Farmersville City Council
September 25, 2023

CITY OF
FARMERSVILLE Farmersville City Council
Regular Meeting
Tina Lopez, Mayor
Danny Valdovinos, Mayor Pro Tem Monday, September 25, 2023 6:00 PM Gregorio Gomez, Council Member Meeting held in Civic Center Council Chambers Paul Boyer, Council Member - 909 W. Visalia Road Farmersville, California Armando Hinojosa, Council Member
Pending no technical difficulties, the City Council meeting will also be streamed (for observation only) via Zoom and accessed as follows:

Please dial 1-669-900-6833
Meeting ID: 883 2779 7888
Password: 166573

1. Call to Order:

Roll Call:

3. Invocation:

Pledge of Allegiance:

5. Public Comment:

Provides an opportunity for members of the public to address the City Council on items of interest to the public within the Council's jurisdiction and which are not already on the agenda this evening. It is the policy of the Council not to answer questions impromptu. Concerns or complaints will be referred to the City Manager's office. Speakers should limit their comments to not more than two (2) minutes. No more than twenty (20) total minutes will be allowed for Public Comment. For items which are on the agenda this evening, members of the public will be provided an opportunity to address the council as each item is brought up for discussion. Comments are to be addressed to the Council as a body and not to any individual Council Member.

Presentations:

7. Consent Agenda:

Under a CONSENT AGENDA category, a recommended course of action for each item is made. Any Council Member or Member of the Public may remove any item from the CONSENT AGENDA in order to discuss and/or change the recommended course of action, and the Council can approve the remainder of the CONSENT AGENDA.

A. Authorization to waive full reading of ordinances and resolutions and to identify by title only.

Recommend that the City Council approve the full reading of all ordinances and resolutions be waived and to identify by title only.

B. Minutes of Regular City Council Meeting of August 28, 2023.

Recommend approval of minutes.

Documents: Draft Action Minutes of August 28, 2023
c. Finance Update for August 2023: Warrant Register and Investment Summary
Recommend that the City Council:

1. Approve the Warrant Register as presented for the period. This reporting period represents warrants issued for the current Fiscal Year (2023/2024); and

2. Accept the Investment Summary as presented for the period. This reporting period represents investment summary for the previous month.

Documents: August 2023 Warrant Register
Investment Summary August 2023
D. Adopt Resolution 2023-042 and The Records Retention Schedules Recommend that the City Council adopt Resolution 2023-042 approving an updated Records Retention Schedule to authorize the destruction of specified records in accordance with the Schedule.

Documents: Resolution 2023-042
Records Retention Schedule
E. Declaration of property as surplus and disposition of the surplus property (vehicles)
Recommend that the City Council declare three Police Department vehicles as surplus and authorize staff to move forward with disposition of surplus property as listed.

8. General Business •
A. Agreement for Interim City Engineering & Surveying Services with 4Creeks, Inc.
• Recommend that the City Council authorize the City Manager to execute an Agreement with 4Creeks, Inc. for Interim City Engineering & Surveying Services.

Documents: Agreement
:

B. Adoption of a Policy for City of Farmersville Event Grant Funding Recommend that the City Council review and adopt a Policy for City of Farmersville Event Grant Funding.

Documents: Policy for Event Grant Funding
Council Reports
A. City Council Updates and Committee Reports

10. Staff Communications:

11. Future Agenda Items

1. Amend Ordinance - Temporary Outdoor Use Permits

2. Review of Cannabis Cultivation

3. Site Visits to Woodlake, Exeter, and Lindsay

4. Water Restrictions

5. Update City Ordinances related to Code Enforcement

6. Reopening Two-way Traffic'on E. Citrus at Freedom Drive

7. Transit Services with Visalia Transit and TCRTA

12. Adjournment:

NOTICE TO PUBLIC
The City of Farmersville Civic Center and City Council Chambers comply with the provisions of the Americans with Disabilities Act (ADA). Anyone needing special assistance please contact City Hall at (5 14-0458 please allow at least six (6) hours prior to the meeting so that staff may make arrangements to accommodate you.

