalez. Motion passed 5-0 by the following roll call vote:

AYES: C. Gonzalez, Fuentes, Alcantar, J. Gonzalez, and Lomelí NOES: None
ABSENT: None
ABSTAIN: None

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City Council/Successor Agency Minutes of 8/15/2023 Page 5 of 6

14. BUSINESS SESSION
A. Cudahy Park Renovation Project Presentation
Presented by the Community Services Director
Recommendation: The City Council is requested to receive and file NO MOTION – PRESENTATION ONLY
B. Strategic Plan Update Presentation
Presented by the Administrative Analyst
Recommendation: The City Council is requested to receive and file NO MOTION – PRESENTATION ONLY
C. Approval of a Professional Services Agreement for WSAB Cudahy Strategic Vision Implementation Plan
Presented by the Assistant to the City Manager
Recommendation: It is recommended that the City Council approve the Professional Services Agreement to City Fabrick for the WSAB Cudahy Strategic Vision Implementation Plan for a not to exceed amount of $160,000.00.

Motion: Council Member Alcantar motioned to approve the Professional Services Agreement to City Fabrick for the WSAB Cudahy Strategic Vision Implementation Plan for a not to exceed amount of $160,000.00, seconded by Vice Mayor J. Gonzalez Motion passed 5-0 by the following roll call vote:

AYES: C. Gonzalez, Fuentes, Alcantar, J. Gonzalez and Lomelí NOES: None
ABSENT: None
ABSTAIN: None

15. COUNCIL DISCUSSION – NONE
At 8:30 p.m., City Attorney, Stephanie Arechiga recessed to closed session.

16. CLOSED SESSION

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City Council/Successor Agency Minutes of 8/15/2023 Page 6 of 6 A. Closed Session Pursuant to Government Code Section 54956.9(e)(1) – Conference with Legal Counsel to Discuss Matter Involving Potential Litigation – Two Matters
B. Closed Session Pursuant to Government Code Section 54957 – Public Employee Performance Evaluation
Title of Employee: City Clerk

Closed Session Pursuant to Government Code Section 54957.6 – Conference with Labor Negotiator
City’s Designated Representative: Stephanie Arechiga, City Attorney Unrepresented Employee: City Clerk
At 10:05 p.m., Mayor Lomelí reconvened to open session.

17. CLOSED SESSION ANNOUNCEMENT
City Attorney, Stephanie Arechiga announced that all five council members were present for all items and no further reportable action.

18. ADJOURNMENT
The City Council / Agency meeting adjourned at 10:06 p.m.

Daisy Lomelí
Mayor
ATTEST:

Richard Iglesias
City Clerk

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Attachment
B

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“Serving The People” "Sirviendo A La Comunidad"
Staff Report
09/05/2023 Page 1 of 2

STAFF REPORT
Date: September 5, 2023
To: Honorable Mayor/Chair and City Council/Agency Members From: Alfonso Noyola, City Manager/Executive Director
By: Estefania Zamora, Assistant City Clerk
Subject: Approval of Resolution No. 23-40 Records Retention Schedules

RECOMMENDATION
It is recommended that the City Council adopt Resolution No. 23-40 Records Retention Schedules, authorizing the destruction of certain city records, and repealing Resolution No. 12-

18. BACKGROUND

1. On June 5, 2012, the City adopted a policy for retention and destruction of records. The adopted policy was the California Secretary of State Local Government Records Management Guidelines which was last reviewed in February 2006.

2. On April 5, 2023, the city entered into an agreement with Diane Gladwell of Gladwell Governmental Services, Inc. to improve the city’s records management program and retention schedules. This process was necessary to reduce current and future records storage costs, eliminate duplication of effort, and increase efficiency.

ANALYSIS
The Records Retention Schedules are the key element in an effective records management program. It assists the City by documenting which records require office or temporary storage, which records have historic or research value, and which records should be destroyed because they no longer have administrative, operational, fiscal, or legal value. The City Clerk maintains records retention schedules for each department of the city and will be updating on an as needed basis.

The new proposed retention schedules were written interactively with representatives from all departments participating in the project. It was a joint undertaking between the individual department personnel and the City Clerk’s office. They provide clear, specific records descriptions Item Number
12B

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“Serving The People” "Sirviendo A La Comunidad"
Staff Report
09/05/2023 Page 2 of 2

and retention periods, and apply current law and technology to the management of City records, by identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records.

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

The resolution authorizes the City Manager or City Clerk and City Attorney to have authority without further approval by the City Council to authorize the destruction of city records.

CONCLUSION
The city recommends adopting Resolution No. 23-40 to realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.

FINANCIAL IMPACT
There is no Financial Impact associated with the adoption of the Records Retention Schedules.

STRATEGIC PLAN CORRELATION
No correlation to the strategic plan.

ATTACHMENTS
A. Resolution No. 23-40
B. Resolution No. 12-18

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RESOLUTION NO. 23-40

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CUDAHY, CALIFORNIA ADOPTING A RECORDS

RETENTION SCHEDULE, AUTHORIZING DESTRUCTION

OF CERTAIN CITY RECORDS, AND REPEALING
RESOLUTION NO. 12-18
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 Cudahy; 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 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; and
WHEREAS, the City of Cudahy previously adopted Resolution No. 12-18 approving Records Retention Schedules;

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CUDAHY DOES HEREBY FIND AND RESOLVE AS FOLLOWS:

SECTION 1. Resolution No. 12-18 hereby repealed.

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

SECTION 3. The City Clerk or City Manager shall have ongoing authority, without further approval by the City Council and with the consent of the City Attorney for each proposed destruction of records, to authorize the destruction of city records.

SECTION 4. The City Clerk shall certify the passage and adoption of this resolution.

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

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Cudahy at the regular meeting of this 5th day of September 2023.

Attachment A Page 19 of 564
Resolution No. 23-40

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______________________________
Daisy Lomelí
Mayor
ATTEST:
____________________________
Richard Iglesias
City Clerk

CERTIFICATION

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS:

CITY OF CUDAHY )
I, Richard Iglesias, City Clerk of the City of Cudahy, hereby certify that the foregoing Resolution No. 23-40 was passed and adopted by the City Council of the City of Cudahy, signed by the Mayor and attested by the City Clerk at a regular meeting of said Council held on the 5th day of September 2023 and that said Resolution was adopted by the following vote, to-wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

Richard Iglesias
City Clerk

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HOW TO USE RETENTION SCHEDULES
©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.

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

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

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

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

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

AUTHORIZATION TO DESTROY RECORDS:

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

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

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).”

Page 21 of 564 ends

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).

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

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

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

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

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

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

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

Page 22 of 564 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Lead Dept. CW-001
Agreements & Contracts ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Certified Payrolls,
Project Schedules, RFP - Request for Proposal,
etc.)
Send all Final Agreements or Contracts and all
Insurance Certificates to the City Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Published Audit Standards=4-
7 years; Statute of Limitations: Contracts
& Spec's=4 years, Wrongful Death=comp.
+ 5 years, Developers=comp. + 10 years;
CCP §337 et. seq., GC §34090
Lead Dept. CW-002
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Certified Payrolls,
Project Schedules, RFP - Request for Proposal,
etc.)
Send all Final Agreements or Contracts and all
Insurance Certificates to the City Clerk
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR

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

97.42; OMB Circular A-133GC §34090
Lead Dept. CW-003
Agreements & Contracts: UNSUCCESSFUL
BIDS, PROPOSALS or RESPONSES to RFPs
(Request for Proposals) and/or RFQs (Request
for Qualifications) that don't result in a contract
2 years Mag,
Ppr
Yes: After
QC & OD GC §34090
n/a CW-004
Boards, Commissions, & Committees:

External Organizations - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required

Mag,
Ppr Non-records
Staffing Dept. CW-005
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council

MINUTES
P
Mag,
Ppr GC §34090
CITY-WIDE (Used by All Departments)
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 23 of 564 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Staffing Dept. CW-006
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council

AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Ppr
Department Preference; GC §34090 et
seq.

Staffing Dept. CW-007
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council
AUDIO or VIDEO RECORDINGS
Minimum 2
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.6
Staffing Dept. CW-008
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Only Citizen Advisory Boards appointed by
the City Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.

Lead
(Responding)
Dept.

CW-009 Complaints / Concerns from Citizens
(Excludes Police Officers)
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; CCP
§§338 et seq., 340 et seq., 342, GC
§34090
Lead Dept. CW-010 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-011
Correspondence - ROUTINE (Content relates
in a substantive way to the conduct of the
public's business)
(e.g. Letters, Memorandums, Administrative,
Chronological, General Files, Reading File,
Working Files, etc.)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 24 of 564 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-012
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, speaker cards,
staff videoconference chats, notes and
recordings, supply inventories, staff
videoconferences, chats, notes, recordings,
telephone messages, text messages,
transmittal letters, thank yous, requests from
other cities, preliminary notices for construction
projects, undeliverable envelopes, visitors logs,
voice mails, webpages, etc.)
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; Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v. Superior Court
(Smith). S218066. Supreme Court of
California, 2017
Lead Dept. CW-013 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required

Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.

GC §§34090, 6252, 6254(a)
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 25 of 564 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-014 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Lead Dept. CW-015 Newspaper Clippings
When No
Longer
Required

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

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Human
Resources CW-016 Personnel Files (Department Copies)
Do Not Retain
in
Departments
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
Lead Dept. CW-017 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-018 Photographs
When No
Longer
Required

Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-019
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-020 Public Relations / Press Releases 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 26 of 564 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CITY-WIDE (Used by All Departments)
(Who Ordered
the Appraisal)
CW-021 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-022 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
n/a CW-023
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

Mag,
Ppr Non-Records
Lead Dept. CW-024
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
YOUR Department
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-025
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-026 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-027 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Lead Dept. CW-028 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Page 27 of 564 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-029
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-030
Training Presented by City Staff - COURSE

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

QC & OD
Department preference; Ethics Training is
5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State
Law requires 4 years for personnel
actions; 8 CCR §3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC §§12946,
34090, 53235.2(b)
Finance CW-031 Travel Arrangements (the final record is the Invoice stored in Finance)
Drafts - 3
months
Mag,
Ppr
Preliminary drafts - Finance retains the
finals GC §34090.7
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 28 of 564 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY ATTORNEY
City
Attorney CA-001
Lawsuits / Litigation - May include
correspondence, pleadings, transcripts,
appeals. etc.

Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Initial Claim must be
filed within 1 year, lawsuit within 2 years; CCP
§337 et seq.; GC §§911.2, 34090, 34090.6; PC
§832.5(b)
CUDAHY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 29 of 564 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

City Clerk CC-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs
of Publications / Public Hearing Notices
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Brown Act challenges must be filed within 30
or 90 days of action; Statute of Limitations on
Municipal Government actions is 3 - 6 months;
GC §§34090, 54960.1(c)(1)
City Clerk CC-002
Agenda Packets: City Council, Joint
Meetings (Joint City Council, Successor
Agency, Housing Successor Agency,
Cudahy Development Commission), Public
Finance Corporation, Former Fire District
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-003
Agenda Packets: Redevelopment Agency /
Successor Agency, Oversight Board - If a
separate Agenda Packet from the City Council
10 years Mag, Ppr Department preference; GC §34090
City Clerk CC-004
Agreements & Contracts - ALL
(INFRASTRUCTURE, OR IF IMAGED, JPAs,
MOUs)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work), and all Insurance
Certificates
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property &
property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, etc.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
preparedness; Statute of Limitations is 4 years;
10 years for Errors & Omissions; land records
are permanent by law; CCP §337 et. seq., GC
§34090; Contractor has retention requirements
in 48 CFR 4.703

CITY CLERK
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 30 of 564 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-005
Agreements & Contracts - ALL (NONINFRASTRUCTURE, Professional Services Agreements, Tenant / Lease Agreements -

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

Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations
is 4 years; 10 years for Errors & Omissions;
land records are permanent by law; CCP
§§337. 337.1(a), 337.15, 343; GC §34090,
Contractor has retention requirements in 48
CFR 4.703(a)
City Clerk CC-006 Board & Commission / Committee Applications (All, whether appointed or not) 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-007 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-008 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-009 Claim for Damages / Claims Against the City Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City Clerk CC-010
Filing System / Subject Files / Function Filing
System - HISTORICALLY SIGNIFICANT,

LAND, PLANNING, CAPITAL

IMPROVEMENT INFRASTRUCTURE

PROJECTS
P Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-011 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT
Minimum 2
years
Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 31 of 564 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-012
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-013 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
City Clerk CC-014 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC
§81009(e)
City Clerk CC-015 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e)
City Clerk CC-016 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)
City Clerk CC-017
Campaign Filings (FPPC 400 Series Forms &
Form 501): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-018
Campaign Filings (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-019
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
City Clerk CC-020
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidatecontrolled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
City Clerk CC-021
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statewide guidelines
proposes 4 years for successful candidates, 2
years for unsuccessful; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100

CITY CLERK ELECTIONS (CONSOLIDATED)
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 32 of 564 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-022
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office and
4 years after the expiration of term and does
not delineate between the two; EC §17100
City Clerk CC-023
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Planning Commission, Precinct Maps,
County Election Services, Candidate
Statements to be printed in the Sample Ballot,
Polling Locations and Precinct Board
Members, Notices, Postings, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-024
Elections - HISTORICAL Files (Copies of
Sample Ballot, Resolution Declaring Results,
etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-025 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk CC-026 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
(End of Elections Section)
City Clerk CC-027 Ethics Certificates for City Council, Board and Commission Members Only 5 years Mag, Mfr, OD, Ppr S
Yes: After

QC & OD
GC §§ 3105, 12946, 34090;; 53235.2(b);
53237.2(b)
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 33 of 564 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-028
Historical Records, Photographs, & Historical
Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
City Attorney CC-029 Lawsuits / Litigation
Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City
Manager OR
City Clerk
CC-030 Legislative Advocacies, Support or Opposition
to proposed Federal or State Legislation
Minimum 2
years
Mag, Ppr Department preference; GC §34090
City Clerk CC-031
Minutes: City Council, Joint Meetings
(Joint City Council, Successor Agency,
Housing Successor Agency, Cudahy
Development Commission), Public Finance
Corporation, Former Fire District,
Redevelopment Agency / Successor
Agency, Oversight Board
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-032 Oath of Office / Appointments: City Council Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference; Statute of Limitations:

Public official misconduct is discovery of
offense + 4 years, GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC 1113
City Clerk CC-033 Ordinances P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-034
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 34 of 564 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-035 Public Records Requests / Subpoenas Duces Tecum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-036
Recorded Documents: Deeds, Easements,
Right of Ways, Abandonments / Vacation,
Liens / Lien Releases
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
City Clerk CC-037
Recordings: Audio or Video of City Council,
Joint Meetings (Joint City Council, Successor
Agency, Housing Successor Agency, Cudahy
Development Commission), Public Finance
Corporation, Former Fire District,
Redevelopment Agency / Successor Agency,
Oversight Board
Minimum 4
years
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.6
City Clerk CC-038 Records Destruction Authorization Forms & Certifications (All Departments) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-039
Resolutions: City Council, Joint Meetings
(Joint City Council, Successor Agency,
Housing Successor Agency, Cudahy
Development Commission), Public Finance
Corporation, Former Fire District,
Redevelopment Agency / Successor
Agency, Oversight Board
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 35 of 564 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

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

CITY MANAGER
City Manager CM-001 AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) 10 years Mag, Ppr Department preference; SB 1383 compliance is
required for 5 years; Low-Carbon Fuel Standard
regulations credits can be received for 10 years,
and are eligible for an extension; 14 CCR §
18995;.2 H&S §39730.7; GC §34090
City Manager CM-002
CARES Grants (Covid-19)
Applications (successful), grant agreement,
copies of invoices, program rules,
regulations & procedures, reports to grant
funding agencies, correspondence, audit
records, completion records
After
Funding
Agency
Audit, if
required -
Minimum 5
years

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

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

92.505, 570.490, & 570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090
City Manager CM-003 Grant Applications funded by the City's General Fund 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Finance maintains payable information in
Accounts Payable; GC §34090
City Manager CM-004 Grant Programs (Single Unit Rehabilitation, etc.)
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Ppr
Meets auditing standards; Grants covered by a
Consolidated Action Plan are required for 5
years; Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report or final payment of grantee or
subgrantee; statewide guidelines propose 4
years; 2 CFR 200.334; 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090
City Manager CM-005 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
CUDAHY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 36 of 564 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

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

City Manager CM-006
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules,
regulations & procedures, reports to grant
funding agencies, correspondence, audit
records, completion records
After
Funding
Agency
Audit, if
required -
Minimum 5
years

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

92.505, 570.490, & 570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090
City Manager
OR City Clerk CM-007
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Ppr Department preference; GC §34090
City Manager CM-008 Projects / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Ppr Department Preference; GC §34090 et seq.

Page 37 of 564 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Comm. Preserv., Econ. Dev., Parking, Planning, Supportive Services - Housing, former Redevelopment) Page CD-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

COMMUNITY DEVELOPMENT / BUILDING & SAFETY
Lead Dept. CD-001 _Permit Database (Tyler, Log of Permits Issued prior to Tyler)
Indefinite
(P) Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Community
Development /
Building &
Safety
CD-002 Address Files / Building Permits Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Community
Development /
Building &
Safety
CD-003
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Law requires for the life of the building for
commercial and common interest
dwellings only; CBC 104.7 & 107.5,
H&S§19850, GC §34090
Community
Development /
Building &
Safety
CD-004 Building Plans - Cancelled or Withdrawn
Upon
Cancellation
or withdrawal

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

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Development /
Building &
Safety
CD-005 Building Plans - Expired Life of the
Structure
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Community
Development /
Building &
Safety
CD-006 Building Plans - Finalled - TENANT

IMPROVEMENTS
Life of the
Structure 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
Community
Development /
Building &
Safety
CD-007
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES
EXCLUDES Site Plan / Floor Plan
180 days Yes (all)
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
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 38 of 564 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

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

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

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

FINANCE / ACCOUNTS RECEIVABLE
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 39 of 564 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
Accounts
Receivable
FIN-005
Accounts Receivable / Revenue / Our
Invoices to Outside Entities: Insurance
Companies, Franchise Fees, DUI Billing,
Transient Occupancy Tax (TOT), Auctions
of Surplus Property, Credit Card Payment
Receipts, Tenant Billing, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Accounts
Receivable
FIN-006
Prop. 218 (Property-based fees - Solid
Waste Fees) Protest Letters / Ballots,
Tabulation
2 years Mag, Ppr GC §53753(e)(2)
Finance /
Accounts
Receivable
FIN-007 Cash Receipts, Rents, Other Income,
Credit Card Settlements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards; GC §34090 et seq.

FINANCE / BUSINESS LICENSES
Finance /
Business
Licenses
FIN-008 Business License Applications or
Renewals 5 years Yes: Until Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

FINANCE / DEBT SERVICES
Finance /
Debt Services FIN-009
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) - Includes Continuing Disclosure
Reports
See Bank Statements for statement
retention.

Fully Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are
10 years; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a); 26
CFR 1.6001-1(e): GC §43900 et seq.

FINANCE / GENERAL LEDGER
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 40 of 564 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
General
Ledger
FIN-010 _Financial Services Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Finance /
General
Ledger
FIN-011 Audit Work Papers When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts / content not
substantive; GC §34090
Finance /
General
Ledger
FIN-012 Audits - Annual Financial Reports / Annual
Comprehensive Financial Report (ACFR) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Ledger
FIN-013
Audits - Single Audits, Grant Audits, IRS
Audits, Transportation Audits, PERS Audit,
etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
General
Ledger
FIN-014 Bank Statements, Bank Reconciliations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-015 Banking Transactions, Bank Wire
Transactions, Confirmations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-016 Budgets - Finals and Amendments P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Ledger
FIN-017 Budgets Work Papers When No Longer
Required Mag, Ppr Preliminary drafts; GC §34090
Finance /
General
Ledger
FIN-018 Checks / Warrants (Cashed) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets municipal government auditing
standards; GC § 34090
Finance /
General
Ledger
FIN-019 Checks / Warrants (VOIDED) When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 41 of 564 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
General
Ledger
FIN-020 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized property;
CCP §§340(d), 1519; GC §34090
Finance /
General
Ledger
FIN-021
Fiscal Agent Statements, Investment
Account Statements, LAIF Statements /
Local Agency Investment Fund Trustee
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-022 Fixed Assets, Depreciation Support
Documents 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-023
Investments / Investment Statements /
Certificate of Deposit / Investment Bonds
(Receipts / Advisor Reports / Trade
Tickets)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; statewide guidelines
propose permanent; FTC Reg's rely on
"self-enforcement"; GC§§ 34090,
43900
Finance /
General
Ledger
FIN-024 Journal Entries / Journal Vouchers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-025 OES / FEMA Claims 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
General
Ledger
FIN-026
Reports, General Ledger, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue & Expenditure Reports, etc.
(FROM NEW DATABASE - ANNUAL,

MONTHLY OR PERIODIC)
When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (The Financial
System Database is the original; reports
are considered drafts or copies); GC
§34090
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 42 of 564 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
General
Ledger
FIN-027
Reports, General Ledger, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue & Expenditure Reports, etc.
(FROM OLD DATABASE - ANNUAL,

MONTHLY OR PERIODIC)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards (Data are not available in the
New Financial System Database); GC
§34090, 26 CFR 31.6001-1
Finance /
General
Ledger
FIN-028
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street
Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-029
Tax - Annual Tax Roll and Special
Assessments: Landscape and Lighting
Districts, Ad Valorem Taxes, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-030 Tax - Sales Tax Reports (HdL) When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Compilation of Non-Records /
Preliminary drafts used to project
revenue; GC §34090

FINANCE / PAYROLL
Finance /
Payroll FIN-031 _Payroll Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance /
Payroll FIN-032 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-033
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 &
DE-166, 941 Forms, PERS / FICA &
Medicare Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs after
tax is due or paid; Ca. FTB: 3 years;
Articles show 7 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FIN-034 Garnishments
Satisfied + 5
years, or
Separation of
Employee
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090; 26 CFR 31.6001.1 CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 43 of 564 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
Payroll FIN-035 Payroll Reports - Periodic Bi-weekly
Payroll Report 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets
municipal government auditing
standards; PERS Circular letter 200-051-
17; GC §34090
Finance /
Payroll FIN-036 Time Cards / Time Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr min.;
FTB keeps 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC § 1174(d); 29
CFR 516.5; 29 CFR 516.5 & 516.6(c);
GC §34090
Finance /
Payroll FIN-037 W-2's, W-3's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090

FINANCE / RISK MANAGEMENT
Finance / Risk
Management FIN-038
Insurance Certificates not filed with
Agreement or Contract, Facility Use
Permit, etc.
2 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Finance / Risk
Management FIN-039
Insurance Policies -
General Liability, Workers
Compensation
P
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers longest
possible statute of limitations; CCP
§337 et seq.; 8 CCR §3204(d)(1) et
seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i); GC §§ 911.2,
34090
Finance / Risk
Management FIN-040 Insurance Policies - Property, Fire, Theft, etc.

Expiration + 4
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers statute
of limitations for contracts; CCP §337 et
seq.; GC §34090
Finance / Risk
Management FIN-041 Property Damage Claims / Restitution 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets
municipal government auditing
standards; GC §34090
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 44 of 564 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance / Risk
Management FIN-042 Vehicle Titles / Pink Slips
Upon Sale or
Disposal of
Vehicle
Mag, Ppr Title is transferred to new owner or
auction house
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 45 of 564 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Human
Resources HR-002
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation + 6
years
Mag, Ppr
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final disposition
of formal complaint; State requires 2 years
after "fully and finally disposed"; 2 CCR
11013(c); GC §§12946, 34090
Human
Resources HR-003
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag, Ppr
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 34090
Human
Resources HR-004 Compensation Surveys & Studies Minimum 3 years Mag, Ppr
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 34090
Human
Resources HR-005 Contracts for Investigators Completion + 5 years Yes: Before
Completion Mag, Ppr
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 46 of 564 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-006 COVID-19 Attestations by Employees, COVID-19 Notifications to Employees 3 years Mag Ppr LC §6409.6(k), GC §34090 Human
Resources HR-007 Employee Investigations Separation + 6 years Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations for
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 34090;
Human
Resources HR-008 Employment Verifications
When No
Longer
Required
Mag, Ppr Non-records, content is not substantive;
GC §34090 et seq.

Human
Resources HR-009 Ethics Certificates for Employees, Harassment Certificates - Employees Only 5 years Mag, Mfr, OD, Ppr S Yes: After

QC & OD
GC §§ 3105, 12946, 34090;; 53235.2(b);
53237.2(b)
Human
Resources HR-010 Grievances Separation + 6 years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations for
retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 34090;
LC 1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
Human
Resources HR-011 I-9s Separation + 6 years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 34090
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 47 of 564 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-012 Job Descriptions / Classification Specifications Minimum
Superseded +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; retirement benefits is 6 years
from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 34090
Human
Resources HR-013 OSHA Citations and Inspections 5 years Mag, Ppr OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
Human
Resources HR-014 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Ppr OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
Human
Resources HR-015
Personnel Files - Employee File (Main File,
including Benefits)
Includes Application, Discipline, Evaluations,
Policy Acknowledgements, Employee's Oath
of Office / Oath for Disaster Worker, PAN /
Personnel Action Notices, etc.)
Separation + 6
years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; W-4s are
required four years after the due date of
such tax for the return period to which the
records relate, or the date such tax is paid,
whichever is the later. 26 CFR 31-6001-1;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 34090; LC 1198.5
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 48 of 564 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-016
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, etc.

Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
Human
Resources HR-017
Recruitment and Testing File / Recruitment
Database (NeoGov)
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, etc.

Hiring
Decision + 4
years
Mag, Ppr
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 34090
Human
Resources HR-018 COBRA Billing 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal
government auditing standards; GC
§34090
Human
Resources HR-019 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
IRS Regulation 31-6001-1 four years after
the due date of such tax for the return
period to which the records relate, or the
date such tax is paid, whichever is the
later. GC §34090; 26 CFR 31.6001-1
Human
Resources HR-020
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, or Injury Reports from Employees)
Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 49 of 564 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

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

Finance /
Information
Technology
IT-001 Backups / Computer Backups (ALL)
When No
Longer
Required
Yes Mag.

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

Finance /
Information
Technology
IT-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Yes Mag. Posting is required by GC §6270.5; GC §34090 et seq.

Finance /
Information
Technology
IT-003

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

FINANCE / INFORMATION TECHNOLOGY
CUDAHY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 50 of 564 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

PARKS & RECREATION
Parks &
Recreation P&R-001 Activity Guide / Class Guide / Program Guide (Final) Minimum 2
years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Parks &
Recreation P&R-002
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-003 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No
Longer
Required
Mag, Ppr Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Parks &
Recreation P&R-004 Park Facility Use Requests / Field Rentals / Facility Use Applications and Permits 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

Parks &
Recreation P&R-005 Incident Reports 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-006 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-007 Schedules / Hours (classes and staff) When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 51 of 564 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Parks &
Recreation P&R-008
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years Ppr
Standard municipal government practice
(Courts treat volunteers as employees);
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC §§12946,
12960, 34090
Parks &
Recreation P&R-009
Volunteer / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Standard municipal government practice
(Courts treat volunteers as employees);
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC §§12946,
12960, 34090
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 52 of 564 ends

Ver. 3.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance)
Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

ENGINEERING
Public Works /
Engineering PW-001 Assessment Districts / Community Facilities Districts / Street Lighting Districts P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-002
Bonds: CIP or Private Development Labor &
Materials, Performance Bonds, Letters of
Credit, Encroachment Permits
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
Public Works /
Engineering PW-003
Capital Improvement Projects (CIP):

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

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
Public Works /
Engineering PW-004
Capital Improvement Projects (CIP):

Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Insurance
Certificates, Hazardous Materials, Notice of
Completion, Photos, Record Drawings Soils Reports,
Studies, Submittals, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-005
Design & Construction Standards - Authored by
the City for Construction of City Infrastructure
(CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-006
Drawings, Maps, and Record Drawings, LargeFormat Drawings, Survey Record Maps, Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 53 of 564 ends

Ver. 3.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance)
Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-007
Encroachment Permits / Excavation Permits:

Permanent (Structures in the City's Right of
Way, Retaining Walls, etc.)
Includes Insurance Certificates
P
Yes: Until
Completion Mag, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-008
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts (Installation
& Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion Mag, Ppr S / I Yes: After QC & OD GC § 34090 Public Works /
Engineering PW-009
Engineering Studies / Surveys (Public Right-ofWay) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies /
Project Assessments
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-010
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag, Ppr
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Public Works /
Engineering PW-011
Land Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

Completion +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 54 of 564 ends

Ver. 3.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance)
Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-012
Land Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

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

QC & OD
Drafts should be destroyed; Some maps
are also retained by Planning; Selected
maps are retained in Public Works for
administrative purposes; GC §34090,
34090.7
Public Works /
Engineering PW-016 Traffic Calming Requests (Speed Humps, etc.) Minimum 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Police / State of
California PW-017 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090.7
Public Works /
Engineering PW-018 Traffic Counts / Traffic Studies Minimum 2 years Mag Ppr Department preference; GC §34090
City Clerk PW-019 Traffic Speed Surveys (certified by City Council Resolution)
Copies -
When No
Longer
Required
Mag Ppr Presented to the City Council in the
Council Agenda Packet; GC §34090.7
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 55 of 564 ends

Ver. 3.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance)
Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-020 Traffic Stop Sign Warrants Minimum 2 years Mag Ppr Department preference; GC §34090
Public Works /
Engineering PW-021 Trip Generation Assessments Minimum 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
PUBLIC WORKS / MAINTENANCE (Park Maintenance, Street Maintenance, Vehicle Maintenance, Waste Management) Public Works /
Maintenance PW-022 AQMD Permits - for Generators, etc. Issue Date + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Maintenance PW-023 City Building Inspections / Facilities Inspections 2 years Mag, Ppr GC §34090 Lead Dept.
(Who Uses the
Vehicle)
PW-024
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Public Works /
Maintenance PW-025
Fleet - Vehicle & Equipment History Files
Maintenance, Smog Certificates
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works /
Maintenance PW-026 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works /
Maintenance PW-027
Herbicide or Pesticide Application Forms
(FIFRA Forms - Federal Insecticide, Fungicide,
and Rodenticide Act)
2 years Mag, Ppr
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623
Public Works /
Maintenance PW-028 Operations & Maintenance Manuals (O&M Manuals) Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Page 56 of 564 ends

Ver. 3.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance)
Page PW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Maintenance PW-029 Playground Equipment Inspections, Maintenance 5 years Yes:

During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference; CCP §337; GC
§34090
Public Works /
Maintenance PW-030 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S
Yes: After 1
year
Department preference; GC §34090 et.
seq.

Public Works /
Maintenance PW-031
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Maintenance PW-032 Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs and Forms) 5 years Mag, Ppr Department preference; GC §34090 Public Works /
Maintenance PW-033 Tree DATABASE Indefinite Mag Data is interrelated; GC §34090 Public Works /
Maintenance PW-034 Tree Maintenance, Trimming, Arborists Reports 5 years Mag, Ppr Department preference; GC §34090 Public Works /
Maintenance PW-035 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(d), GC §34090
PUBLIC WORKS / NPDES (NATIONAL POLLUTION DISCHARGE ELIMINATION SYSTEM) / MS-4 Public Works /
NPDES PW-036 Stormwater Illicit Discharges 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
CUDAHY, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 57 of 564 ends

Ver. 3.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance)
Page PW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
NPDES PW-037
Stormwater Inspections (Business Inspections,
O&M related inspections, and Development
Inspections)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC §34090
Public Works /
NPDES PW-038 Stormwater: NPDES Annual Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years0; 40 CFR §§122.21, 122.41,
122.44
Public Works /
NPDES PW-039 Stormwater: NPDES Permits / MS-4 Permits Expiration + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years); 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Public Works /
NPDES PW-040 Street Sweeping Tonnage Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years); 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Page 58 of 564 ends

Attachment B Page 59 of 564

Page 60 of 564 ends

EXHIBIT A

Page 61 of 564 ends

LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-16
LEGEND
Records Retention
AC = Active AD = Adoption
AU = Audit CL = Closed/Completion
CU = Current Year DOB = Date of Birth
E = Election L = Life
P = Permanent S = Supersede
T = Termination

CITATIONS
B&P – Business and Professions H&S – Health & Safety

CAC – California Administrative Code HUD – Housing and Urban Development
CCP – Code of Civil Procedure OSHA – Occupational Safety & Health Act
CCR – Code of California Regulations PC – Penal Code

CEQA – California Environmental POST – Police Officers Standards Quality Act Training
CFR – Code of Federal Regulations UFC – Uniform Fire Code EC – Election Code USC – United States Code

FMLA – Family & Medical Leave Act, WIC – Welfare & Institutions Code 1993
GC – Government Code

Page 62 of 564 ends

LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-17

ADMINISTRATION
Record Series Retention Citation Descriptor

AUDIT
Annual Financial
Report
CL + 2 GC34090 Independent auditor analysis
Bonds CL + 10 GC34090;
CCP 337.5
Final bond documentation
Budget P GC34090 Annual operating budget approved by Legislative Body
Budget Operating
(copies)
S GC34090 Departmental Reference
Hearing or Review AU + 2 GC34090;
OMB A-128
Documentation created and or received in connection
with an audit hearing or review
Reports AU + 4 GC34090;
OMB A-128
Internal and/or external
Reviews,
Internal/External
Periodic
CU GC34090;
GC6250
Daily, weekly, monthly, quarterly or other summary,
review, evaluation, log, list, statistics, except a report

COMMUNITY

SERVICES

Libraries CU + 2 GC 34090 Books, art, gifts, donations, exhibits, theatre, music, special events, etc.

Plaques P Historic value
Sports Organization S + 2

ELECTIONS
Affidavit Index CL + 5 EC 17001
Applications, Absentee
Ballots and Envelopes
E + .5 EC 17505;
EC 17302
From date of election
Assisted, Challenged
Voters List
E + .5 EC 17304 From date of election
Ballots E + .5 EC 17302 From date of election; ballots submitted to precincts/City Clerk that were not used - unless
contested (EC 17302(c)) retention by court order
Ballots
Prop. 218
(Assessment
Districts)
P California
Constitution
Art. XIII
Property related fees (Assessment Ballot proceeding)
Calendar E + 2 GC 34090
Canvass P GC 22932;
EC 17130;
EC 2653
Notifications and Publication of Election; Records
used to compile final election results, including tally sheets, voting machine tabulation, detailed
breakdown of results; special election results
Certificates of Election T + 4 GC 81009(a)
(d)
Certificates of election; Original reports and
statements
Charter
Amendments/
Measures
P GC34458-60;
GC34090
Chapter designations by Secretary of State following
adoption of voters

Page 63 of 564 ends

LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-18

ADMINISTRATION (CONTINUED)
Record Series Retention Citation Descriptor

Fair Political Practices

Administration/
Campaign
Statements and
Conflict of Interest
CU + 5 FPPC Opinions
Campaign
disclosure, Elected
P GC81009(b)
(g)
FPPC Filings
Campaign
disclosure,
Not Elected
E + 5 GC81009(b) FPPC Filings
Campaign
disclosure -
Unsuccessful
(all other
committees)
E + 7 GC81009 FPPC Filings
Candidate
Statements
E + 4 Sample ballot retained permanently.

History P GC 34090 History of elections, sample ballots, certificates of destruction, other resolutions re: elections
Statement of
economic interest -
Elected Officials
T + 7 GC
81009(e)
FPPC Filings
Statement of
economic interest -
Not Elected
E + 5 GC
81009(b)
FPPC Filings
Lobbyist Registration P EC
81009(b)
Statements
Maps, Precincts/Voter
Information
E + 2 GC 34090;
EC 17501;
EC 17301
Nomination Papers
Successful
Unsuccessful
E + 4
E + 2
EC 17100
GC
81009(b)
Notifications and
Publications
E + 2 GC 34090 Proof of publication or posting, certification and listing of notice of posting; copy of newspaper notice and
certification of offices to be voted for at forthcoming election
Oaths of Office T + 6 GC34090;
29 USC
1113
Elected Officials
Petitions .75 EC 17200,
17400; GC
7253.5; EC
14700 + GC
3756:8
From date of filing or election; Initiative, referendum, recall, Charter Amendments

Page 64 of 564 ends

LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-19

ADMINISTRATION (CONTINUED)
Record Series Retention Citation Descriptor

Precinct Records E + .5 EC 17503 From date of election: Precinct official material; declaration of intention, precinct board member
applications, orders appointing members of precinct
boards and designating polling places
Includes notice of appointment of office and record of
service
Roster (Of Voters) E + 5 EC 17300 From date of election; Initiative, referendum recall, general municipal election, Charter Amendments
Voter Affidavits CL + 5 EC 17000
Voter Registration
Signature Copy
CU + 5 EC 17000 Fire, special or school district

GENERAL SUBJECT
Administration P GC 34090
Biographies CU + 2 GC34090
Classifications and
Appointments
P GC 34090;
GC 12946;
29 CFR
516.6(2); 29
CFR 1602.4
Includes supplemental Personnel records. Wage rate
tables 2 years.

Correspondence/
Originating Department
CU + 2 GC34090(d) If not attached to agreement or project file Goals & Objectives CU + 2 GC34090 Departmental goals & objectives Policies & Procedures,
Departmental
S + 5 GC34090(d) Retain while current
Promotional Marketing
External CU + 7
Internal 2
Reports
Departmental CU + 2 GC34090 Special/or final summary, review or evaluation Staff CU + 2 GC34090 Non-agenda related, includes supporting documentation
Special Projects CU + 2 GC34090
Support Services CU + 2 GC34090 Reproduction; printing; postal/mailing services, other internal resources
Travel Records CU + 2 GC34090

GRANTS
Community
Development Block
Grant and Urban
Development
T + 4 GC34090;
24 CFR
570.502
24 CFR85.42*
Applications, reports, contracts, supporting documents; *OMB Cir. A-102, A-110, A-128
Federal and State CL + 5 GC34090 Refer to grant application close-out procedure Financial Records CL + 5 GC34090 Refer to grant application close-out procedure Unsuccessful CL + 2 GC34090 Applications not entitled

Page 65 of 564 ends

LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-20

ADMINISTRATION (CONTINUED)
Record Series Retention Citation Descriptor

HUMAN RESOURCES
Benefit Plan Claims P GC6250 et
seq;
OMB A-129
29 CFR
1602.30;
32; Lab Rel
Sec 1174*
May include dental, disability, education, health, life and vision including dependent care and Employee
Assistance
*29 CFR 1637.3; 29 USC 1027; 29 CFR 1627.3; 29 USC
1113
Benefit Plan
Enrollment, Denied
CL + 4 GC34090;
OMB A-128
Bond, Personnel
Fidelity
T + 2 GC34090 Employee Fidelity Bonds
Employee Handbook S + 2 GC 34090 General employee information including benefit plans Employee Programs CL + 2 GC 34090;
GC 12946
Includes EAP and Recognition
Employee Rights
General Employees
Safety (Police)
T + 2
T + 5
GC12946;
29 CFR
1602; 29
USC 211
(e); 203(m);
207(g)
May include Arbitration, grievances, union requests,
sexual harassment and Civil Rights, complaints,
disciplinary actions
Hourly Employees T + 6 GC12946;
GC34090*
*29 CFR 1627.3, Labor Relations Section 1174
Immigrant Immigratio
n
Reform/Co
n-trol Act
1986 Pub. L
99-603
I-9's
Medical Leave CL + 30 FMLA 1993
US OSHA;
29 CFR ;
1910.20*
May include Family leave; certifications; tests; W-4's; *29 CFR 1602.30.32; 49 CFR 193-9;
Motor Vehicle Pulls
(DMV)
CL + 7 GC12946, * *CA 91009; 8 USC 1324 (a)
Negotiation P 29 USC
Sections
211(c),
203(m),
207(g)
Notes, notebooks, correspondence, contracts, and
Memorandums of Agreements

Page 66 of 564 ends

LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-21

ADMINISTRATION (CONTINUED)
Record Series Retention Citation Descriptor

Non-Safety Employees T + 3 Reference:
29 CFR
1627.3;
CCR Sec
1174; 29
CFR
1602.30.32;
GC6250 et
seq; 29
CFR; GC
12946,
34090*
Non-safety employees may include: Release
Authorizations; Certifications; Reassignments; outside
employment; commendations disciplinary actions;
terminations; Oaths of Office; evaluations-pre-employee medicals; fingerprints; identification cards (ID=s)
*1607.4; 29 CFR 655.202; 29 CFR 516.6 et seq; 45 CFR
1068.6(a)
Personnel Records
(copies)
CU + 2 GC34090;
GC6250
Attendance; evaluations; drafts; worksheets; postings
PERS, Social Security,
SSI
P 29 CFR
1627.3(2);
GC 12946,
34090