Materials related to an item on this agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the City's offices during normal business hours. • :

Drafted by: J. Gomez •
Strong Roots..... Growing Possibilities

CITY OF
FARMERSVILLE Farmersville City Council
Regular Meeting
Tina Lopez, Mayor
Danny Valdovinos, Mayor Pro Tem Monday, August 28, 2023 6:00 PM Gregorio Gomez, Council Member Meeting held in Civic Center Council Chambers Paul Boyer, Council Member - 909 W. Visalia Road Farmersville, California Armando Hinojosa, Council Member
Pending no technical difficulties, the City Council meeting will also be streamed (for observation only) via Zoom and accessed as follows:

Please dial 1-669-900-6833
Meeting ID: 86487142184
Password: 948295

1. Call to Order: 6:00 pm

2. Roll Call:

Attendee Name Title Status Arrived
Tina Lopez Mayor Absent
Danny Valdovinos Mayor Pro Tem Present 6:00 pm
Greg Gomez Council Member Present 6:00 pm
Paul Boyer Council Member Present 6:00 pm
Armando Hinojosa Council Member Present 6:00 pm
Invocation: Mayor Pro Tem Valdovinos
Pledge of Allegiance: Councilmember Boyer

5. Public Comment:

Provides an opportunity for members of the public to address the City Council on items of interest to the public within the Council's jurisdiction and which are not already on the agenda this evening. It is the policy of the Council not to answer questions impromptu. Concerns or complaints will be referred to the City Manager's office. Speakers should limit their comments to not more than two (2) minutes. No more than twenty (20) total minutes will be allowed for Public Comment. For items which are on the agenda this evening, members of the public will be provided an opportunity to address the council as each item is brought up for discussion. Comments are to be addressed to the Council as a body and not to any individual Council Member.

Dennis Anderson, resident at 815 W. Front St., expressed concerns about the road conditions of Front Street. He also voiced concern about the upkeep of Liberty Park.

John Alvarez, a resident of Farmersville shared a recent incident he experienced on social media.

6. Presentations: none

7. Consent Agenda:

Under a CONSENT AGENDA category, a recommended course of action for each item is made. Any Council Member or Member of the Public may remove any item from the CONSENT AGENDA in order to discuss and/or change the recommended course of action, and the Council can approve the remainder of the CONSENT AGENDA.

A. Authorization to waive full reading of ordinances and resolutions and to identify by title only.

Recommend that the City Council approve the full reading of all ordinances and resolutions be waived and to identify by title only.

B. Minutes of Regular City Council Meeting of August 14, 2023.

Recommend approval of minutes.

Documents: Draft Action Minutes of August 14, 2023
Councilmember Boyer pulled item 7C due to questions.

Motion to approve item 7A-7B as presented.

RESULT APPROVED (UNANIMOUS)
MOVER Councilmember Gomez
SECONDER Councilmember Boyer
AYES Valdovinos, Gomez, Boyer, Hinojosa
ABSENT Lopez.

ABSTAIN
C. Finance Update for July 2023: Warrant Register and Investment Summary
Recommend that the City Council:

1. Approve the Warrant Register as presented for the period. This reporting period represents warrants issued for Fiscal Years 2022/2023 and 2023/2024; and
,. 2. Accept the Investment Summary as presented for the period. This reporting period represents investment summary for the previous month.

Documents: July 2023 Warrant Register
Investment Summary July 2023
•
Councilmember Boyer inquired about a check that was made out to Central Cal Waterworks for $17,950.26. Mr. Boyer also asked the Finance Director if he could supply a graph for the monthly Portfolio Summary.

Public Works Director Jeff Dowlen informed Councilmember Boyer that he would follow up with him regarding the Central-Cal Waterworks check.

Finance Director Steve Huntley asked for clarification regarding the Portfolio Summary.

Motion to approve as presented. Councilmember Boyer abstained from Self Help Enterprise warrants.

RESULT APPROVED (UNANIMOUS)
MOVER Councilmember Boyer
SECONDER Councilmember Gomez
AYES Valdovinos, Gomez, Boyer, Hinojosa
ABSENT Lopez
ABSTAIN Boyer- Self Help Enterprise Warrants

8. General Business
A. Direction on Sports Park Utilities and Funding for Project Recommend that the City Council provide direction on the scope of work for the utilities at the Sports Park and the allocation of additional funds to increase the budget for this capital improvement project.