EEOC/ADEA
Recruitment CL + 3 Reference:

GC12946;
GC6250 et
seq;
29 CFR
1602 et seq
29 CFR
1607;
29CFR
1627.3
Applications, resumes, alternate lists/logs, indices;
ethnicity disclosures; examination materials;
examination answer sheets, job bulletins; eligibility;
electronic database
Reports CU + 2 GC34090 Employee statistics, benefit activity; liability loss Safety Employees T + 5 Reference:
29 CFR
16273; CCR
Sec 1174;
29 CFR
1607.4; *
Police, fire, emergency employees may include; Release
Authorizations; Certifications Reassignments; outside
employment; commendations disciplinary actions;
terminations; Oaths of Office; evaluations-pre employee medicals *29 CFR 1602.30.32; 29 CFR 655.202; 29 CFR
516.6 et seq; 45 CFR 1068.6(a)
Surveys and Studies CU + 2 GC 12946,
34090; 29
CFR
516.6(2); 29
CFR
1602.14
Includes classification, wage rates
Training Records
Non-Safety
CU + 7 GC6250 et
seq
Employee applications, volunteer program training,
class training materials, internships;
Personnel (by name) T + 7 GC34090 Paperwork documenting officers internal and external training
Safety CU + 2 GC34090 Certifications/designations
Vehicle Mileage
Reimbursement Rates
S + 2 GC 34090 Annual mileage reimbursement rates

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-22

ADMINISTRATION (CONTINUED)
Record Series Retention Citation Descriptor

INFORMATION

SERVICES

Internet, World Wide
Web
S + 2 GC34090 Management/Policies and supporting documentation Inventory, Information
Systems
S + 2 GC34090 Hardware/Software Inventory logs; systems manuals Network Information
Systems (LAN/WAN)
CU + 4 GC34090;
CCP 337.2;
343
Configuration maps and plans
Program Files and
Directories
CU + 2
CU + (2
mos.)
CU + 1
CU + .5
GC34090;
GC34090.7
Annual backup
Daily backup
Monthly backup
Weekly backup
Tapes Information
Systems
CU + 2 GC34090 System Generation

LEGAL/ LEGISLATIVE
Agendas CU + 2 GC34090 Original agendas and special meeting notices, including certificates of posting, original summaries, original
communications and action agendas for Council,
Boards and Commissions
Agenda Reports
(Master, Subject Files)
CU + 2 GC34090
(d)
Documentation received, created and/or submitted to
Council
Appeals, Civil CU + 3 CCP
583.320(a)(
3); GC
34090
Applications, Boards,
Commissions,
Committees
CL + 2 GC34090 Not selected
Applications, Boards,
Commissions,
Committees
T + 5 GC34090;
GC40801
Selected
Articles of
Incorporation
P GC34090;
CCP 337.2
Case Log CL + 7 CCP 337.2;
343
From Close of cases listed; Chronological listing of
cases
Case Records - (High
Profile)
P GC6254 Significant cases which have importance/or set legal precedence. Includes logs, complaints, police reports,
court orders, motions, notes, briefs
Case Records CO + 7 42 USC
s1983
Includes logs, complaints, police reports, court orders, motions, notes, briefs, closing statements (unless
minors - 3 years after attaining 18)
Contracts and
Agreements
Excl. Capital
Improvement
T + 5 CCP 337.2,
343;
B&P7042.5;
*
Includes leases, equipment, services or supplies
*PU7685; 48 CFR:2; GC53066
Incl. Capital
Improvement
P 2.08.110;* Construction
*GC37090a; 4004; H&S 19850
Index, Attorney Case L GC6254 Including notations on activities related to case

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-23

ADMINISTRATION (CONTINUED)
Record Series Retention Citation Descriptor

Legal Advertising CU + 4 CCP 343,
349 et seq.;
GC 911.2;
GC 34090
Includes public notices, legal publications
Logs, Attorney Service
Request
CU + 2 GC34090 Service request, summaries of monthly requests Minutes P GC34090(d)
; GC36814;
GC40801
Official minutes and hearing proceedings of governing
body or board, commission or committee
Notices, Meeting CU + 2 GC
34090.7,
54960.1(c)(
1)
Special meetings
Opinions S + 2 GC34090;
GC6254
Confidential
Ordinances P GC34090(d)
40806
Charter amendments; municipal code
Petitions CU + 1 GC50115;
GC6253
Submitted to legislative bodies
Resolutions P GC34090(d)
40801
Legislative actions
Tapes, Audio/Video CU + 3
mos.

GC 34090.7 When used for minute preparation and may have historical value.

MUNICIPAL CLERK
Assessment Districts P GC 34090 Original documentation
Inventory, Records CU + 2 GC34090;
80 OPS
Atty. Gen.
106
Inventory of non-current or inactive records holdings
and location, indices. Tapes may be recycled.

Municipal Code P GC 34090 Supplements included
Public Records
Request
CL + 2 GC 34090
Records Management CL + 2 GC34090 Document includes retrieval, transfers - inactive Records Management
Disposition
Certification
P GC34090 Documentation of final disposition or records Records Retention
Schedules
S + 4 CCP 343

POLICIES/

PROCEDURES

General Administrative S + 2 GC34090;
40801
All city policies and procedures
Policy, Council/
Proclamations
S + 2 GC34090 Policies, directives rendered by Council not assigned a resolution or ordinance number

PUBLIC FINANCING

AUTHORITY

Administration P GC 34090

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-24

ADMINISTRATION (CONTINUED)
Record Series Retention Citation Descriptor

Financial Records P GC 34090,
40802,
53901
Management Reports 2 GC 34090

PUBLIC INFORMATION
Brochures,
publications,
newsletter, bulletins
S + 2 GC 34090
Calendar, City CU + 2 GC 34090
Media Relations CU + 2 GC 34090 Includes cable, newspaper, radio, message boards, presentations.

RISK MANAGEMENT
Accident Reports - City
Assets
CL + 7 29 CFR
1904.2; 29;*
Reports and related records
* CFR 1904.6
Bonds, Insurance P CCP 337.2;
343
Bonds and insurance policies insuring city property and other assets
Claims, Damage CL + 5 GC34090;
GC25105.5
Paid/Denied
Incident Reports CL + 7 29 CFR
1904.2; 29
CFR 1904.6
Theft, arson, vandalism, property damage or similar
occurrence (excluding fire/law enforcement)
Insurance, ACCEL JT
Powers Agreement
P GC34090 (Authority California Cities Excess Liability Insurance) B Accreditation/ MOU=s/agreement/agendas
Insurance, Certificates P GC34090 Insurance certificates filed separately from contracts, includes insurance filed by licensees
Insurance,
Liability/Property
P GC34090 May include liability, property, Certificates of Participation, deferred, use of facilities
Insurance, Workers
Compensation
P GC6410;
29 CFR
1910.20
Indemnity; PERS - working files - originals with
Administrator
Photographs,
Negatives, Film
CL + 2 GC34090
Risk Management
Reports
CL + 5 OMB 1220-
0029; 29
CFR1904.4;
GC 34090
Federal OSHA Forms; Loss Analysis Report; Safety
Reports ; Actuarial Studies
Workers
Compensation
P CCR 14311;
15400.2;
CA
Labor Code
110-139.6
Claim Files, Reports, Incidents
(working files) originals filed with Administrator

Page 70 of 564 ends

LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-25

DEVELOPMENT
Record Series Retention Citation Descriptor

ADMINISTRATION
Benchmark Data CU + 2 GC34090d Horizontal, vertical & control Bids & Proposals
(Unsuccessful)
CL + 2 GC34090d
Bonds
Development
CL + 10 CCP 337.5 Housing; Industrial Development
Security CL + 2 GC34090 Documentation created and or received in connection with the performance of work/services for the city, or
for parcel maps and subdivision work
Code Books P GC34090e National Electrical Code, Uniform Building, Fire, Mechanical, Plumbing & Supplements
Contractor CU + 2 GC34090d Current listing
Correspondence CU + 2 GC34090d Working documentation
Development
Conditions
L GC34090 Mitigation measures; filed with case files
Development
Agreements
P CCP337,
337.1(a),
337.15;
GC34090;4
8 CFR

4.703
Infrastructure contracts, franchises. Original
maintained for 7 years.

Development
Standards
P GC34090a Landscape mediums, parkway landscape
development, public works construction
Drawings, Project Plan CU + 2 GC34090d Does not include those usually filed with case or project
Franchises P GC65864,
65869.5,
34090*
Including subdivision agreements, contracts for sale
or purchase of property, cable, grant of easements
and/pr involving construction of improvements
*CCP 337.2, 343; AC16023
General Subject Files CU + 2 GC34090d Internal working files including correspondence Grants,
Community/Urban
Development (includes
CDBG)
CL + 4 24CFR
570.502(b)
(3);
241CFR

85.42 &
OMB Cir. A110, Attach.

C; *
Project files, contracts, proposals, statements, reports, sub-recipient dockets, Environmental review, grant
documents, applications, inventory, consolidated plan,
etc. Includes Section 108 loan guarantee *OMB Cir.

A-102 & 128, HUD regulations
Historic Preservation
Inventory
2 GC34090d Historic structures & landmarks
Incident Files 2 GC34090d Emergency Call Outs
Land Uses,
nonconforming
P GC34090a Building or site usage which does not conform to current standards
Logs CU + 5 Logs, registers or similar records listing permits, certificates of occupancy issued; may include
inspection, building activity, daily, plan check, utility

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-26

DEVELOPMENT(CONTINUED)
Record Series Retention Citation Descriptor

Maps & Plats P GC34090a Engineering & field notes and profiles; cross-section of roads, streets, right-of-way, bridges; may include
annexations, parks, tracts, block, storm drains, water
easements, bench marks, trees, grading, landfill, fire
hydrants, base maps, etc.

Master Plans, Annual S + 2 GC34090 Special or long range program plan for municipalities – coordination of services; strategic planning
Permits, Construction P GC34090a;
H&S19850;
4003; 4004
Plans, building, signs, grading, encroachment,
including blueprints and specifications
Permits, Other CL + 2 GC34090d Alterations, encroachment, excavations, road, street sidewalks & curb alterations, transportation,
swimming pool drainage, temporary uses, etc.

Photographs S + 2 GC34090d Aerial photographs
Projects, Not
Completed or Denied
CL + 2 GC34090d Building, engineering, planning
Reports CU + 2 GC34090 Activity, periodic
Seismic Retrofit
Program
P GC34090a Includes Certificates of Compliance
Street Names and
House Numbers
P GC34090a Street dedications, closings, address
assignment/changes
Studies, Special
Projects & Areas
CL + 2 GC34090d Engineering, joint powers, noise, transportation Surveys P GC34090a Recording data and maps

BUILDING
Blueprints,
Specifications
CL + 2 GC34090d Submitted by contractors with application for permit and builds for Certificate of Occupancy
Certificates L GC34090a Compliance, elevation, occupancy which affect real property
Construction
(Approved)
P GC34090a;
4003; 4004;
H&S 19850,
19853
New commercial and residential construction, tenant
improvements room additions, spa, signs, block wall,
remodel including security bonds
Inspection CL + 2 GC34090d Correspondence, fees, appeal requests, reports Permits P GC34909a;
H&S 19850;
4003;4004
Plans, building, signs, grading, encroachment permits
Signs (Temporary) S + 2 GC34090d Home occupations, off-premise signs

CODE ENFORCEMENT
Abandoned Vehicles CL + 2 GC34090d
Case Files CL + 2 GC34090d Building, housing and mobile home code violation records including inspections; public nuisance
rubbish and weed abatement, vehicle abatement,
citations, massage parlor permits, general
Liens & Releases,
Supporting
Recorded
CL + 2
P
GC34090 Utilities, abatement, licenses

Page 72 of 564 ends

LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-27

DEVELOPMENT(CONTINUED)
Record Series Retention Citation Descriptor

Logs CU + 2 GC34090d Lien Recovery, citations, complaints Regulations S + 2 GC34090d Includes rules
Reports, Federal and
State
P GC34090a Code enforcement statistics; may contain records affecting title to real property or liens thereon
Violations, Building,
Property & Zoning
CL + 2 GC34090d Supporting code enforcement activity

ENGINEERING
Capital Improvement
Projects
CL + 10 CC337.15 Supporting documents including bidders list, specifications, reports, plans, work orders, schedules, etc.

Construction Tracking,
Daily
P CC337.15 Assesses value of real property
Drawings, Traffic
Control Plan
P GC34090a Signs, signing & striping, road construction Flood Control CL + 2 GC34090d Storm Drains
Special Districts P GC34090a Supporting documents re: improvement, lighting, underground utility; bonds, taxes & construction
Street/Alley
(Abandonment/
Vacation)
CL + 2 GC34090d Relinquishment of rights and fee title
Traffic Signals CL + 2 GC34090d Counts, collisions, accidents

ENVIRONMENTAL

QUALITY

Air Quality (AQMD) CU + 7 CCP
338(k);
GC34090
Participants/voucher logs, Total Daily Mileage Survey
(TDM); various local authorities; Commute Alternative
Asbestos P GC34090a Documents abatement projects, public buildings California
Environmental Quality
Act (CEQA)
P GC34090a
+ CEQA
Guidelines
Exemptions, Environmental Impact Report, Mitigation
monitoring, negative declaration, notices of
completion and determination, comments, statements
of overriding considerations
Congestion
Management
CU + 2 GC34090d Ride sharing, trip reduction
Environmental Review CL + 2 GC34090d Correspondence, consultants, issues, conservation Pest Control CU + 2 GC34090d Pesticide applications, inspections & sampling, documents
Soil CL + 2 GC34090d Analysis, construction recommendations Soil Reports P GC34090d Final Reports

HOUSING
Bonds CL + 4 CCP 337 Revenue Bond Documentation
Programs CL + 3 24 CFR
570.502(b)(
3); 24 CFR

85.42 &
OMB Cir. A110, #C
Includes comprehensive Housing Authority Strategy,
Meeting Credit Certificate, Housing bond advisory,
HOME, In-Lieu Housing Mitigation, Low/Moderate
Housing, Rental Housing Assistance

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-28

DEVELOPMENT(CONTINUED)
Record Series Retention Citation Descriptor

Redevelopment
Budgets
Bond Issues
P
P
GC 34090,
40802,
53901
GC43900 et
seq.

Includes annual audit

MUNICIPAL FACILITY
Capital Improvements,
Construction
P 2.083110;
GC34090a;
4004; H&S
19850;
GC34090a
Contains records re: Planning, design, construction,
conversion or modification of local government-owned
facilities, structures & systems
Facility Rentals/Use CU + 2 GC34090 Permits, contracts, diagrams, schedules, insurance binders
Maintenance &
Operations
CU + 2 GC34090d Service requests, invoices, supporting documentation; buildings, equipment, field engineering, public
facilities including work orders and graffiti removal

PLANNING
Case files, Planning
and Zoning
P GC34909a;
H&S 19850;
4003;4004
Pertains to real property. May include blueprints,
drawings, maps, plans, reports, evaluations,
correspondence, uses, permits, variances, studies,
appeals, compliance certificates, lot line adjustments
or other planning-related matters brought before
legislative body
Certificates L GC34090 Retain during life of structure
Flood Records CU + 2 GC34090
General Plan and
Elements
P GC34090 Includes sphere of influence
General Plan
Amendments
Approved
Denied
CL + 2
CU + 3
GC34090
GC65103; * * GC50110
Interpretations CU + 2 GC34090
Maps, Plans,
Drawings, Exhibits,
Photos
P GC34090;
H&S 19850;
GC34090.7
Zoning, tentative subdivision, parcel, land use map,
aerial photos, specific plans

PROPERTY
Abandonment P GC34090a Buildings, Condemnation, Demolition Acquisition/
Disposition
Disposition
CL + 10 GC34090a;
GC6254
Supporting documents re: sale, purchase, exchange,
lease or rental of property by City
Annexation Case Files P GC34090a Reports, agreements, public notices Appraisals CL + 2 GC34090;
GC6254(h)
Exempt until final acquisition or contract agreement
obtained
Deeds & Promissory
Notes
P GC34090a * * 24 CFR 570.502(b)(3); 24 CFR 8.42 & OMB Circ. SA110 Maps, City Boundary P GC34090d Recorded maps, surveys, monuments Lot Split Cases P GC34090
Relocation Files CL + 2 GC34090 e.g., Redevelopment

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-29

FINANCE
Record Series Retention Citation Descriptor

ACCOUNTING
Accounts Payable AU + 4 GC34090 Invoices, check copies, supporting documents Accounts Receivable AU + 4 GC 34090
Applications CL + 2 GC34090 Utility connections, disconnects, registers, service Assessment Districts P GC 34090 Collection information; Original documentation files with municipal clerk
Bank Reconciliation AU + 5 GC34090; 26
CFR 16001-1
Statements, summaries for receipts, disbursements &
reconciliation
Billing Records AU + 2 GC34090 Customer name, service address, meter reading, usage, payments, applications/cancellations
Budget AU + 2 GC 34090
Budget adjustments,
journal entries
AU + 2 GC34090 Account transfers
Checks AU + 5 GC34090;
CCP 337
Includes payroll, canceled & voided checks
Deposits, Receipts AU + 4 GC 34090;
CCP 337
Checks, coins, currency
Invoices AU + 2 GC34090 Copies sent for fees owed, billing, related documents Journals
Utility Billing CU + 2 GC34090 Billing including monthly activity Ledger, General P GC34090; * * CCP 337
Voucher AU + 4 GC34090;
CCP 337
Account postings with supporting documents
Taxes, Receivable AU + 3 CCP338
Warrant Register AU + 2 GC 34090.7

ADMINISTRATIVE

SERVICES

Budget Operating
(copies)
S GC34090 Departmental Reference
Budget, Proposed CU + 2 GC34090 Presented to Council
Adopted P GC 34090

FIXED ASSETS
Inventory AU + 4 GC34090; 26
CFR 301 65-
1(F)
Reflects purchase date, cost, account number
Surplus Property
Auction AU + 2 GC34090 Listing of property
Disposal AU + 4 GC34090;
CCP 337
Sealed bid sales of equipment
Vehicle Ownership &
Title
L VC 9900 et
seq.

Title transfers when vehicle sold

LICENSE
Business T + 4 GC34090;
CCP 337
Paid & reports

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-30

FINANCE (CONTINUED)
Record Series Retention Citation Descriptor

PAYROLL
Adjustments AU + 4 GC 34090
29 CFR
516.5 – 516.6
Audit purposes
Employee Time Sheets AU + 6 GC34090; 29
CFR 516.2*
Signed by employee for audit & FEMA Reports
*20 CFR 516.6(1); IRS Reg. 31.6001-1(e)(z); R&T 19530;
LC 1174(d)
PERS Employee
Deduction Reports
T + 4 GC34090;
CAC 22-
1085-2
Record of deductions
(PERS Public Employee Retirement System) *26CFR

31.6001-1;29 CFR 516.5, 516.6, LC 1174(d)
Register P GC34090;
GC37207
Labor costs by employee & program
Salary Records T + 3 GC34090; 29
CFR 516.2
Deduction authorization, beneficiary designations,
unemployment claims, garnishments

PURCHASING
Bids, RFQ’s, RFP’s
Successful
Unsuccessful
AU + 4
AU + 5
CU + 2
GC34090;
CCP 337; *
Requests for Qualifications; Requests for Proposals
regarding goods and services * GC 25105-1; GC 34090
Requisitions
Purchase Orders AU + 4 GC34090;
CCP 337
Original documents
Stores CU + 2 GC34090 Completed forms for ordering
Vendor Register P GC34090 Alpha vendor listing of purchase orders, invoices, account numbers and check date

REPORTS
Audits P GC 34090
Deferred Compensation T + 5 GC34090; 26
CFR 16001-
1*
Records of employee contributions and city payments
*29 CFR 1627.3(2)
Federal and State Tax AU + 4 GC34090;
29USC 436
*
Forms 1096, 1099, W-4’s and W-2's
*26 CFR 31.6001.1-4; IRS REG 31.6001-1(e)(2);R&T
19530;29 CFR 516.5-516.6
Financial, Annual AU + 7 GC 34090.7
Investment
Transactions
P GC34090;
CCP 337;
GC 53607
Summary of transactions, inventory & earnings report
Labor Distribution AU + 2 GC34090 Costs by employee & program Meter Reading CU + 2 GC34090
State Controller P GC34090 Controller may destroy after 5 years Utility Rebates CU + 2 GC34090

TREASURER
Bank Statements AU + 2 FC 3368,
30210; GC
43900 et
seq.

Financing authority

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-31

FINANCE (CONTINUED)
Record Series Retention Citation Descriptor

Bonds
Account
Statements
CL + 10 GC34090;
CCP 337.5
Monthly statement of transactions.

Administration CL + 10 GC34090;
CCP 337.5
Supporting documents
Bonds and
Coupons
CL + 2 GC34090;
53921
Paid/canceled

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-32

PUBLIC SAFETY
Record Series Retention Citation Descriptor

EMERGENCY

MANAGEMENT

Mutual Aid, Strategic
Plans
S + 2 GC34090

FIRE SAFETY

ADMINISTRATION
Books, Fire Code S + 3 GC34090.7
CCP 340.5
Include OPS manuals
General Orders,
Policies/Procedures
S + 2
Inspections, Fire
Prevention
CL + 3 UFC 103.34 Alarm/sprinkler systems, prevention efforts Investigations,
Evidence Arson
P PC 799 Support prosecution resulting in homicide
Investigations,
Evidence Arson
CL + 6 PC 800 Great bodily harm, inhabited structure or property Journals, Fire Station CU + 2 GC34090 Activities, personnel, engine company Permits, Uniform Fire
Code
CL + 2 GC34090

PERSONNEL
Exposure T + 30 29 CFR
1910.1020
Sampling results, collection methodology, background
Exposure T + 1 29 CFR
1910.1020
Laboratory reports and worksheets
Medical T + 30 29 CFR
1910.1020
Medical T + 2 29 CFR
1910.1020; *
Employees less than one year
*GC34090
Training T + 2 GC34090 Certifications/designations

PROPERTY
Apparatus/Vehicle CU + 2 GC34090
CCP 340.5 *
Repair and Maintenance
*8 CAL Code Reg. 3203 (b) (1)
Inventory, Equipment &
Supplies
CU + 2 GC34090
Logs, Fire
Equipment/Gear
CU + 2 GC34090

REPORTS
Incident CL + 3 GC34090
CCP338 *
Dispatch and daily logs
*CCP 340.5
Field, Non-fire and Logs CU + 2 GC34090
Fire, Non-arson and
Logs
CU + 2 GC34090

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-33

PUBLIC SAFETY (CONTINUED)
Record Series Retention Citation Descriptor

Investigations,
Evidence Arson
CL + 3 PC 801; UFC
104.32
Structure
Weed Abatement CL + 2 GC34090 Reports, assessments, resolutions, documentation

HAZARDOUS

MATERIALS

Hazardous Waste
Disposal
CU + 10 CAL OSHA;
40 CFR
122.21
Documentation re handling and disposal of hazardous
waste
Permits, Hazardous
Materials Storage
CU + 2 GC34090 Departments consistently recommend permanent retention of environmentally sensitive materials.

Programs, Household
Hazardous Waste
S + 2 GC34090
Training Materials S + 2 Cal Code * Standards and Administration *Reg. 3204(d), et seq.

Underground Storage
Tank
Compliance
Maintenance &
Operation.

P
CU + 2
GC34090a
GC34090
Documents re: storage
Location, installation, removal, remediation

LAW ENFORCEMENT

ADMINISTRATION
Accounting/Cash
Reconciliation
CU + 2 GC34090
Alarm Records CU + 2 GC34090
Claim Files CL + 6 PC 832.5 Claim copy, correspondence, photographs, supporting documents relative to incidents involving the Police
Department filed by citizens
Department Manual S Changes to manual are recorded in the General Orders (permanent)
Equipment
Communication
T + 2 GC34090 Retained until termination of equipment use; Manuals, instructions, procedures
Inventory S + 2 GC34090 Listing of equipment assigned to division, to whom it is assigned
Reports
Activity
CU + 2 GC34090 Weekly/monthly/quarterly/
annual activity/statistical reports by division. Retain only one form for retention period
Chemical Emissions CU + 2 GC34090
Survey
Response
Files
CU + 2 GC34090 Surveys, responses, correspondence with other agencies requesting statistical data

INVESTIGATIONS
Administrative/Internal

CL + 5 PC 832.5
EVC 1045
GC 12946
PC 801.5;
803(c)
VC 2547
Initiated by citizens complaints or internally initiated; includes complaint, reports, findings

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-34

PUBLIC SAFETY (CONTINUED)
Record Series Retention Citation Descriptor

Asset Forfeiture
Investigations/
Proceedings
Case File
CL + 2 GC34090
Notifications CU + 2 GC34090 To legal property owner prior to case filing that property is subject to asset forfeiture proceedings. If case is
filed, notification becomes part of forfeiture case file.

Case Books,
Investigative
CL + 2 GC34090 Retained by division until a case is suspended/closed; transfer to Records Division to be filed with associated Daily Report (DR) file
Case Files
Homicide
Investigator’s
File
P PC 799
Narcotics (No
arrest, Narcotics Cases)
CL + 2 GC34090 Retained by division until no longer useful for investigative purposes
Officer Involved
Shootings
CL + 25 GC34090
Court
Daily
Schedule
CU + 1 GC34090.7 Printouts of daily court scheduling
Sign-In Logs CU + 2 GC34090 Logs officers’ names, time in/out for court appearances Tracking
System Records
CU + 2 GC34090 Database records subpoena number, officer name, case number, defendant name, district attorney name, court
information disposition
Evidence, Disposition
Forms
Attach to duplicate Property Report, file w/DR in
Records Division
Fingerprint
Applicants Files
T + 2 GC34090 Paperwork authorizing fingerprinting and background checks for city employment applicants and business
license applicants
Inked/Palm
Cards
AC + 20 Persons booked into detention facility; (Copies distributed to county, state, federal agencies)
Records
Latents
Approp. PC
Section
1) Retain for applicable case statute of limitation; 2) or until evidence in case is destroyed; Hard copy and
digitized
Suspect,
Adult/Juvenile
CL Law
Enforcement
Management
Guide by
POST
Adults/juveniles suspected of a crime, taken for
comparison. Destroy after original purpose achieved
Guns, Dealers Record
of Sale
CU + 6 PC 12070 Applicants, Monthly Gun Audits, Applications Denied, Stolen (DOJ File)
Informant Files T + 10 Legal notifications, identification information, payment information, activities information

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-35

PUBLIC SAFETY (CONTINUED)
Record Series Retention Citation Descriptor

Record Series Retention Citation Descriptor

Jail
Daily Logs
CU + 6 GC34090 Daily report of staffing, bookings/releases, transfers, transportation
Inmate Record Dependent on facility’s classification; see Laws and Guidelines for Local Detention Facilities by Board of
Corrections (State of California)
Inspection Files CL + 6 Inspections by various agencies Surveys CL + 2 GC34090 Prepared quarterly, forwarded to State Board of Corrections
Licenses
Bicycle
CU + 2 GC34090
Bingo, Mace CU + 2 GC34090
Business
License Review Board
Administrative Files
T + 1 GC34090
Duplicate (Pink),
Secondhand
Dealer,
Pawn Brokers
CU + 2 GC34090 Original to licensee, Blue duplicate to DOJ; Pink duplicate retained by agency; renewals issued annually
by local agency
Logs
Auto Theft
S
Case
Assignment
CU + 1
Daily
Activity
CU + 2 GC34090
Officer CU + 2 GC34090 Daily activity of incidents not reported by use of official report
Report
Summary
CU + 2 GC34090 Report numbers, type, names, dates retained for research value
Investigative
(Pre-Arrest)
CL + 10 GC34090 Retained by division until cases are suspended and closed
Juvenile
Detention
CU + 2 GC34090 Logs document juvenile processing per CYA Property
Control
CU + 2 GC34090 Logs items coming into and going out of property room Rap Sheet CL + 2 GC34090 Requests for criminal history
Subpoena CU + 2 GC34090 Subpoenas received/served daily Pawn Slips/Tickets CU + 3 B & P 21628
Photographs Crime Scene, Registrant/Applicant, Photo file, Accident.

Retain according to practical and functional
association.

Daily Report
(Negatives)
T GC34090 Assigned DR number, retained as form of evidence, destroyed at same time evidence for associated case is
destroyed
Inmates
(Negatives)
CU + 20 By Prisoner number

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-36

PUBLIC SAFETY (CONTINUED)
Record Series Retention Citation Descriptor

Registration Files,
Arson, Sex and
Narcotics
Life of
registrant
within jurisdiction
Fingerprint Card, photo, information also forwarded to
DOJ
Arrest/Conviction H&S
Section 11357 (b), (c),
(d), (e) or H&S Section
11360 (b) violations
(Occurring after
January 1, 1996)
2 (Mandatory
destruction from
date of
convic-tion
or date of
arrest with
no conviction)
H&S
11361.5
Applicable to convictions occurring after January 1,
1996 or arrests not followed by a conviction occurring
after January 1, 1996; Exception: H&S 11357(e), the
record shall be retained until a juvenile offender attains the age of 18 years, then destroyed pursuant to 11361.5 Arrest/Conviction
H&S Section 11357(b),
(c), (d), (e) or H&S
Section 11360 (b)
violations (Occurring
before January 1, 1996)
Man-datory
Destruction
(Upon
notice from
Department of
Justice)
H&S 11361.5
(c)
Applicable to convictions occurring prior to January 1, 1996 or arrests not followed by a conviction occurring
prior to January 1, 1996 for violations of H&S Code
11357, 11364, 11365 and 11550
Crime
Felony Crimes
With
Or Without
Arrests
See
descriptor
PC 800
PC 801
Prosecution for an offense punishable by imprisonment
in state prison for eight years or more must commence
within 6 years after offense commission.

Commencement of prosecution defined in PC 804.

Exception: See PC 803 - Tolling/Extension of time
periods; Appeals process and “Three Strikes” also
considerations in assigning retention.

Misdemeanor/
Infractions
CL + 2 GC34090 No arrests, identifiable property or missing persons (See: Note 1)
Supplemental
Felony Capital Crimes,
Crimes Punishable by
Death, Life
Imprisonment
P PC 799 No statutory limitation for prosecution. Includes Murder, kidnapping for ransom, treason, procuring
execution by perjury, train wrecking, assault with a
deadly weapon by a life-term prisoner, bombing
resulting in death or bodily injury, making defective war materials that cause death
Destruction
Guns
P
Narcotics P
Disposition of
Arrest/Court Action
Retention determined by action taken; i.e., recordable
arrest or detention (released no arrest)
False Alarm (Duplicate) CU + 2 GC34090
Non-Criminal
Occurrences
CU + 2 GC34090 Injured or sick persons; missing persons where person has been returned; traffic collision reports not used as the basis for criminal charges

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-37

PUBLIC SAFETY (CONTINUED)
Record Series Retention Citation Descriptor

Property Original Until case
is adjudicated/
disposi-tion
determined
Copy retained in records case file; Refer to Managing
Property in Law Enforcement Agencies (By POST)
Range Inventory S + 2 GC34090 Quarterly reports of inventories of weapons and ammunition held by Department Range
Reports

CU + 2 GC34090 Arrest & Citation Register; Arson Offenses; Crimes Against Senior Citizens; Death in Custody; Domestic
Violence; FBI Include Return A/Supp;
Hate Crime Incidents; Homicide Reports, Supp.;
Officers Killed or Assaulted; Original to FBI - DOJ;
Uniform Crime Reports
Statistical (Crime
Analysis)
CU + 2 GC34090 Internally generated information using activity logs, citizen calls, current and past crime statistic reports, finance dept expenditure and budget records; citations, crime reports, accident reports, permits, receipts.

Reports created for variety of purposes including
increases/decreases in criminal activity; officer
workload, deployment, time usage
Statistical (UCR),
Uniform Crime Reports
Mandatory to DOJ
(LEIC); FBI Include
Return A/Supplement;
Supplementary
Homicide Report; Law
Enforcement Officers
Killed or Assaulted;
Monthly Return of
Arson Offenses Know
to Law Enforcement;
Number of Violent
Crimes Committed
Against Senior Citizens;
Monthly Report of
Domestic violence
Related Calls for
Assistance; Monthly
Arrest and Citation
Register; Monthly Hate
Crimes Incidents; Death
In Custody Reporting.

CU + 2 GC34090 Originals sent to FBI, DOJ
Research Project Files CL + 2 GC34090 May include request forms, background materials, staff reports, final project reports and supporting data

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-38

PUBLIC SAFETY (CONTINUED)
Record Series Retention Citation Descriptor

Sealed
Adult Found
Factually Innocent
Manda-tory
Destruction Upon
and Pursuant to Court
Order
PC 851.8 General provision: Upon petition, records of agency must be sealed and destroyed in accordance with the
provisions set by court record; exceptions.

Juvenile Manda-tory
Destruction upon
and pursuant to court
order
WIC 826 (a)
& (b)
WIC 781 (a)
Upon petition, local laws enforcement records within
WIC 826(b) may be destroyed as ordered by the court, if related probation and juvenile court records have been
destroyed by the probation officer. Records involving
arrests, detention and/or petitioning juvenile before
juvenile court
Subpoenas (Duplicate) CU + 2 GC34090
Tapes
Audio,
Telephone and Radio
Communications
CU + 180
days
GC34090.6 Exception: Recordings used as evidence in a criminal prosecution or claim filed or litigation or potential
claims and litigation shall be preserved for 100 days
after conclusion of the court action
Surveillance/Se
curity Video (Jail)
CU + 13
mos.

GC34090.6
Use of Force
Supervisory Review
Files
CU + 2 GC34090 Includes review forms, arrest report copies, logs Warrants
Felony
Recall after
10 years.

Excep-tion:

Murder/
Escape
Recommended by the California Law Enforcement
Warrant Officer’s Association
Misdemeanor
Criminal
Recall after
5 years
Recommended by the California Law Enforcement
Warrant Officer’s Association
Served CU Includes Warrant Service Information Card, alpha index card
Unserved
(Local)
Until
served,
recalled or
purged

PATROL
Cards
Dispatch
CU + 2 GC34090
Field Interview CL + 2 GC34090
Citations
11357(e),
Juvenile
CL + 2 11361.5 H&S
11357b H&S,
11357c H&S, 11360b
H&S Violations
CL + 2 11361.5
H&S*
*CA Admin Code, Chapter 1, Title II, Sec. 708
Cite and
Release
CL + 2 GC34090

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-39

PUBLIC SAFETY (CONTINUED)
Record Series Retention Citation Descriptor

California
Vehicle Code
Infractions (Duplicates)
CU + 90
days
GC34090 Original is forwarded to court.

Parking/Traffic,
Duplicates
CU + 2 GC34090.7 Originals are forwarded to court after agency processing; includes citations electronically created
Transmittals CU + 2 GC34090 Listing of citations forwarded to court, filed for reference
Equipment
Radio Logs
(Communication)
CU + 2 GC34090 Documents problems, malfunctions, resolution to provide equipment performance history
General Orders P
Patrol Requests
(Correspondenc
e)
CU + 2 GC34090 From citizens for patrol presence
Radar Calibration
Records
T + 2 GC34090 Documentation of Radar instruments retained during use/ownership
Reports
Accident
CL + 2 GC34090 Non-Jury
Traffic Collision
Fatalities
P
Vehicle
Assignment
Reports
S Record of assignments
Down Reports CU + 1 Printouts reporting which vehicles are down for repair, maintenance, etc.

Repossession/P
rivate Impounds
CU + 2 GC34090
Service
Schedules
S GC34090
Vests, Bulletproof
Letters
CU + 2 GC34090 Authorization to purchase
Warrants
Parking
Recall after
1 year
Recommended by the California Law Enforcement
Warrant Officer’s Association
Traffic Recall after
5 years
Recommended by the California Law Enforcement
Warrant Officer’s Association
Weapons, Database P Departmentally-owned weapons, personal weapons, alternate weapons, secondary handguns; produces
inventory reports

SERVICES
Chemicals/Film
Inventories
S
Equipment
Inventory/Signout Cards- Photo
Lab
T
Operations Files
- Photo Lab
T Retain until equipment no longer owned/used by
department; Manuals, instructions, procedures for
use/operations of photographic equipment

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-40

PUBLIC SAFETY (CONTINUED)
Record Series Retention Citation Descriptor

Grievance Files CL + 2 GC34090 Grievance filed by employees, supporting documentation
Investigations,
Background
CL + 2 GC34090 Non hired
Background
Hired
P Include original reports re: PC 832.5 investigations
Parades & Special
Events File
CL + 2 GC34090 Reports, memos, correspondence, scripts, supplier information, assignments, deployments, supporting
documentation
Permits
Alcoholic
Beverage Control
License
L + 2 GC34090 Approval process
Concealed
Weapons
CL + 2 GC34090
Photographs
Personnel
S + 2 GC34090
Negative Log CU + 2 GC34090
Negatives, Misc. CU + 2 GC34090 Not case-related (Public relations, promotions, events, ceremonies, staff photos)
Press Releases CU + 2 GC34090
Press, Video Programs
(Community Relations)
CU + 2 GC34090 Collection of videos of programs and events; outside press coverage of department
Property Files CU + 2 GC34090 Original reports and supplemental documentation (Lost, Found, Safekeeping)
Property, Pawn
Broker/Secondhand
CU + 2 GC34090 Sales, slips. Dealer required to file duplicate with agency
Reports
Dealer of Gun
Sales, Duplicate
CU + 6
mos.

GC34090.7 Original maintained by DOJ. Dealer required to file duplicate with agency
Restraining Orders,
Emergency Protective
Orders, Temporary
Restraining Orders,
Legal Stipulations,
Orders After Hearing
CU
(See
descriptor)
Destroy after law enforcement actions described in PC
273.5, 273.6, 646.9, 12028.5, 13700 and Family Code
Sections 6380-6383 are fulfilled and effective date of
restraining order has expired.

Rosters (Divisional) S + 2 GC34090 Personnel assigned to division.

Schedules
Daily
CU + 2 GC34090 Schedules of Officers on duty
Watch
Assignment/
Timekeeping
Records
CU + 2 GC34090
Speaker Requests CU + 2 GC34090 Community and business requests for public appearances, speakers
Tests, Densitometer
Results (Photo Lab)
T + 2 GC34090 Daily tests of development chemicals/processes for quality control.