Documents: Utility Map of Sports Park
City Manager Jennifer Gomez delivered a comprehensive report to the Council. concerning the utilities at the Sports Park. In her presentation, Ms. Gomez stressed that the City had prioritized the installation of booster pumps and electrical panels as outlined in the Parks Strategic Plan. She also informed the Council that a Master Plan, developed in collaboration with QK and Sierra Designs, has been devised to address both current electrical needs and future irrigation requirements. Significantly, this project has been divided into two distinct phases: the North Phase and the South Phase.

During her presentation, Ms. Gomez reviewed the total project costs. She highlighted that funding from the American Rescue Plan Act (ARPA) was allocated to cover the entire project, amounting to $200,000. However, upon completing the plan, there is a budget shortfall to complete the project as planned. Ms. Gomez recommends that funds allocated for the Pocket Park project be redirected to complete the Sports Park North Phase.

Discussion took place.

Councilmember Hinojosa inquired about the dollar amount from ARPA. He also wanted to know if there was any other means to fund the remaining funds. -
Councilmember Boyer would like to see the North Side of the Sports Park be completed first.

Councilmember Gomez inquired about the possibility of cost-saving measures by reducing work on both the North and South sides of the project to ensure its completion within budget. Additionally, Mr. Gomez expressed his support for prioritizing the project's completion of the North Side first.

Mayor Pro Tem Valdovinos supports the North Side to be completed first.

Public Comment
Dennis Anderson, a resident of Farmersville inquired about the maintenance and upkeep of the park. He also asked if contractors will be doing the work or the City.

John Alvarez, a resident of Farmersville inquired about the timeline of completion.

City Manager Jennifer Gomez responded to the public comment by explaining that contractors will be responsible for completing the project. She also noted that the project's timeline for completion will be dependent on Southern California Edison's schedule.

The Council instructed to allocate funds initially designated for Pocket Park towards the Sports Park project. The Council prioritized the completion of the park's North side and deferred work on the South side of the park to a future year in the Capital Improvement Plan (CIP).

B. Transfer of the Old City Fire Station Property to the Farmersville Unified School District
Recommended Action: City Council approval is subject to the . approval/acceptance of the School District, who may have administerial changes. Thus, staff recommends that the City Council authorize the City Manager to execute the transfer agreement for the transfer of the Old City Fire Station Property to the Farmersville Unified School District, as that Agreement may be amended for administerial changes, subject to the review and approval of the City Attorney's office.

City Attorney Mike Schulte provided the Council with information regarding selling the Old City Fire Station to the Farmersville Unified School District. Mr. Schulte explained that the sale price of $1.00 was in line with similar transfers. He emphasized that generating revenue from the sale would contradict the "exempt surplus property" designation, which is required to transfer the property to the School District.

Furthermore, Mr. Schulte informed the Council that he and the City Manager are . working on finalizing the contract with the school district for this transaction.

During the discussion, Councilmember Hinojosa asked about the Farmersville Unified School District's plans for the building.

Mr. Schulte responded, explaining that the School District intends to use the building as a Family Resource Center.

Councilmember Boyer expressed satisfaction with the School Distric's purchase of the building and inquired about the status of the fire equipment at the location.

Battalion Chief Thomas updated the Council, stating that the building is currently in the process of being emptied.

Councilmember Gomez approved the School District repurposing the building as a Family Resource Center.

Mayor Pro Tem Valdovinos shared his excitement about the building being used to benefit residents in Farmersville.

Public Comment
John Alvarez informed the Council that several agencies are preparing to start work at the location.

Motion to approve as presented.