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-41

PUBLIC SAFETY (CONTINUED)
Record Series Retention Citation Descriptor

Training
Bulletins
P
Event Files CU + 2 GC34090 Correspondence, brochures, promotional materials, info on speakers, guests, supporting documents
Lesson Plans,
Range
CL + 15 Scope, content, time period of courses
Personnel (by
name)
T + 7 GC34090 Paperwork documenting officers’ internal and external training
Schedules,
Range
CU + 2 GC34090 Daily, weekly, monthly schedules of training events at range
Volunteer Card Files T + 2 GC34090 Volunteers’ identification, contact information Note 1: The destruction of felony, misdemeanor and infraction Crime/Supplemental Reports is permitted providing:

1. They do not relate to an unadjudicated arrest except for H&S 11357 or H&S 11360 violations;

2. They do not relate to unserved warrants;

3. They do not involve identifiable items which have not been recovered;

4. They do not relate to PC 290, PC 457.1, or H&S 11590 registrants;

5. They do not relate to violations listed in PC Sections 799 and 800;

6. The cases are not presently involved in either a civil or criminal litigation.

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-42

PUBLIC WORKS
Record Series Retention Citation Descriptor

PARKS
Agendas, Board CU + 2 GC34090
Grants (refer to Admin.)
Inventory, Equipment AU + 2 GC34090 Warranties, purchase orders Landscape CU + 2 GC34090 Drawings, contracts, complaints, specifications, photos, reports
Maintenance/
Operations
C + 2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints
Maps P GC34090 Irrigation, plot plans
Minutes, Board P GC34090
Photographs S + 2 GC34090
Plans, Proposed CU + 2 GC34090 Future plans, new sites, expansions Policies and
Procedures
S + 2 GC34090 Includes rules and regulations
Railroad Right-of-way CL + 3 36 CFR

64.11 Land acquisitions, correspondence, improvements,
statutory records
Reports
Accident CL + 2 GC34090 Patrons, employees
Others CL + 2 GC34090
Studies CL + 2 GC34090 Future sites, expansions
Resolutions, Board P GC34090
Schedules, Class &
Events
CU + 2 GC34090 Enrollment, liability releases, evaluations, attendance, flyers

SANITATION/ SOLID
WASTE/

WASTEWATER

Collections/Landfill CU + 2 GC34090 Daily records, usage Facilities CU + 2 GC34090 Correspondence, maps, patron list History, Sanitation P GC34090 Where City-owned
Incineration Plants,
Sludge
CU + 2 40 CFR

61.54 Sludge, sampling, charging rate to measure mercury content
Incinerator Operations,
Treatment Plant
CU + 2 40 CFR

60.153
Gas flow through wet scrubbing, oxygen content of
exhaust gas, sludge rate, temperatures, fuel flow, total solids and volatile solids
Maintenance and
Operations
CU + 2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints
Maps, Septic Tank P GC34090 Location maps
Rates CU + 2 GC34090
Recycling Programs S + 2 GC34090
Regulations S + 2 GC34090 Includes legislation
Reports
Studies CL + 2 GC34090
Tonnage CU + 2 GC34090

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-43

PUBLIC WORKS (CONTINUES)
Record Series Retention Citation Descriptor

STREETS/ALLEYS
Abandonment/
Vacations
P GC34090
Closures P GC34090
Easements,
Dedications, Rights-ofWay
P GC34090
Field Books P GC34090
Grants (see Admin.)
Intersection Records CU + 2 GC34090 Includes correspondence, volume counts, accident history
Inventory, Traffic
Control Device
S + 2 GC34090 Signs, lights
Landscaping CU + 2 GC34090 Plants, tree maintenance, work orders Lighting CU + 2 GC34090 Maintenance, work orders
Maintenance/
Operations
CU + 2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints, signals, striping
Maps P GC34090 Fire hydrants, lighting districts, wheel chair ramps, storm drains, streets, sidewalks, sewers
Master Plans CU + 2 GC34090 Copies
Parking
Lots CU + 2 GC34090
Regulations S + 2 GC34090
Reports/Studies CL + 2 GC34090
Permits
Encroachment P GC34090
Improvement CL + 2 GC34090 May include curbs, sidewalks; Applications for excavation, fill, alterations
Oversize
Load
CL + 2 GC34090
Parking CL + 2 GC34090 Residential
Paving CL + 2 GC34090
Use
(Temporary)
CU + 2 GC34090 Includes Special Events
Photographs S + 2 GC34090 Includes aerials
Plans, Capital
Improvement, Projects
P GC34090 Streets, curbs, gutters, sidewalks, storm drains Policies and
Procedures
S + 2 GC34090 Includes rules, regulations, standards
Naming and
numbering
P GC34090

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-44

PUBLIC WORKS (CONTINUES)
Record Series Retention Citation Descriptor

Speed Limits S + 2 GC34090
Programs
Federal Aid
Urban
CL + 23 CFR 633
(a) & (c)
Traffic Safety S + 2 GC34090 Drivers Education, Pedestrian Safety, Bicycle Lanes Reports
Bridges &
Overpasses
L GC34090 Life of structure
Inspection CU + 2 GC34090 Includes intersection, sidewalks. Bridges and Overpasses, keep life of structure
Studies CL + 2 GC34090 Traffic volume, accident history, requests, statistics, drawings supporting traffic devices
Traffic Count CL + 2 GC34090 Evaluation of traffic volume Vehicle
Accident
CL + 2 GC34090
Routes, School Bus &
Truck
S + 2 GC34090 Truck routes, access ramps, rest areas
Signage L + 2 GC34090 Log books, index register cards, inventory lists, records of traffic signs
Traffic Signals L Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing and
maintenance.

Weigh Scales S + 2 GC34090

UTILITIES
Facilities T + 2 GC34090 If city owned
Gas & Electric Rates S + 2 GC34090
Underground P GC34090 GC4003, GC4004; H&S 19850

WATER
Billing/Customer
Records
CU + 2 GC34090 Billings, correspondence, complaints
Connection Records P GC34090 Maps, water line connections Flood Control
Drainage
Facilities
P GC34090 Includes dams, lakes, basins, creeks
Flood Zones P GC34090 Includes flood maps
Insurance
Programs
S + 2 GC34090 Includes copies of policies, rules, programs

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-45

PUBLIC WORKS (CONTINUES)
Record Series Retention Citation Descriptor

Policies/
Procedures
S + 2 GC34090 Rules and Regulations
Reports/
Studies
CL + 2 GC34090
Grants (see Admin.)
Inventory, Equipment CU + 2 GC34090
Locations P GC34090 Mains, valves, hydrants, wells
Maintenance and
Operations
CU + 2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints
Service CU + 2 GC34090 Includes work orders, entry cards, manholes, service to property owners
Well & Pumping CU + 2 GC34090 Times operational, power used and quantity Maps P GC34090 Line location; easements
Master Plans CU + 2 GC34090 Copies
Meter Operations CU + 2 GC34090 Reader reports, orders, tests Maintenance Reports Permits
National
Pollutant
Discharge
Elimination
System
NPDES)
P 40 CFR
122.28
Municipalities of 100,000/more, compliance with Clean
Water Act re: pollutants
Others CU + 2 GC34090 May depend on terms of state or federal agency Policies and
Procedures
S + 2 GC34090 Includes rules and regulations
Rates S + 2 GC34090
Reclamation CU + 5 40 CFR
122.41
Daily operations including sewage flow, grit removal,
chlorine usage, lab analysis results, etc.

Reports
Conservation CU + 2 GC34090
Consumption CU + 2 GC34090
Corrosion
Control
CU + 12 40 CFR
141.91
Compliance documentation
Discharge
Monitoring
CU + 5 40 CFR
122.41
Average amount of pollution discharged into waters of
municipality.

Drinking
Water
Corrections
CU + 10 40 CFR
141.33
Hydrograph P GC34090 Daily flow of streams
Lead
Service Line
CU + 12 40 CFR
141.91
Compliance documentation

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-46

PUBLIC WORKS (CONTINUES)
Record Series Retention Citation Descriptor

Public
Education
CU + 12 40 CFR
141.91
Compliance documentation
Quality
Parameters
CU + 12 40 CFR
141.91
Compliance documentation
Sanitary
Surveys
CU + 10 40 CFR
141.33
Statistics, reports, correspondence
Source
Water
CU + 12 40 CFR
141.91
Compliance documentation, e.g. lead & copper
State
Certification
CU + 12 40 CFR
141.91
Compliance documentation
Variances,
Water System
CU + 5 40 CFR
141.33
Well Level CU + 2 GC34090
Sources CU + 2 GC34090 May include wells, rivers, lakes, districts Surveyor Field Notes P GC34090 Notes preparatory to maps of water installations Surveys, Water System
Sanitary
CU + 10 40 CFR
141.33
Statistics, reports, correspondence
Tests
Bacteriological
Analysis
CU + 5 40 CFR
141.33
Compliance records include location, date, method
and results; corrections, analysis of bacterial content Chemical
Analysis
CU + 10 40 CFR
141.33
Compliance records include location, date, method
used and results; corrections, analysis of chemical
content
Quality CU + 12 40 CFR
141.91
Compliance documentation including sampling data,
analysis, reports, surveys, documents, evaluation,
schedules, valves, etc.

Valve Main Records P GC34090
Violations, Drinking
Water
CU + 3 40 CFR
141.33
Retention applies to each violation

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-47

TRANSPORTATION
Record Series Retention Citation Descriptor

ADMINISTRATION
Agreements T + 4 CCP 337 Including concessionaire, slip rental, facility storage Applications
Aircraft Storage
Parking
Slip Rentals
T + 2 GC34090 Payment invoices, inventory listings, billing correspondence and other related documents
Special Events CU + 2 GC34090 Permits, correspondence, related documents re use of rights of way
Fueling AU + 3 CCP 337 Meter readings, fuel consumption reports, invoices, receipts and records pertaining to refueling operations
Hazardous Waste
Disposal
CU + 10 CAL
OSHA;
40 CFR
122.21
Documentation re: the handling and disposal of hazardous waste
Inventory, Equipment
Parts & Supplies
L + 2 Includes vehicles, aircraft, vessels and related documents re repairs
Inventory, Vehicle
Ownership and Title
L + 2 Owners manual, warranty documents, Department of Motor Vehicle title and registration, and related documents
Licenses, Permits CU + 2 Forms, related documentation re: licenses and permits required by federal and state agencies
Maintenance/
Operations
L + 2 GC34090 Related to requests for service and work orders for fuel, vehicle and equipment maintenance and repairs
Report, Accident
(Copies)
CU + 2 GC34090 Memos and working documents
Vehicle Assignment CU + 2 GC34090 Log books, request forms, lists

AIRPORT
Airport Certification P 14 CFR
139.207b &
171.13-
171.213
Federal Aviation Administration (FAA) required manuals
Airport Noise
Monitoring and
Complaint
CU + 10 Correspondence, studies, memos, reports, log books, documents related to assessment of noise levels at airports and resolution of complaints
Inspection, Runway CU + 10 Maintenance including Inspection reports, work orders and related records
Inspection, Safety Self CU + 2 CFR
139.327
Safety inspection and related document include reviews and analysis of all aspects of airport operation
Maintenance, FAA P 14 CFR
171.13 -
171.213
Forms and reports required by FAA including Forms FAA198, -418, -6030-1, -6790-4

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LOCAL GOVERNMENT – RECORDS MANAGEMENT GUIDELINES ATTACHMENT C C-48

TRANSPORTATION (CONTINUED)
Record Series Retention Citation Descriptor

Reports
Accident and
Incident
(Aircraft)
CL + 8 Accidents, injuries, property damages, general conditions re pilot and aircraft
Airport
Operational
(Regulatory)
P Annual and special reports to federal and state regulatory agencies.

Airport
Operational
(Administrative)
CU + 2 Logs, statistical summaries; administrative records NOTAM (Notice
to Airmen)
CU + 3 Reports re: conditions affecting airport
maintenance/operations

GROUND

TRANSPORTATION

Auto for Hire T + 4 GC34090 License, permits for Taxicabs, shuttles, etc

HARBOR
Registers, Transient
Vessel Reservation
AU + 3 Reservation applications, receipts, and index registers relating to boats in transit, temporarily moored
Slip Rental Index CU + 5 Annual and periodic reports of slip renters Slip Rental Permits CL + 2 Applications, statement of rental conditions, vessel inspection check sheets, copy of DMV registration, boat owner information, and other documents re: dock slip
spaces
Slip Rental Waiting List CU + 2

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“Serving The People” "Sirviendo A La Comunidad"
Staff Report
09/05/2023 Page 1 of 4

STAFF REPORT
Date: September 5, 2023
To: Honorable Mayor and Councilmembers
From: Alfonso Noyola, City Manager
Prepared By: Cecilia Madrigal-Gonzalez, Senior Planner
Concurrence: Juan Arauz, AICP, Community Development Director Subject: Second Reading of Ordinance No. 740 to Approve an Amendment to General Plan Amendment No. 21-01 and Re-Adopt the City’s 2021-2029 Housing Element (6th Cycle)

RECOMMENDATION
Staff recommends that the City Council take the following action:

1. Adopt by Second reading Ordinance No. 740 (Attachment A) to approve an amendment to General Plan Amendment No. 21-01 and re-adopt the City’s 6th Cycle Housing Element for the 2021-2029 planning period.

BACKGROUND/TIMELINE
The Housing Element is a State-mandated chapter of the Cudahy General Plan that sets forth a plan to address the City’s identified housing needs, which is required to be updated every eight years. The Housing Element describes, identifies, and analyzes the City’s housing needs and addresses the maintenance and expansion of the housing supply to accommodate the households that currently live and/or may live in Cudahy. Through research and analysis, the Housing Element identifies available housing sites (Housing Opportunity Sites) and establishes a housing program to accommodate the Regional Housing Needs Assessment (“RHNA”) allocation, as determined by the Southern California Association of Governments (“SCAG”) and approved by HCD.

On March 1, 2022, the City Council adopted the City’s 6th Housing Element under Ordinance No. 718 (Attachment B) along with an addendum to the Cudahy General Plan 2040 Environmental Impact Report (“EIR”) (SCH#2017071071). Subsequently, City staff submitted its draft Housing Element to HCD. From July 2022 to June 2023, the City has continued to work Item Number
12C

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“Serving The People” "Sirviendo A La Comunidad"
Staff Report
09/05/2023 Page 2 of 4

with HCD to address comments including various submittals and technical assistance review from HCD. On July 11, 2023, HCD issued a letter (Attachment C) concluding that the City's housing element is in substantial compliance with the State Housing Element. The Cudahy Housing Element, which was formally adopted in March 2022, must be re-adopted by the Planning Commission and City Council to obtain a certified housing element from HCD.

DISCUSSION
The Adopted Housing Element has been revised to address HCD’s comments in their entirety.

Revisions to the adopted Housing Element are summarized as follows:
• Additional Analysis: Additional analysis was added to address realistic capacity, approved projects, development and affordability assumptions, and available site descriptions.

Additionally, adding data points including city-wide and neighborhood maps. • Sites Inventory and Affirmative Furthering Fair Housing (AFFH): Further information and justification were provided to demonstrate the suitability of nonvacant sites as the City’s Housing Opportunity Sites. Additionally, three sites were removed from the Housing Opportunity Sites.
• Housing Programs: Programs #5 (Affordable Housing Incentives), #8 (Housing Maintenance and Conservation, #11 (Emergency, Transitional and Supportive Housing), #12 (Neighborhood Preservation), #13 (Code Enforcement), #14 (infrastructure Availability), #15 (Public Participation), #16 (Fair Housing), #23 (Housing Condition Survey), #24 (Low Barrier Navigation Centers), #25 (Single-Room Occupancy), #26 (State Density Bonus), #27 (Zoning Code Review) and #28 (Implementation of the Inclusionary Housing Program). Additionally, Programs #29 (Environmental Enhancements), #30 (Rent Control Ad Hoc Committee), #31 (First Time Homebuyers), #32 (Economic Development Strategic Plan & Transit Oriented Development), #33 (Surplus Land Act Compliance, and #35 (Open Space Development) were added.

The latest draft of the Cudahy Housing Element is provided in Attachment D.

ANALYSIS
The proposed General Plan Amendment is a revision to the City’s adopted 6th Cycle Housing Element, which was submitted to HCD for its review after the document was adopted by the City Council. The purpose of the proposed revisions is to address additional comments received from HCD. Generally, the proposed revisions provide additional analysis on certain topic areas of the Housing Element, additional justification for and minor updates to the Housing Opportunity Sites, and updates to certain housing programs to provide additional clarification and an updated timeline for implementation. These revisions are technical and minor in nature

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but necessary for the City to obtain HCD certification. As such, the revised Housing Element remains consistent with the goals and policies of the General Plan and the statutory requirements of State Housing Element law.

PLANNING COMMISSION RECOMMENDATION
On August 7, 2023, the Planning Commission conducted a public hearing and voted 4-0 to recommend the City Council amend and re-adopt the 6th Cycle Housing Element (Attachment E). The Planning Commission comments for the City Council to review and consider are summarized below:
• New housing units will demand additional vehicles meaning impacts on street parking, which is already limited and traffic congestion. Solutions should be addressed in the Housing Element.
• The City has far exceeded its contribution to the State when meeting its housing production with medium- and high-density residential.
• The City should inquire on legal routes to challenge the RHNA allocation due to the City outpacing others in housing production.
• Building new housing units would continue to increase population and thus overcrowding.

PUBLIC NOTICE
The public hearing was posted in accordance with the City’s public notice requirements, which include publication in the local paper (Attachment F) on August 2, 2023.

STRATEGIC PLAN IMPACT
This action would comply with the following strategic plan goal(s):
• Goal C Housing Security and Affordability, Strategy #7. Implement the City’s sixth cycle Housing Element and utilize the newly adopted Inclusionary Housing Ordinance to provide affordable housing opportunities.

FISCAL IMPACT
There is no fiscal impact associated with resubmitting the revised draft 6th Cycle Housing Element for HCD review.

CONCLUSION
For the reasons discussed above and the information attached to this report, the revised

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Housing Element conforms to the City’s General Plan goals and policies and statutory requirements of State Housing Element law.

ENVIRONMENTAL ANALYSIS
The Project has been assessed in accordance with the California Environmental Quality Act (CEQA) Guidelines and the environmental regulations of the City. The Project was assessed under an addendum to the Cudahy 2040 General Plan EIR (SCH#2017071071) for the Housing Element Update. Although the proposed project is intended to encourage and facilitate the development of housing through the 2021-2029 planning period, specific future projects are subject to the regulation of the General Plan, performance standards, and permitting processes of the City's Municipal Code, including the Planning and Zoning regulations, CEQA review of each proposed project, and all mitigation measures contained in applicable CEQA documents.

Furthermore, pursuant to CEQA Guidelines Section 15282(s) and 15061, adoption of the Housing Element is exempt from the requirements to prepare additional environmental documentation per CEQA.

ATTACHMENT
A. Draft Ordinance No. 740
B. Ordinance No. 718
C. HCD Comment Letter dated July 11, 2023.

D. City of Cudahy Draft 6th Cycle Housing Element as of July 11, 2023.

E. Public Notice Proof of Publication.

F. Planning Commission Resolution No. 2023-03

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ORDINANCE NO. 740

AN ORDINANCE OF THE CITY OF CUDAHY, CALIFORNIA

APPROVING AN AMENDMENT TO GENERAL PLAN AMENDMENT
NO. 21-01 AND RE-ADOPTING THE CITY’S HOUSING ELEMENT FOR THE 2021-2029 PLANNING PERIOD (6th CYCLE)
WHEREAS, the Housing Element is one of eight General Plan elements mandated by the State of California (“State”) pursuant to Government Code Section 65580 et seq. (“State law”), and the City of Cudahy (the “City”) must comply with statutory provisions of State law every eight years and;
WHEREAS, the Housing Element sets forth the housing policies for the City, facilitates the preservation and development of housing, and establishes programs to accommodate the City’s share of the Regional Housing Need Assessment (“RHNA”) in Southern California; and
WHEREAS, the City initiated an amendment to the City’s Housing Element of the General Plan and prepared proposed revisions to the City’s 6th Cycle Housing Element (“Housing Element”) covering the 2021-2029 planning period, which replaces the Housing Element last adopted in 2013 (5th Cycle) and 2018 part of the General Plan 2040 Update and;
WHEREAS, the City has been assigned an allocation of 393 new housing units as its share of the 6th Cycle RHNA; and
WHEREAS, on January 24, 2022, the Cudahy Planning Commission of the City (“Planning Commission”) held a public hearing on the proposed 6th Cycle Draft Housing Element and recommended approval of the element and the addendum to the General Plan 2040 Environmental Impact Report (“EIR”); and
WHEREAS, on March 1, 2022, the Cudahy City Council (“City Council”) adopted Ordinance No. 718 approving General Plan Amendment No. 21-01, adopting the 6th Cycle Housing Element; and
WHEREAS, the State’s Housing and Community Development Department (“HCD”) provided the City with its findings on the City’s Housing Element, requiring additional updates to the document, and as such, the Housing Element has been further revised to address HCD comments; and
WHEREAS, the City Council in adopting its respective ordinance, acknowledges that the Housing Element may be further revised to address HCD’s future comments; and WHEREAS, the proposed revisions to the Housing Element are limited to addressing HCD’s findings and are technical and minor in nature, re-adoption of the document by the Planning Commission and City Council is required prior to resubmitting the revised Housing Element to HCD for its final review and certification; and Attachment A Page 99 of 564
Ordinance No. 740

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WHEREAS, on August 7, 2023, the Planning Commission conducted a public hearing, as required by law, recommending the City Council consider the amendment to General Plan Amendment No. 21-01 and re-adoption of the City’s 2021-2029 Housing Element. The Planning Commission recommendation passed by a 4-0 vote and thus adopted Planning Commission Resolution No. 2023-03.

WHEREAS, all legal prerequisites for the adoption of this Resolution have occurred.

NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF CUDAHY DOES HEREBY RESOLVE, DECLARE AND DETERMINE AS FOLLOWS:

SECTION 1. The recitals above are true and correct and incorporated herein by reference.

SECTION 2. Government Code Section 65583 states that a Housing Element is a mandatory element of the General Plan and shall consist of an identification and analysis of existing and projected housing needs and a statement of goals, policies, quantified objectives, financial resources, and schedule of programs for the preservation, improvement, and development of housing.

SECTION 3. As required by State law during the adoption of the Housing Element, the City has provided opportunities for the involvement of citizens, public agencies, and civic, educational, and other community groups, through public hearings and other means the city deems appropriate. The City facilitated public participation in the preparation of the draft housing element by conducting Town Hall meetings in August 2021, noticed public hearings before the Planning Commission on January 24, 2022, and, the City Council on February 15, 2022. These meetings were publicized by the provision of legally required publication. The City Council and the Planning Commission received and considered written and oral evidence at each of the public hearings on the proposed draft housing element. For the revised Housing Element, the City posted the document on City's website and notified all individuals and organizations that previously requested notice and/or previously commented on the Housing Element, and therefore, the City is in compliance with the requirements of the State law.

SECTION 4. After HCD issued its findings letter on April 18, 2023, the City updated its Housing Element to address HCD comments. On May 10, 2023, the City posted its revised draft Housing Element on its website for a seven-day public review period. On May 19, 2023, the revised draft Housing Element was submitted to HCD for review. On July 5, 2023, after holding a technical assistance meeting with HCD, the City submitted supplemental information on its revised draft Housing Element to HCD. On July 11, 2023, HCD notified the City the revised Housing Element is in substantial compliance with the State Housing Element Law. The City Council has reviewed and considered the Planning Commission’s recommendation, HCD comments, staff recommendations, public testimony, correspondence, and reports thereon, and makes the following findings and facts:

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Ordinance No. 740

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a. The amendment is consistent with the goals and policies of the City’s General Plan. The Housing Element is a State-mandated Element of the City of Cudahy’s General Plan. California law requires that the Housing Element be updated every eight years to adequately plan for the City’s housing needs. As such, the revised Housing Element is consistent with the goals and policies of the General Plan. b. The amendment will not adversely affect surrounding properties. The Housing Element does not approve of any physical development and as such thus would not adversely affect any properties.
c. The amendment promotes public health, safety, and general welfare. Adoption of the Housing Element will promote health, safety, and welfare by preserving housing that is affordable to extremely low, very low, and low- and moderateincome households; encouraging variety in housing types, sizes, costs, and tenure; establishing programs to ensure that most new development incorporates affordable housing; establishing incentives to encourage and help defray the costs of affordable housing development; affirmatively furthering fair housing opportunities; and by setting quantified objectives for housing production, rehabilitation, preservation and conservation.
d. The amendment serves the goals and policies of the zoning code. The amendment does not approve any physical development. Future developments will be required to demonstrate compliance with the goals and policies of the zoning code.
e. The amendment is consistent with the portions of the County of Los Angeles Hazardous Waste Management Plan relating to siting, and siting criteria, for hazardous facilities. The amendment does not approve any physical development.

Future developments will be required to demonstrate compliance with plan. f. The revised Housing Element identifies sites that may accommodate the City’s RHNA. Consistent with provisions of California Government Code Section 65583 (b), the City has evaluated its ability to accommodate its 393 new housing units by 2029 and has adopted quantified objectives (Housing Programs) that reach the RHNA allocation within the 6th Cycle.
g. The Housing Element Guidelines adopted by HCD pursuant to Section 50459 of the Health and Safety Code find that the housing goals, objectives, and policies stated in the revised Housing Element are appropriate for the City and will contribute to the attainment of the state's housing goals. The City Council further finds that the adoption of the revised Housing Element will aid the City's efforts in the development of housing for all members of the community and that the Housing Element reflects the requirements of Government Code Section 65583 (b).
h. In adopting this resolution, the City Council authorizes the Community Development Director to make non-substantive revisions to the City’s Housing Element as may be

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Ordinance No. 740

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required to achieve certification by HCD.

SECTION 5. The Project has been assessed in accordance with the California Environmental Quality Act (CEQA) Guidelines and the environmental regulations of the City. The Project was assessed under an addendum to the Cudahy 2040 General Plan EIR (SCH#2017071071) for the Housing Element Update. Although the proposed project is intended to encourage and facilitate the development of housing through the 2021- 2029 planning period, specific future projects are subject to the regulation of the General Plan, performance standards, and permitting processes of the City's Municipal Code, including the Planning and Zoning regulations, CEQA review of each proposed project, and all mitigation measures contained in applicable CEQA documents. Furthermore, under CEQA Guidelines Section 15282(s) and 15061, adoption of the Housing Element is exempt from the requirements to prepare additional environmental documentation per CEQA.

SECTION 6. Now, therefore, be it resolved that the City Council has reviewed and recommends adoption of General Plan Amendment No. 21-01 to amend and re-adopt the City’s 6th Cycle Housing Element.

PASSED AND ADOPTED by the City Council of the City of Cudahy at a duly noticed regular meeting held on the 15th day of August 2023 by the following vote:
_______________________
Daisy Lomelí
Mayor
ATTEST:
______________________
Richard Iglesias
City Clerk

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Ordinance No. 740

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EXHIBIT A
2021-2029 City of Cudahy Housing Element
[See attachment D of the Staff Report]

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ORDINANCE NO. 718

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
CUDAHY APPROVING GENERAL PLAN AMENDMENT 21-
01, THE 2021- 2029 6
th CYCLE HOUSING ELEMENT, AND

APPROVING AN ADDENDUM TO THE CUDAHY
GENERAL PLAN 2040 EIR (SCH#2017071071) FOR THE
DRAFT HOUSING ELEMENT.

WHEREAS, California Government Code Sections 65580-65589.9 require cities to prepare a Housing Element as a component of each city's General Plan and to revise it regularly on a schedule set forth in the law; and
WHEREAS, the Planning Department initiated an amendment to the Housing Element of the General Plan and prepared proposed revisions to the Housing Element for the 2021-2029 planning Period (6th Cycle Housing Element (2021-2029)), which replaces the Housing Element that was last adopted in 2013 (5th Cycle) and updated in 2018 as part of the General Plan 2040 Update; and
WHEREAS, the 6
th Cycle Housing Element (2021-2029) sets forth the housing policies for the City, facilitated the preservation and development of housing, and established programs to accommodate the City's share of the regional housing need in Southern California; and WHEREAS, the City of Cudahy has been assigned an allocation of 393 new housing units as its share of the 6th cycle of the RHNA in Southern California compared to the 318 housing units as its share of the 5
th cycle of the regional housing need assessment (RHNA), and;
WHEREAS, the Planning Commission of the City of Cudahy held a public hearing on the proposed 2021 Draft Housing Element on January 24, 2022 and recommended approval of the project and the addendum to General Plan 2040 Environmental Impact Report (EIR); ar,d WHEREAS, this matter was duly posted and set for public hearing for the February 15, 2022 City Council meeting at 6:00 P.M. consistent with the City of Cudahy's Zoning Ordinance procedures for General Plan Amendments, and the addendum.

NOW THEREFORE, the City Council of the City of Cudahy hereby resolves:

SECTION 1. Government Code Section 65583 states that a Housing Element is a mandatory element of the General Plan and shall consist of an identification and analysis of existing and projected housing needs and a statement of goals, policies, quantified objective, financial resources, and schedule of programs for the preservation, improvement, and development of housing.

SECTION 2. The proposed General Plan Amendment is necessary to update the Hn•ising Element to reflect the adequate sites for housing, including rental housing, factory-built housing, and mobile homes, and shall make adequate provisions for the existing and projected needs of all economic segments of the community.

Attachment B Page 104 of 564
SECTION 3. The City has submitted the proposed housing element to other public agencies for review as follows:
a. The draft housing element was submitted to the state Department of Housing and Community Development (HCD) for review on October 15, 2021, pursuant to Government Code Section 65585 (b). HCD's comments on the draft were received by the city in the form of a letter dated December 13, 2021. City staff reviewed those comments, and the draft housing element has been amended in response to those comments.
b. The Planning Commission held a duly noticed public hearing on the draft Housing Element of January 24, 2022, and recommended approval of the draft Housing Element and the GPEIR Addendum to the City Council.

SECTION 4. The City of Cudahy, in accordance with Section 65351 of the California Government Code, facilitated public participation in the preparation of the draft housing element by conducting Town Hall meetings in August 2021, noticed public hearings before the Planning Commission on January 24, 2022, and, the City Council on February 15, 2022. These meetings were publicized by the provision of legally required publication. The City Council and the Planning Commission received and considered written and oral evidence at each of the public hearings on the proposed draft housing element.

SECTION 5. The City Council has reviewed the Housing Element Guidelines adopted by HCD pursuant to Section 50459 of the Health and Safety Code and finds that the housing goals, objectives, and policies stated in the revised Housing Element are appropriate for the City of Cudahy and will contribute to the attainment of the state's housing goals. The City Council further finds that the adoption of the revised Housing Element will aid the City's efforts in the development of housing for all members of the community and that the Housing Element reflects the requirements of Government Code Section 65583 (b). The revised Housing Element has been amended to reflect the comments of the State Department of Housing and Community Development.

SECTION 6. The City Council, after considering the comments of the HCD to the 2021 Draft Housing Element, the Planning Commission's recommendation, staff recommendations, public testimony, correspondence, and reports thereon, makes the following findings:
a. The housing element update is consistent with all elements of the General Plan. b. The update will promote health, safety, and welfare by: preserving housing that is affordable to extremely low, very low, and low- and moderate income households; encouraging variety in housing types, sizes, costs, and tenure; establishing programs to ensure that most new development incorporates affordable housing; establishing incentives to encourage and help defray the costs of affordable housing development; affirmatively furthering fair housing opportunities; and by setting quantified objectives for housing production, rehabilitation, preservation and conservation. c. Consistent with provisions of California Government Code Section 65583 (b), the City of Cudahy ha evaluated its ability to accommodate its RHNA number by 2021 and has adopted quantified objectives that reach the RHNA allocation within the planning period.

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SECTION 7. The Project has been environmentally reviewed pursuant to the provisions of the California Environmental Quality Act (Public Resources Code Sections 21000, et seq. (CEQA)), the State CEQA Guidelines (California Code of Regulations, Title 14, Sections 15000, et seq.), the requested entitlements have been noticed and posted according to CEQA JJ, oject guidelines.

Cudahy has prepared an addendum to the Cudahy 2040 General Plan EIR for the Housing Element Update which is a policy level document that is consistent with existing City of Cudahy's General Plan land use designation and densities. Although the proposed project is intended to encourage and facilitate the development of housing through the 2021-2029 planning period, specific future projects are subject to regulation of the General Plan, performance standards and permitting processes of the City's Municipal Code, including the Planning and Zoning regulations, CEQA review of each proposed project, and all mitigation measures contained in applicable CEQA documents. Furthermore, although the Housing Element Update includes programs that commit the City to future amendments to the Planning and Zoning· regulations, these future amendments are currently conceptual in nature. These potential future amendments to the Planning and Zoning regulations will undergo separate CEQA reviews at the time of the zoning code amendments are defined.

SECTION 8. Now, therefore, be it resolved, that the City Council adopt the 2021 Housing Element (2021-2029) to replace the 2013 Housing Element and 2018 Housing Element Update of the General Plan and approves the associated addendum to the Cudahy 2040 General Plan EIR (SCH#2017071071).

PASSED, APPROVED, AND ADOPTED THIS 1
sr DAY OF MARCH 2022.

ATTEST:

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STATE OF CALIFORNIA

COUNTY OF LOS ANGELES

CITY OF CUDAHY

CERTIFICATION
SS:

I, Richard Iglesias, City Clerk of the City of Cudahy, hereby certify that the foregoing Ordinance No. 718 was introduced for a first reading on the 15th day of February, 2022 and approved for a second reading and adopted by said Council at its regular meeting held on the p t day of March 2022 by
the following vote, to-wit:

AYES:

NOES:

ABSTAIN:

ABSENT:

Lomeli, Gonzalez, and Alcantar
Lozoya and Guerrero
None
None

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Richard lgl i
City Clerk

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STATE OF CALIFORNIA - BUSINESS, CONSUMER SERVICES AND HOUSING AGENCY GAVIN NEWSOM, Governor

DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT

DIVISION OF HOUSING POLICY DEVELOPMENT
2020 W. El Camino Avenue, Suite 500
Sacramento, CA 95833
(916) 263-2911 / FAX (916) 263-7453
www.hcd.ca.gov
July 11, 2023
Salvador Lopez, Planning Manager
Department of Community Development and Planning
City of Cudahy
5220 Santa Ana Street
Cudahy, CA 90201
Dear Salvador Lopez:

RE: City of Cudahy 6th Cycle (2021-2029) Revised Draft Housing Element Thank you for submitting the City of Cudahy’s (City) revised draft housing element update that was received for review on May 19, 2023 along with revisions received on July 5, 2023. Pursuant to Government Code section 65585, subdivision (b), the California Department of Housing and Community Development (HCD) is reporting the results of its review. In addition, HCD considered comments from David Kellogg pursuant to Government Code section 65585, subdivision (c).

HCD is pleased to find the revised draft housing element meets the statutory requirements described in its April 18, 2023 review. The housing element will substantially comply with State Housing Element Law (Gov. Code, § 65580 et seq.) when it is adopted, submitted to and approved by HCD, in accordance with Government Code section 65585.

Public participation in the development, adoption and implementation of the housing element is essential to effective housing planning. Throughout the housing element process, the City must continue to engage the community, including organizations that represent lower-income and special needs households, by making information regularly available while considering and incorporating comments where appropriate. Please be aware, any revisions to the element must be posted on the local government’s website and to email a link to all individuals and organizations that have previously requested notices relating to the local government’s housing element at least seven days before submitting to HCD.

For your information, if the housing element relies upon nonvacant sites to accommodate more than 50 percent of the regional housing needs allocation (RHNA) for lower-income households, the housing element must demonstrate that the existing use is not an impediment to additional residential development in the planning period (Gov. Code, § 65583.2, subd. (g)(2).). This can be demonstrated by providing substantial evidence that the existing use is likely to be discontinued during the planning period (Gov. Code, § 65583.2, subd. (g)(2).). Absent findings (e.g., adoption resolution) Attachment C Page 108 of 564
Salvdador Lopez, Planning Manager

Page 2 ends

based on substantial evidence, the existing uses will be presumed to impede additional residential development and will not be utilized toward demonstrating adequate sites to accommodate the RHNA. The City must make these findings as part of its adoption resolution. Please see HCD’s Guidance memo (p. 27) for additional information:
https://www.hcd.ca.gov/community-development/housing-element/housing-elementmemos/docs/sites_inventory_memo_final06102020.pdf.

Please be aware Chapter 654, Statutes of 2022 (AB 2339), adds specificity on how cities and counties plan for emergency shelters and ensure sufficient and suitable capacity. Future submittals of the housing element may need to address these statutory requirements. For additional information and timing requirements, please see HCD’s memo at https://www.hcd.ca.gov/sites/default/files/docs/planning-andcommunity/ab2339-notice.pdf.

As a reminder, pursuant to Government Code section 65583.3, the City must submit an electronic sites inventory with its adopted housing element. The City must utilize standards, forms, and definitions adopted by HCD. Please see HCD’s housing element webpage at https://www.hcd.ca.gov/planning-and-community-development/housingelements for a copy of the form and instructions. The City can reach out to HCD at [email protected] for technical assistance.

Several federal, state, and regional funding programs consider housing element compliance as an eligibility or ranking criteria. For example, the CalTrans Senate Bill (SB) 1 Sustainable Communities grant; the Strategic Growth Council and HCD’s Affordable Housing and Sustainable Communities programs; and HCD’s Permanent Local Housing Allocation consider housing element compliance and/or annual reporting requirements pursuant to Government Code section 65400. With a compliant housing element, the City will meet housing element requirements for these and other funding sources.

HCD appreciates the hard work and dedication the housing element team provided throughout the housing element review and update process. If you have any questions or need additional technical assistance, please contact Jose Armando Jauregui of our staff, at [email protected].

Sincerely,
Paul McDougall
Senior Program Manager

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1 CITY OF CUDAHY
6TH CYCLE HOUSING ELEMENT
UPDATE
CITY OF CUDAHY PLANNING DEPARTMENT
5220 SANTA ANA STREET
CUDAHY, CA 90201
323.773.5143
www.Cityofcudahy.com
Attachment D Page 110 of 564
2 JUNE 2023

HOUSING ELEMENT
Amended March 20, 2018
6th Cycle Draft Amendment, October 2021
Amended July 5, 2022
Amended February 16, 2023
Amended May 8, 2023
Amended June 23, 2023
Cudahy Planning Commission Resolution No. 22-01
Cudahy City Council Ordinance No. 718
CITY COUNCIL (2023)
Daisy Lomeli, Mayor
Jose R. Gonzalez, Vice Mayor
Elizabeth Alcantar, Councilmember
Martin U. Fuentes, Councilmember
Cynthia Gonzalez, Councilmember
PLANNING COMMISSION (2023)
Richard Corvera-Hernandez, Commissioner
Patricia Covarrubias, Commissioner
Gilbert Cuevas, Commissioner
Gustavo Mendez, Commissioner
City of Cudahy
5220 Santa Ana Street
Cudahy, CA 90201
323.773.5143
www.Cityofcudahy.com

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3 Table of Contents
Executive Summary ……………………………………….……………………………………………………1

1. Introduction …………………………………………………………………………………………..………5

2. Housing Needs Assessment ……………………….……………………………………………..….14

3. Regional Housing Needs Assessments and Special Needs …………………..……….118

4. Land Inventory ………………………………………………………………………………………...…135

5. Resources and Constraints ………………………………………………………………….……….155

6. Evaluation of the Previous Housing Element ……………………………………...………194

7. Housing Goals, Policies, Programs, and Quantified Objectives ……………….…..216

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4 2021 HOUSING ELEMENT UPDATE AMENDMENT
EXECUTIVE SUMMARY
The City of Cudahy is located in southeastern Los Angeles County and encompasses 1.2 square miles. The Los Angeles River and Interstate 710 (I-710) run in parallel along the eastern edge of the City. I-710 provides regional access to Cudahy, while locally, Atlantic Avenue serves as a popular access route. Cudahy consists predominantly of dense residential development, with retail, commercial, light industrial, and public uses found along the main streets.

Every California jurisdiction is required to include a Housing Element as part of the jurisdiction’s General Plan. Cudahy’s 6th Cycle Housing Element has a planning period of eight years from 2021 to 2029. This Housing Element is organized into seven sections:

1. Introduction

2. Housing Needs Assessment

3. Regional Housing Needs Assessment and Special Needs

4. Land Inventory

5. Resources and Constraints

6. Evaluation of Previous Housing Element

7. Housing Goals, Policies, Programs, and Quantified Objectives Following is a summary of each of the seven sections.

1. INTRODUCTION
The 6th Cycle Housing Element
The 6th Cycle Housing Element for the City of Cudahy is a required element of the City’s General Plan and is, therefore, required to be consistent with the General Plan. The 6th Cycle Housing Element covers the time period from October 15, 2021, to October 15, 2029, and includes extensive background information on community demographics, including population, employment and households, current housing, as well as updated policies, programs, and ‘quantified objectives’ to guide the City’s development through 2029. State Law requires that the Element include the following components:
• An analysis of the City’s population, household, and employment base, and the characteristics of the housing stock.
• A summary of the present and projected housing needs of the City’s households. • A review of potential constraints to meeting the City’s identified housing needs. • An evaluation of opportunities that will further the development of new housing. • A Community Outreach Plan.
• A Statement of the Housing Plan to address identified housing needs • An analysis on Affirmatively Furthering Fair Housing

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5 2021 HOUSING ELEMENT UPDATE AMENDMENT
Also, this is the first Housing Element Cycle to implement the requirements of Assembly Bill 686 (AB 686), Affirmatively Furthering Fair Housing (AFFH). As of January 1, 2019, AB 686 extends the obligation to affirmatively further fair housing to all public agencies in the State of California.

Affirmatively furthering fair housing means taking meaningful actions to combat discrimination that overcome patterns of segregation and foster inclusive communities free from barriers that restrict access to opportunity based on protected characteristics.

This Housing Element Must Address
(1) Significant discrepancies in housing needs and in access to opportunities. (2) Replacing segregated living patterns with truly integrated and balanced living patterns. (3) Transforming racially and ethnically concentrated areas of poverty (R/ECAP) into areas of opportunity.
(4) Fostering and maintaining compliance with civil rights and fair housing laws.