RESULT APPROVED (UNANIMOUS)
MOVER Councilmember Boyer
SECONDER Councilmember Gomez
AYES Valdovinos, Gomez; Boyer, Hinojosa
ABSENT Lopez
ABSTAIN 0
Council Reports -
A. City Council Updates and Committee Reports
Councilmember Hinojosa informed Public Works that there is graffiti on the ground and picnic tables at Pocket Park. Mr. Hinojosa has concerns with parked cars on both sides of the road at N. Matthew and W. Walnut. He inquired about getting one of the curbs painted for no parking to help move traffic. Mr. Hinojosa also informed Public Works that a large tree branch is blocking the walkway at Sequoia Gate Park by the ditch.

Councilmember Boyer expressed satisfaction with the ongoing road and alley improvement work. Additionally, he raised concerns regarding future road work for Front Street. Mr. Boyer requested that the City Engineer assess the condition of the roads and propose the most effective solutions for optimal results.

Councilmember Gomez provided several updates and inquiries:

He attended a Transit meeting and conveyed the City's interest in having services with TCRTA (Tulare County Rural Transit Agency). He requested statistics on the number of ' Farmersville residents using transit services.

He expressed gratitude to the Police Department for their efforts in traffic control in front of the high school, noting significant improvements since the start of the school :
year.

Mr. Gomez inquired about the installation of "No Parking Signs" at Freedom and Walnut.

City Manager Jennifer Gomez said that she would contact Visalia Transit to get a report on transit services for Farmersville. While Public Works Director Jeff Dowlen informed the Council that parking signs have been ordered.

Mayor Pro Tem Valdovinos informed the Council that there is a Fall Festival meeting this Thursday August 31st at 6:00pm.

10. Staff Communications:

City Manager Jennifer Gomez provided the Council with several important updates: The City of Visalia Animal Control has given a 90-day notice to cease servicing Farmersville.

Ms. Gomez has communicated with Tulare County Animal Control regarding this matter.

She also mentioned that TAG (Tulare County Association of Governments) is actively' seeking Farmersville representatives for Measure R seats. Additionally; Ms. Gomez informed the Council that the Environmental Study for Eagle Meadow has been completed and will be presented at an upcoming Planning Committee meeting and Council meeting.

Councilmember Hinojosa inquired about the possibility of the City of Farmersville hiring its own Animal Control Officer. City Manager Gomez responded, explaining that having an independent Animal Control Officer for the city wouldn't be cost-effective due to the expenses associated with hiring staff and acquiring a vehicle for this purpose. Mr.

Hinojosa inquired about Eagle Meadow.

City Engineer Kevin Gross informed the Council that the Hwy 198 Gateway Beautification Project has gone out to bid. He also let the Council know that Front Street is part of the road project for next year.

Councilmember Boyer expressed concerns about severe cracking on Front Street and stressed the importance of implementing the best possible solution. Mr. Gross, the City Engineer, responded by informing the Council that machines will be used to assess the condition of the streets to ensure that the most effective solution is employed. •
Battalion Chief Jim Thomas updated the Council, informing them that the Water Tender had arrived in the City. It will undergo outfitting for radio equipment, graphic designs, and driver training will also be conducted for the vehicle. -

11. Future Agenda Items
Amend Ordinance - Temporary Outdoor Use Permits

2. Review of Cannabis Cultivation

3. Site Visits to Woodlake, Exeter, and Lindsay

4. Water Restrictions

5. Update City Ordinances related to Code Enforcement

6. Reopening Two-way Traffic on E. Citrus at Freedom Drive

7. Transit Services with Visalia Transit and TCRTA

12. Adjournment:

Mayor Pro Tem Valdovinos adjourned the meeting at 7:01 pm.

Respectfully submitted,
Rochelle Giovani, City Clerk
Strong Roots..... Growing Possibilities
-
:

CITY OF
City Council
Staff Report
Consent Item # 7C
TO: Honorable Mayor and City Council
FROM: Steve Huntley, CPFO, IPMA-SCP
Director of Finance & Administration
DATE: September 25, 2023
SUBJECT: Finance Update for August 2023: Warrant Register and Investment Summary
RECOMMENDED ACTION:

It is respectfully recommended that the City Council:

1. Approve the Warrant Register as presented for the period. This reporting period represents warrants issued for the Fiscal Years 2022/2023 & 2023/2024.