Housing Element Review and Comment
The Housing Element was made available for review and comment at all City facilities, including City Hall, the Senior Center, Parks and Recreation Facilities, during workshops and public hearings, and on the City’s website.

August 1, 2021 Planning Commission Workshop
October 10, 2021 Draft Element was made available for review (no comments were received)
January 14-February 15, 2022 Public Comment Review Period January 24, 2022 Planning Commission Public Hearing of the Draft Element February 15, 2022 City Council Public Hearing of the Draft Element May 23, 2022 Revised Draft submitted to HCD
February 7, 2023 City Council Public Hearing of the Draft Element February 9, 2023 Housing Element published for 7-Day Public Review

2. HOUSING NEEDS ASSESSMENT
This chapter gives an overview of the City’s population and employment growth, household characteristics, and housing characteristics. It also provides an analysis of the housing affordability and a discussion of housing receiving federal, State, or local aid ‘at-risk’ of conversion due to the impeding expiration of assistance. This chapter also includes the Fair Housing Assessment.

3. REGIONAL HOUSING NEEDS ASSESSMENT AND SPECIAL NEEDS
The first part of this chapter outlines the Regional Housing Needs Allocation (RHNA) process which is maintained by the State. Through this process, each jurisdiction is given a set of numbers

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6 2021 HOUSING ELEMENT UPDATE AMENDMENT
presenting housing units for each income level that the jurisdiction must help construct, rehabilitate, or conserve during the housing period from 2021 to 2029. The chapter then describes Cudahy’s share of the regional housing needs, and what has already been achieved in meeting those needs.

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7 2021 HOUSING ELEMENT UPDATE AMENDMENT

4. LAND INVENTORY
This chapter assesses the housing development potential in Cudahy. The purpose is to determine the quantity of land available on suitable sites to accommodate the City’s RHNA of 393 units. The analysis indicates there are approximately 16.18 acres of vacant or underutilized land that can support 632 housing units at various income levels.

5. RESOURCES AND CONSTRAINTS
This chapter identifies the resources that are available to the City to meet its quantified objectives for housing, especially new construction for affordable housing; as well as government and market constraints that might hinder housing development and includes a detailed analysis of the current permitting and regulatory process. In those cases where potential governmental constraints are identified, the City has identified programs to remove and/or mitigate those constraints. Also included is an analysis for low- and moderate-income housing assistance from State and federal sources.

6. EVALUATION OF THE PREVIOUS HOUSING ELEMENT
This chapter reviews the City’s accomplishments under the 2013 Housing Element.

Comprehensive General Plan and Housing Element updates were adopted in 2018; therefore, this chapter also reviews accomplishments under the updated 2018 Housing Element.

7. HOUSING GOALS, POLICIES, PROGRAMS, AND QUANTIFIED OBJECTIVES This chapter of the Housing Element lists updated housing goals, policies, implementing programs, and quantified objectives for the City of Cudahy, responding to the assessment and update of the 2013-2021 and updated 2018 Housing Elements as well as key issues, trends, opportunities, and constraints outlined in the Housing Needs Analysis and the assessment of Resources and Constraints.

The following seven goal areas have been defined in the Housing Element:

Goals
• Housing Element Goal 1: The City of Cudahy will improve the housing supply and the choice of housing opportunities through private investment and, where necessary, through public action and financing.
• Housing Element Goal 2: The City of Cudahy will promote affordable housing and shelter for all economic segments of the community.
• Housing Element Goal 3: The City of Cudahy will support and provide incentives for the maintenance and rehabilitation of the existing housing stock.

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• Housing Element Goal 4: The City of Cudahy will encourage development of a viable urban community consistent with orderly growth and environmental conservation to provide suitable living environments, with access to employment, community facilities, and services.
• Housing Element Goal 5: The City of Cudahy will foster opportunities for Cudahy residents to become homeowners.
• Housing Element Goal 6: The City of Cudahy will promote equal access and opportunity to housing regardless of race, religion, sex, marital status, ancestry, national origin, or color.
• Housing Element Goal 7: The City of Cudahy will foster and maintain compliance with civil rights and fair housing laws.

For each goal, a series of policies are defined, with implementing programs for each policy, as appropriate.

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1 Introduction

1.1 WHAT IS A HOUSING ELEMENT?
The Housing Element is one of the seven required elements of the General Plan. State Housing Element law, enacted in 1969, mandates that local governments adequately plan to meet the existing and projected housing needs of all segments of the population. It requires that the Housing Element be consistent with all parts of the General Plan and be closely related to the Land Use Element, which specifies land within the jurisdiction that can be utilized for housing development. The law acknowledges that, for the private market to adequately address housing needs and demands, local governments must adopt plans and regulatory systems, which support housing developments. As a result, the successful growth of a community rests largely upon the implementation of local general plans, and in particular, the Housing Element.

The 6th Cycle Housing Element has a planning period of 8 years. It is programmatic in focus and is required to meet specific requirements set by the California Department of Housing and Community Development (HCD).

The Housing Element of the Cudahy General Plan addresses the housing needs of the City. The primary focus of the Housing Element is to encourage the provision of suitable housing for City residents and to protect the vitality of existing residential neighborhoods. The goals and policies of the Cudahy Housing Element address the following issues:
(a) the promotion of new housing development,
(b) the maintenance and improvement of existing housing unit, (c) and identifying and addressing housing discrimination.

Through its housing program, the City will improve the quality of existing housing and encourage the production of new housing types to meet residents' needs.

Cudahy is primarily a residential community, with most of the City zoned residential with varying maximum densities. These designations are:
§ Low Density Residential Zone (LDR) – 15 du/acre
§ Medium Density Residential (MDR) – 25 du/acre
§ High Density Residential (HDR) – 40 du/acre
There is also a large number of mobile home parks in the City, which the City is committed to improve and maintain with continued partnership with the State.

The City spans just over 1 square mile and with a population density of 19,729 people per square mile, Cudahy is 10th in the Nation, and 2nd in California as the most densely populated City. The Housing Element examines the housing problems of the City and seeks to provide solutions to

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improve future housing conditions.

The average household income in Cudahy is $55,752 with a poverty rate 26.16%. The median rental cost is $1,306 per month, and median house value $420,700.

This Housing Element is designed to address key housing issues in the City. These issues include:
(a) The need to maintain and rehabilitate the existing housing stock. (b) Development of new housing to relieve overcrowding and housing cost. (c) The maintenance of affordable housing for low-income households, special needs households and overpaying households.

The City is continuously seeking to meet the housing needs of its residents and to accommodate its share of regional housing. This will accomplish both state and local housing goals.

The Housing Element fulfills the requirements of the State Planning and Zoning Law and the regulations of Section 65580-65589.5 of the California Government Code. State law is very specific on the content of the Housing Element and makes it clear that the provision of affordable housing is the responsibility of all local governments. It expects the City to have its fair share in the development of regional housing needs and to contribute to the attainment of State housing goals.

1.2 FREQUENCY OF REVIEW AND UPDATE
The process of updating Housing Elements is triggered by HCD through the “regional housing needs” process. The Regional Housing Needs Allocation (RHNA) process is a State mandate on planning for housing, whereby each jurisdiction in the State is given “fair share” of local housing needs according to income distribution.

The current Housing Element will serve the planning period beginning October 15, 2021, to October 15, 2029. This is an eight-year period to coincide with the RHNA process.

1.3 HOUSING ELEMENT CONTENTS
The Housing Element is required by State law to include:
• An assessment of existing housing needs, with an analysis of housing affordability, conditions, special needs, and affordable units at-risk of converting to market-rate as well as projected needs as laid out in the RHNA.
• A detailed sites inventory and analysis that evaluates the jurisdiction’s ability to accommodate its RHNA.

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• An analysis of constraints on housing in the jurisdiction. • Housing programs that identify adequate sites to accommodate the City’s share of the regional housing need; assisting in the development of housing for very low- and lowincome households; removing or mitigating governmental constraints to affordable housing; conserving and improving the existing affordable housing stock; promoting equal housing opportunity; and preserving the at-risk units identified. • Quantified objectives that estimate the number of units, by income level, to be constructed, rehabilitated, and conserved over the planning period of the element.

1.4 RELATIONSHIP TO GENERAL PLAN ELEMENTS
The current Cudahy 2040 General Plan was adopted in March 2018 and established a long-range plan. The plan includes the elements required by State law: Land Use, Circulation, Safety, and Noise (the Cudahy General Plan combined Open Space and Conservation into one heading). The City’s General Plan incorporates the Housing Element as a separate document, included Economic Development and Air Quality Elements, and took a holistic approach to Environmental Justice. All of Cudahy is considered by the State of California to be a disadvantaged community. As a result, environmental justice was considered at every level of the General Plan. Like Environmental Justice, Sustainability was also integrated into every Element.

This Housing Element is an update to the Housing Element adopted by the City in 2018.

Between 2016 - 2018, the City of Cudahy undertook a comprehensive General Plan update. New General Plan Land Use designations were developed, allowing higher densities in residential areas, and identifying new areas for mixed-use development with higher residential densities.

The City completed a concurrent Development Code and Zoning Map update to provide zoning districts consistent with the new General Plan. This focused Housing Element amendment identifies sites to meet the existing RHNA, with consistently higher densities allowed, and replaces sites identified in the original 2013 and the updated 2018 Housing Element that were no longer available due to rezoning.

The Housing Element of the General Plan is one component of the City's overall long-range planning strategy. The California Government Code requires that the General Plan contain an integrated, consistent set of goals and policies. The Housing Element is, therefore, affected by policies contained in other elements of the General Plan.

As stated earlier, Cudahy is primarily a residential community where most of the zoning is higher density residential. Cudahy is one of the most densely populated cities in the region. The Housing

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Element examines the housing problems of the City and seeks to provide solutions to improve future housing conditions.

This Element has been developed in accordance with the current Land Use Plan. All goals and policies in the General Plan were also reviewed concurrently to ensure consistency between the Elements.

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1.5 INFORMATION SOURCES
The information presented in this Housing Element is gathered from a variety of sources. The primary source of information used in the compilation of demographic, housing, and socioeconomic information for Cudahy includes data collected by the U.S. Bureau of the Census.

Several other sources were also consulted during the preparation of this analysis, with the key sources being the State Department Housing and Urban Development (HUD), the State Department of Finance (DOF), and the Southern California Association of Governments (SCAG), and the American Community Survey (ACS). SCAG is mandated under State law to prepare population, housing, and employment projections that are to be used in the development of the region’s Growth Management Plan. These projections were used in the determination of the City’s regional housing needs assessment (RHNA).

Various other sources (both private and public) were also used. Wherever possible, data from the City and County were used to facilitate an understanding of local needs and conditions.

1.6 PUBLIC OUTREACH
The 6th Cycle Housing Element was prepared during the COVID-19 pandemic. From the beginning of 2020 through 2021, most offices, schools, places of worship, places of social gathering, retail stores, restaurants, government offices and religious and educational institutions were either closed or operated remotely and/or with limited staff.

As a result of government and health regulations regarding social distancing and closures of government establishments and other facilities, gathering information from City staff and members of the community as required by the California Housing Element Law has been a challenge. Interacting with City staff to obtain information has also been restricted. However, through it all, the City of Cudahy has been able to proceed with community outreach efforts through a series of community surveys in English and Spanish, Planning Commission Workshop, focused stakeholder interviews and other outreach efforts designed to measure the effectiveness of the existing 5th Cycle Housing Element while serving as potential foundation for the 6th Cycle policies, goals, and objectives.

Los Angeles County in general, and specifically cities within the gateway communities, experienced more disruption in services than any other county or counties in the State. For example, Los Angeles County reported 1.43 million cases of COVID-19 and 25,530 deaths. In comparison, San Diego County reported 3,942 deaths, Riverside County reported 4,826 deaths, San Bernardino County reported 5,439 deaths, and Orange County reported 5,312 deaths. The number of deaths in these counties did not equal the deaths in Los Angeles County alone. By contrast, Santa Barbara County reported only 494 deaths, and Sonoma County reported 368 deaths.

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Community Outreach
The Housing Element was prepared with public outreach and participation to the extent permissible under the restrictions of COVID-19. To ensure the broadest community involvement, particularly among low-income and special needs groups, the City used several strategies, including:
• On August 1, 2021, the City conducted a Planning Commission workshop via Zoom to inform members of the Commission and the general public of the housing element process, receive input, and to inform of the AB 686 requirements. • An article was included in the August edition of the City’s monthly newsletter providing information on what is a Housing Element, how the community can participate in the preparation of the Element, and the process including public workshop and public hearings.
• On August 26, 2021, a focused stakeholder interview consisting of 11 members of the Cudahy community who were either land developers, community activists, residents, and business owners, was conducted via Zoom. The participants ranged from the owner of a bakery, a residential developer, a representative from the East Yard Communities for Economic Justice to a school principal and an executive from a utility company. • A Community Outreach survey prepared in English and Spanish, and made available over a period of 60 days, between July 14, 2021, and September 14, 2021, was distributed and broadcast over several social media outlets, including a dedicated website specifically for the Housing Element Update, was made available to everyone. There was a total of 52 respondents.
• A Community Outreach survey prepared in English and Spanish, and made available over a period of two months, between June 15, 2021 and August 16, 2021. The survey questions were specifically related to the potential adoption of an Inclusionary Housing Ordinance. There were a total of 32 respondents.
• Information on the Housing Element update was made available at all City facilities, including City Hall, Senior Center, Parks and Recreation, as well as on the City’s website. • Planning Commission meeting of January 24, 2022 – Minutes and Zoom meeting recording of this meeting are available on the City’s website and from the City Clerk’s office upon request.
• City Council meeting of February 15, 2022 – Minutes of the meeting and Zoom meeting recording of this meeting are available on the City’s website and from the City Clerk’s office upon request.

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• City Council meeting of March 1, 2022 – Minutes of the meeting and Zoom meeting recording of this meeting are available on the City’s website and from the City Clerk’s office upon request.
• City Council meeting of February 7, 2023 – Minutes of the meeting and Zoom meeting recording of this meeting are available on the City’s website and from the City Clerk’s office upon request.
• Seven-day public review period beginning February 9th – The 3rd draft of the Housing Element was posted on the City’s website and the City’s social media. The Planning Department requested feedback from the public.

The City maintains a distribution list of stakeholder organizations, interested private citizens and public agencies, posts public information on the City’s website and at the physical location of the meetings, and issues press releases. The venues for the public meetings were ADA accessible and served by public transportation. The City also advertised meetings, public hearings, and availability of the Housing Element in the City’s monthly newsletter.

Community Input Received
The Housing Element Community Survey was conducted to engage the community at the beginning of the Housing Element update process, to provide input, and to be a part of the preparation of the update. The questions were formulated to get an understanding of who was participating in the survey, identification of the housing issues facing the City, and options to address the housing issues. Interested parties could complete the Survey online, at the City’s website. To further efforts to reach as many citizens as possible, survey fliers were provided at all City facilities including: the Senior Center, City Hall, Parks and Recreation facilities, National Night Out, and Food Distribution events. Following are many of the responses received from the Survey participants:
• Providing more affordable housing
• Address the homelessness issue
• Most respondents were favorable toward gentrification if the City provides existing residents with first right of refusal for existing residents • Utilizing existing properties in the City that are currently under-utilized or vacant for more housing unit opportunities
• Concerns over the City’s residential height restrictions which prevent the development of more high rises with higher densities
• Concern with parking in the City
• A reduction in the size of units required by the City would allow developers to build more affordable units.
• The use of density bonus to encourage development of more affordable housing

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• Provision of permanent shelters for the homeless
• The City should investigate making more of its resident homeowners rather than renters • The City’s current rents are too high
• Residential properties are not being kept up
• Provide diverse housing opportunities
The comments received at the Planning Commission and City Council public hearings, centered around the perceived inability of the City to meet its Regional Housing Needs Assessment allocation of 393 housing units for the 6th Cycle. One City Council member opined that the Housing Element did not do a good enough job to push back on the City’s inability to comply with the RHNA numbers because of the City’s land size, the existing number of housing units, the City’s residential density, the City’s population, and the lack of adequate space to develop new housing units without displacing existing units. Concerns were also registered about the lack of available parking and open space in the community, while other officials expressed understanding of the City’s need to do its part, and spoke in favor of the rental increase moratorium temporarily adopted by the City.

See Attachment 1 Community Survey for the complete survey including questions and responses.

Public comment on Cudahy’s Housing Element was sent to HCD on November 18, 2022 from David Kellogg (a Contra Costa County resident), 350 Contra Costa, Greenbelt Alliance, CaRLA, Scott O’Neil (a resident of Palo Alto), Watson Ladd (a resident of Berkeley), Marven Normal (a resident of San Bernadino), Dara Dadachanji (a resident of San Francisco), and George Grohwin (a resident of San Francisco). In their comment letter this alliance raised the issue of Cudahy’s non-compliance with the State’s Public Resources Code 21080.1 and 21080.2. The alliance requested the City examine Public Resources Code 21080.1 and 21080.2 in comparison to the City’s municipal code. In addition, the alliance requested a new program be included within the City’s Housing Element to address this non-compliance. See the following section along with the Chapter 5 (Constraints) for more information.

Incorporation of Community Input Received for the Housing Element The City understands the concerns residents have regarding housing in Cudahy. The City has been able to address these concerns within this Housing Element, through several programs the City is continuing and adding.

Generally, residents expressed a great need for affordable housing in Cudahy as well as a concern regarding high rental prices being charged by landlords. This Element includes several programs addressing the production of affordable housing in the City. Through Program 28 (Implementation of the Inclusionary Housing Program), the City shall begin implementation of the Inclusionary Housing Program to include a requirement that all residential and mixed-use projects throughout the City with a residential component include affordable housing units. With Program 5 (Affordable Housing Incentives), the City commits to encouraging the development of

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affordable housing units in Cudahy. The City will accomplish this by conducting outreach to developers (both market rate and affordable), streamlining the permit process to low-income and senior housing projects, streamlining environmental review for eligible Inclusionary Housing projects, providing technical assistance to affordable housing developers, and providing developers with a list of affordable housing financing sources. In Program 30 (Rent Control Ad Hoc Committee), a Committee of the City Council will study adoption of rent stabilization and tenant protection ordinances for the City of Cudahy. The City has currently enacted a rent increase moratorium on multifamily housing, through April 2023 to give the Rent Control Ad Hoc Committee time to complete its study and for the City Council to take appropriate action.

A series of programs in this Housing Element address the need to rehabilitate housing. Through Program 8 (Housing Maintenance and Conservation) of the City will continue the program for the maintenance and conservation of the existing housing stock through the sixth cycle. Program 8 specifically targets the conservation of older housing units which are in good condition to maintain the units as affordable housing options. Through Program 13 (Code Enforcement) the City shall continue code enforcement each year of the sixth cycle, focusing on property maintenance, substandard units, and illegal garage conversions. Program 23 (Housing Conditions Survey) of this Element shall conduct an annual survey starting in 2023 to identify the number of units in need to rehabilitation and replacement. Lastly, the Element’s Program 31 (First Time Homebuyers) will promote homeownership in the City, which should improve conditions of housing in Cudahy as owner occupied units are more likely to well-maintained as owners wish to maintain the value of their investment. The lack of homeownership opportunities in the City was cited as another concern of residents.

Residents also identified homelessness in the City as a key concern. This Element includes several programs addressing homelessness. Through Program 9 (Hotel and Motel Resources) the City shall preserve 160 hotel and motel rooms as an emergency housing resource for homeless residents. To encourage the use of hotels by "homeless" individuals, the City continuously works with hotel managers on making rooms available for emergency/transitional housing and makes community service agencies in the area aware of the facilities. With Program 11 (Emergency, Transitional, and Supportive Housing) the City is committed to prioritizing funding and other available incentives for projects that provide housing for homeless and extremely low-income residents whenever possible. Through Program 24 (Low Barrier Navigation Centers) the City shall review the City’s mixed use and non-residential zones that permit multifamily residential uses and amend the permitted uses sections of the appropriate zone districts to include low barrier navigation centers, in compliance with statutory requirements. Lastly, Program 17 (Food Distribution) and Program 18 (Homeless Assistance) both provide City assistance to homeless residents in the form of free meals and referrals to service providers. Additionally, through Program 27, the City commits to permitting transitional and supportive housing by right in all residential zones.

Residents also cited the need to redevelop existing properties in the City that are currently underutilized or vacant for more housing unit opportunities. A review of this element’s land inventory

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(Section 4) reveals that this element’s site inventory claims many underutilized and vacant sites as sites for future housing development. In some cases, these underutilized sites are identified as sites for incremental development, or development of a few more housing units on a site. In other cases, these underutilized sites have been identified as sites which are likely to be completely demolished and rebuilt at a higher residential density.

During outreach residents cited residential parking requirements in the City. Throughs site planning studies and studies of development standards, the City found it necessary to commit to reducing the residential guest parking requirement down to 0.25 space per unit in Program 27.

The rest of the residential parking ratios are being left as they are stated in the current code.

As for raising the height limit, through site planning studies and studies of development standards the City did not find the current code’s height limits to be a limitation for residential development. The City did not find minimum unit sizes to be an issue during the several studies conducted during this Housing Element process, instead recognizing that they help Cudahy accommodate its very high average household sizes.

In response to the comment letter sent to HCD on November 18, 2022, the City commits within Program 27 to updating the zoning code to specify what party is responsible for making the CEQA determination of PRC 21080.1, specify that the decision will be made within the timeframe permitted by PRC 21080.2, and that specify that when the party determines a project is exempt from CEQA, their determination triggers the Permit Streamlining Act (PSA) 60-day deadline.

1.7 REVIEWS BY STATE OF CALIFORNIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT
State law requires every updated Housing Element be submitted to the State of California Department of Housing and Community Development (HCD) to ensure compliance with the State’s minimum requirements.

Housing Elements are submitted to HCD for review and comment: during development of the Housing Element (in draft form), and again after adoption of the Housing Element by the local jurisdiction. The first period requires 60 days and must take place prior to adoption deadline. The second review requires 90 days and takes place after the adoption deadline. It is after the second review that written findings regarding compliance are submitted to the local government.

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2 Housing Needs Assessment

2.1 POPULATION, EMPLOYMENT, AND HOUSEHOLD CHARACTERISTICS The type and amount of housing needed in a community is largely determined by population growth and various demographic variables. Factors such as population and population trends, ethnicity, education, household size and housing stock, specialized housing needs, can be used to analyze the effectiveness of existing housing policies and provide a general direction and focus for future housing initiatives.

Population
Population and Population Trends
The City experienced a slight increase in population from 1990 to 2000. However, from 2000 to 2010 the City experienced a decrease in population and experienced another decrease between 2010 and 2020. The population trend between 2000 and 2010 and again between 2010 and 2020 raises some concern for the City if the trend continues. The 1992 Housing Element assumed that growth in the coming decade would be similar to the increase experienced from 1970 to 1980 (5.8%) and the resulting population projection included in the earlier housing element projected a population of 24,140 in the year 2000, which was quite close to the actual 2000 population of 24,208 identified in the US Census for that year. A slight reduction in population in recent years may be due to the growing cost of housing in the City, the lack of “affordable” housing based on the City’s socioeconomic data, new migration trends, and the inability to balance housing cost with lifestyle in the City. Table 2.1 identifies these population trends from 1990 to 2020.

Table 2.1
City of Cudahy Population Growth Trends 1990-2020
Year Population Numerical
Change
Percent Change Average Annual
Growth Rate
1990 22,817
2000 24,208 1,391
2010 23,895 -313
2020 22,811 -1,084
Source: US Census
Comparing the City’s population over time to neighboring cities shows not only the growth patterns of each City but also allows for a regional analysis of population growth and trends.

Table 2.2 compares population growth in the City of Cudahy with the surrounding cities of South Gate, Huntington Park, Bell Gardens, and Bell. Between 2000 and 2010, Cudahy and the

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surrounding four cities all experienced decreases in population. However, between 2010 and 2020 only Cudahy had a decrease in population while the surrounding four cities saw small increases.

Table 2.2
Neighboring Cities Population Trends
City 2000 2010 2020 Change
2000-2010
Change
2010-2020
Cudahy 24,208 23,805 22,811 -8.0% -6.4%
South Gate 96,375 94,396 97,003 -2.1% 2.8%
Huntington Park 61,348 58,411 59,515 -5.3% 2.4%
Bell Gardens 44,054 42,072 42,449 -4.5% 0.9%
Bell 36,664 35,477 36,531 -3.2% 2.3%
Source: US Census, CA Department of Finance
According to US Census, American Community Survey data the median age of City residents was

26.0 in 2010 and 29.1 in 2020. Table 2.3 provides a comparison of Cudahy’s population by age for 2010 and 2020. of age for the County.

Table 2.3
City of Cudahy Population by Age
Age 2010 2020
Group (years) Number Percent Number Percent
Under 5 2,182 9.2 1,868 7.9
5-9 2,241 9.4 1,768 7.5
10-14 2,408 10.1 2,398 10.2
15-19 2,399 10.1 2,137 9.1
20-24 1,953 8.2 1,944 8.2
25-29 1,886 7.9 2,005 8.5
30-34 1,832 7.7 1,736 7.4
35-39 1,791 7.5 1,526 6.5
40-44 1,770 7.4 1,580 6.7
45-49 1,414 5.9 1,646 7.0
50-54 1,178 4.9 1,293 5.5
55-59 841 3.5 1,321 5.6
60-64 688 2.9 633 2.7
65-69 465 2.0 694 2.9
70-74 296 1.2 426 1.8
75-79 206 .9 316 1.3
80-84 155 .7 86 .4
85+ 100 .4 229 1.0
Median Age 26.0 29.1
Source: US Census, American Community Survey

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As identified in Table 2.4 Cudahy and the neighboring four cities have very similar age profiles.

In 2018 the Cudahy had the highest percentage of residents under 18 years of age and the lowest percentage of residents over 65 years of age than its neighboring cities.

Table 2.4
Neighboring Cities Age Distribution (2018)
City Median
Age
Under 18
Years
% of Total 18-64
Years
% of Total 65+
Years
% of Total
Cudahy 29.1 7,571 31.5 16,455 68.5 1,658 6.9
South Gate 31.6 23,376 27.7 59,957 63.0 8,770 9.2
Huntington
Park

30.7 16,619 28.3 37,230 63.4 4,845 8.3
Bell
Gardens

29.1 13,153 30.8 26,329 61.7 3,159 7.4
Bell 30.5 10,232 28.6 25,577 71.4 2,979 8.3
Source: US Census, American Community Survey
Ethnicity
The United States 2020 Census summarizes the race and ethnicity for the City's population.

Persons of Hispanic or Latino origin make up 95.2% of the community, with 3.1% White (nonHispanic), 0.7% Black, and less than 1% Asian or Native Hawaiian or other Pacific Islander. Of the City’s 22,811 residents, 42.9% are foreign born, and 91.7% speak a language other than English at home.

Education
The City of Cudahy is served by the Los Angeles Unified School District. According to the 2020 Census, 54.3% of Cudahy’s residents aged 25 years and older are a high school graduate or higher.

Table 2.5 provides educational attainment by age category.

Table 2.5
Age by Educational Attainment 2020
Age
Group
(years)
Less than a
high school
graduate*
High School
Graduate
Bachelor’s
Degree or
Higher
18-24 355 1,108 83
25-34 3,021 348
35-44 1,783 143
45-64 2,180 368
65+ 344 96
*Data unavailable for other age groups.

Source: US Census, American Community Survey

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Compared with the Los Angeles County and surrounding four cities’ populations, Cudahy’s residents are younger, and many do not seek further education after high school. Generally, this means that residents may not have the same opportunity to obtain higher-paying jobs and invest in their community through either business or property ownership. In 2022 the City adopted the Inclusionary Housing Program which requires affordable housing with each residential and mixed-use with residential component project. The Program includes both rental and homeownership housing. Also, in 2022 the City initiated preparation of the Economic Development Strategic Plan to identify opportunities for business development and employment in the City. Program 28 Implementation of the Inclusionary Housing Program and Economic Development Strategic Plan further the City’s commitment to the provision of affordable housing and housing opportunities. Additionally, this Element includes Program 31 (First Time Homebuyers) which will identify and implement strategies to increase Cudahy renters’ access to homeownership opportunities in the City. Increasing the number of owner occupied housing units in the City will benefit the City’s schools, as residents will commit to their children attending local schools from kindergarten through 12th grade. A more consistent student population will bring more stability and long-term support to the local educational system.

Specialized Housing Needs
According to the US Census American Community Survey data, 27.7 percent of Cudahy’s households are experiencing poverty, compared to 7.9 percent of households in the SCAG region.

Poverty thresholds, as defined by the American Community Survey vary by household type. In 2020, in the United States, the poverty threshold for a single person under 65 years of age was an annual income of $12,760.00. The threshold for a family group of four, including two children, was $26,200.00.

Overcrowding
The average household size in the City has increased over the years largely due to several trends including increasing family size, shared living space to reduce cost, increasing cost of living, and overcrowding due to lack of available, affordable housing. In fact, the lack of affordable housing for the residents of Cudahy is cited at the top of their housing challenges.

According to data from the Southern California Association of Governments (SCAG), Cudahy’s most commonly occurring household size is 5 persons per household (24.4). The most commonly occurring household size in Los Angeles County is much lower, at 2.9 people per household.

The second-most commonly occurring household size is of four people per household (21.9%).

There are also some household sizes of 7 persons and some with 1 person. Cudahy has a lower share of single-person households than the SCAG region overall (7.2% vs. 23.4%) and a higher share of 7+ person households than the SCAG region overall (5.7% vs. 3.1%)

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Female Headed Households
As part of the Housing Element process, State law requires analysis of specialized housing needs, including female-headed households to ensure adequate childcare or job training services. Of Cudahy's 5,601 total households, 24.5% are female-headed (compared to 14.3% in the SCAG region), 15.8% are female-headed and with children (compared to 6.6% in the SCAG region), and

1.4% are female-headed and with children under 6 (compared to 1.0% in the SCAG region).

Elderly
Statute requires analysis of specialized housing needs, including housing needs for seniors.

Federal housing data define a household type as 'elderly family' if it consists of two persons with either or both age 62 or over. Of Cudahy's 396 such households, 61.9% earn less than 30% of the surrounding area income, (compared to 24.2% in the SCAG region), 82.1% earn less than 50% of the surrounding area income (compared to 30.9% in the SCAG region). Chapter 3 includes identification of projections and quantification of projected needs for all income levels, including extremely low-income households.

2.2 EMPLOYMENT CHARACTERISTICS
Employment types, income levels, and other factors determine the type of housing residents of the City can afford, while the unemployment rate is an indicator of the level of housing assistance needed. Employment and income levels are generally the function of regional growth or decline, which depends on factors beyond the City’s control. Employment characteristics describe those economic and market factors relevant to the maintenance of existing housing and the need to produce new housing in the City.

Employment And Unemployment
Cudahy has 10,146 workers living within its borders who work across 13 major industrial sectors.

The charts below provide detailed employment information by industry and occupation. The most prevalent industry is manufacturing with 1,773 employees (17.5% of total) and the second most prevalent industry is Education & Social Services with 1,613 employees (15.9% of total).

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24 2021 HOUSING ELEMENT UPDATE AMENDMENT
Chart 2.1 - Employment by Industry
American Community Survey 2014-2018 5-year estimates using groupings of 2-digit NAICS codes Chart 2.2 - Employment by Occupation
American Community Survey 2014-2018 5-year estimates using groupings of SOC codes In addition to understanding the industries in which the residents of Cudahy work, it is also possible to analyze the types of jobs they hold. The most prevalent occupational category is Production, in which 3,251 (32% of total employees) work. The second most prevalent category is sales (21.4% of the total employees), followed by Services (20.2%). Cudahy’s numbers for production workers doubles the SCAG region number (14.6%), while its percentage of workers in Management (12.3%) is only one-third of SCAG’s (34.2%).

This trend is indicative and a symptom of the educational levels of Cudahy’s residents and the lack of employment opportunities in the City. The City and local schools provide services in Spanish, and there are immersion programs in the local schools. The City will continue to work with the local schools to continue providing these services (Program 15 Public Participation).

Recognizing the need for additional employment opportunities within the City, in 2022 the City 10 1,044
1,773
681
1,246
988
203
345
672
1,613
922
494
155
0 200 400 600 800 1,000 1,200 1,400 1,600 1,800 2,000
Agriculture
Construction
Manufacturing
Wholesale Rrade
Retail Trade
Transportation
Information
Finance
Professional Services
Education & Social Services
Arts, Entertainment, Recreation
Other
Public Admininstration
1,250
2,047 2,172
1,426
3,251 2,616,827
1,500,551
1,743,617
675,894
1,118,977

0.0%

5.0%

10.0%

15.0%

20.0%

25.0%

30.0%

35.0%

40.0%
Management Services Sales Natural Resources Production
Cudahy 12.3% 20.2% 21.4% 14.1% 32.0%
SCAG 34.2% 19.6% 22.8% 8.8% 14.6%
Cudahy SCAG

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25 2021 HOUSING ELEMENT UPDATE AMENDMENT
initiated the preparation of an Economic Development Strategic Plan. The Plan will empower the City to define its vision, mission, and values to guide the City’s planning, zoning, and economic development priorities. Components of the Plan include identifying the City’s identity, capturing quality redevelopment investment, and adopting objectives and initiatives (Program 32 Economic Development Strategic Plan and Transit Oriented Development).

Farmworkers
Statewide, farmworker housing is of unique concern and of unique importance. While only a small share of SCAG region jurisdictions has farmworkers living in them, they are essential to the region’s economy and food supply. The 2020 census identified 37 persons residing in Cudahy as employed in the agricultural, forestry, and fishing sectors. These persons are likely to be employed in nurseries, stables, and not in traditional agricultural production. The demand for housing generated by farm workers in the City is thus estimated to be extremely low.

The Los Angeles County Department of Regional Planning published a Farmworker Housing Ordinance in September 2010. The ordinance is part of a program in the Los Angeles County Housing Element which brings the County’s provisions for farmworker housing into compliance with the Employee Housing Act of the California Health and Safety Code.

The Housing Element Law requires an analysis of housing needs specific to special needs populations, including farmworkers (Government Code Section 65583 (a)(7)). In addition, the Housing Element Law requires an inventory of sites suitable for residential development, including housing for farmworkers (Government Code 65583(a)(3)). Where the sites inventory does not identify adequate sites to accommodate housing for farmworkers, the program shall provide sufficient sites to meet the need with zoning that permits farmworker housing use by right (Government Code 65583(c)(1)(C)).

The Housing Element Law also states that local jurisdictions cannot disapprove a housing development project or impose conditions that render a project infeasible for low-income individuals, including farmworkers, without providing written findings based on substantial evidence on specified provisions, including that the development project is proposed on land zoned for agriculture or resource preservation that is surrounded on at least two sides by land being used for agricultural or resource preservation purposes, or which does not have adequate water or wastewater facilities to serve the project (Government Code Section 65589.5).

In the Los Angeles County area, Antelope Valley and Santa Clarita Valley Areas include land with active agricultural uses, as well as the Santa Catalina Island Local Coastal Plan (LCP), which outlines policies that include the provision and expansion of ―support‖ (employee) housing.

With low wages and very high housing costs in Los Angeles County, farmworkers are one group among many who are designated as having a special need for affordable and appropriate housing by the State of California. The variability of seasonal changes, technological advances in

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26 2021 HOUSING ELEMENT UPDATE AMENDMENT
agriculture, along with increasing international market competition have led to fewer days of work per year for the County’s agricultural employees.

Los Angeles County has seen a significant decrease in agricultural workers. State EDD data (CA Employment Development Department, Industry Employment & Labor Force data for Los Angeles-Long Beach-Glendale March 2020) shows that between 2000 and 2020, the number of farmworkers countywide decreased by 43 percent, from 7,700 to 4,400. Agricultural practices no longer account for a significant sector of Los Angeles County’s economy, and as more agricultural land is converted for nonagricultural uses, this sector will continue to decline. Maps from the State of California Department of Conservation Farmland Mapping and Monitoring Program show no farmland in the City of Cudahy. Most of the Los Angeles basin is classified as “Urban and Built-Up Land.”
The County of Los Angeles Housing Element, indicates that there are a total of 225,217 acres of farmland designated by the State of California in Los Angeles County. There are 699,846 acres of land zoned for Agriculture. Of these designated areas, none are within proximity to the City of Cudahy. Table 2.7 identifies the locations and acreages of farmland in Los Angeles County.

Table 2.7
State Designated Farmland and Agricultural Zoning in Selected Communities Unincorporated
Community
Farmland
Designated
by the
State
(acres)
% of Farmland
Designated by
the State
Zoned for
Agriculture
(acres)
% of Zoned Acres
Antelope Valley 165,142 73.33% 525,366 75.07%
Santa Clarita Valley 59,737 26.52% 114,051 16.30%
Malibu Coastal Zone 235 0.10% 47,899 6.84%
Santa Monica Mountains 103 0.05% 12,530 1.79%
Total 225,217 100.00% 699,846 100.00%
Source: Los Angeles County, Department of Regional Planning, GIS Section Housing Needs for Farmworkers
The City has no land devoted to the production of field crops and/or plant life. Likewise, there is not land used for animals. As a result, there are no farmworker jobs located in Cudahy. The 37 people identified as employed in the agricultural, forestry, and fishing sectors may be persons residing or “housed” in the City who are farmworkers at locations outside the City’s boundaries, or are workers employed in not traditional agricultural production. Any housed “farmworkers” who may reside in the City would live in a household and occupy a housing unit. As such, they would be among the existing households counted as part of the existing housing needs and estimates of existing and project housing needs produced b HCD and SCAG. That is, the resident

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27 2021 HOUSING ELEMENT UPDATE AMENDMENT
farmworker housing needs would be counted as part of the lower income households experiencing problems of overpaying, overcrowding, and living in substandard housing and their housing needs can be met through general affordable housing programs.

2.3 HOUSING CHARACTERITICS
Household type and size, income levels, and other household characteristics determine the type of housing needed by residents. This section details the various household characteristics affecting housing needs. Household characteristics provide an overview of the key socioeconomic characteristics that affect housing needs.

Housing Stock
Housing types, age, vacancy rates, conditions and other factors affecting housing stock determine if the current supply of housing is in good conditions or in adequate supply for residents. This section examines various stock characteristics that affect the living environment of Cudahy residents. Housing characteristics focuses on trends related to residential development, housing type, and housing tenure. In addition, the City’s housing stock is getting older; well over half (57.4%) of the City’s housing stock was built prior to 1960, therefore, housing supply, in conjunction with affordability, may contribute to the growing household size.

According to the 2020 California Department of Finance data, there were 5,780 housing units in Cudahy. This number is an increase of 10 units (5,770) over the 2010 number. Of this total, 2,127 units (36.8%) were single detached units, 1,313 units (23.1%) were single attached units, 326 units (5.6%) were 2-4 units, and 1,574 units (27.3%) were 5 or more units. In addition, a significant number of households live in mobile home parks. A total of 420 units (7.3%) are mobile home units. Chart 2.3 identifies housing by type.

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28 2021 HOUSING ELEMENT UPDATE AMENDMENT
Chart 2.3 - Housing Types
CA DOF E-5 Population and Housing Unit Estimates
Over the last two decades, (2000 to 2020), there has been more construction of single-family residential units than multi-family residential units in Cudahy. When comparing 2000 to 2020, Single-Family Residential (SFR) units increased by 529, Multi-Family Residential (MFR) units decreased by 298, and mobile units increased by 7. Chart 2.4 identities the City’s housing trend.

Chart 2.4 - Housing Trend
Housing Age, Condition & Overcrowding
Housing age is an important indicator of the conditions of Cudahy’s housing stock. Homes and structures weather with use and deteriorate with time. If they are not properly maintained, housing can deteriorate quickly and become eyesores or potential sources of danger. This directly affects property prices and the quality of life of City residents. A City with an older housing stock 2,127
1,333
326
1,574
420
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Single-Family
Detached
Single-Family
Attached
Multifamily, 2-4
Units
Multifamily, 5+
Units Mobile Homes
Cudahy (%) 36.8% 23.1% 5.6% 27.2% 7.3%
SCAG (%) 54.4% 7.2% 7.5% 27.3% 3.5%
Percent of Total Units
2,931
2,198
413
3,183
2,064
417
3,450
1,900
420
3,454
1,900
420
3,460
1,900
420
0 500
1,000
1,500
2,000
2,500
3,000
3,500
4,000
Single-Family Residential (SFR) Multifamily Residential (MFR) Mobile Homes Housing Units
2000 2005 2010 2015 2020

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Cudahy City CouncilSeptember 5, 2023

Cudahy City Council
September 5, 2023