2. Accept the Investment Summary as presented for the period. This reporting period represents investment summary for the previous month.

COORDINATION & REVIEW:

Preparation and presentation of the Warrant Register has been coordinated with the City Finance Department and City Manager's Office.

Preparation and presentation of the Investment Summary is in compliance with Government Code 53607 and 53646(b) and has been coordinated with the City Finance Department and City Manager's Office.
1 FISCAL IMPACT:

Each demand has been audited for accuracy and sufficiency of funds for payment. The current Warrant Registers for December total to $2,083,396.62 inclusive of the following batches allowed for in the adopted Fiscal Year 2023/2024 Budget:

GENERAL FUND WARRANTS #137378 10,000.00
GENERAL FUND WARRANTS #137379-137380 180.00
GENERAL FUND WARRANTS #137381 300.50
GENERAL FUND WARRANTS #137392-137437 172,218.14
GENERAL FUND WARRANTS #137438 2,600.00
GENERAL FUND WARRANTS #137442-137462 1,491,398.91
GENERAL FUND ACH #1002038-1002060 305,489.50
GENERAL FUND ACH #1002061 17,265.18
PAYROLL WARRANTS #14404-14443 83,944.39
$2,083,396.62
FISCAL IMPACT:

Each demand has been audited for accuracy and sufficiency of funds for payment. The current Warrant Registers for December total to $89,957.29 inclusive of the following batches allowed for in the adopted Fiscal Year 2022/2023 Budget:

GENERAL FUND WARRANTS #137382-137391 57,432.05
GENERAL FUND WARRANTS #137439-137441 11,354.66
GENERAL FUND WARRANTS #137464-137474 16,393.18
GENERAL FUND WARRANTS #137475 299.32
GENERAL FUND ACH #1002062 4,478.08 •
$89,957.29
CONCLUSION:

It is respectfully recommended that the City Council approve the Warrant Register as presented for the period August 1, 2023, to August 31, 2023 It is respectfully recommended that the City Council accept the Investment Summary as presented for the period of August 2023
•
Attachments): •

1. Warrant Registers August 2023.

2. Investment Summary August 2023.
•

CITY OF

CITY OF FARMERSVILLE

PORTFOLIO SUMMARY

FARMERSVILLE
Treasurer's Report for August 2023
Monthly Transaction Report as prescribed by Government Code Section 53607 & 53646(b) Market %of Days to Est. 1Mo
Investments Par Value Value Book Value Portfolio Term Maturity Yield CAMP Pool (PFM Asset Management) 7,164,688 7,164,688 7,164,688 26.47% 1 1 5.52% CLASS Pool (Public Trust Advisors) 5,612,366 5,612,366 5,612,366 20.73% 1 5.45% LAIF Pool (CA State Treasurer) 70,808 70,808 70,808 0.26% 1 1 3.52% CSJVRMA Pool (Chandler Asset Management) 4,734,156 4,536,726 4,536,726 16.76% 1 1 1.09% Pool Total 17,582,017 17,384,587 17,384,587 64%
Certificates of Deposit 3,966,000 3,769,426 3,769,426 13.92% 1442 701 2.37% Federal Agency Securities 4,302,000 3,998,637 3,998,637 14.77% 1753 899 1.14% Money Market (Time Value Investments) 37,300 37,300 37,300 0.14% 4.95% Money Market (Citizens Business Bank) 984,046 984,046 984,046 3.63% 1 1 0.10% Securities Total 9,289,347 8,789,410 8,789,410 32%
Cash 898,309 898,309 898,309 3.32% 1 1 0.10%
Grand Total 27,769,673 27,072,306 27,072,306 100%
This monthly report accurately reflects all the City pooled investments.

It is in conformity with the City's investment policy as amended.

The City has sufficient cash flow to meet six months expenditures.

Citizens Business Bank, Time Value Investments, Chandler Asset Management, CAMP, CLASS, and LAIF statements are the source for market values. 9/12/2023
Steve Huntley, Treasurer Date
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tyler erp solution
8/01/2023 16:2 CITY OF FARMERSVILL
175mame A/P CASH DISBURSEMENTS JOURN lapeshasb

TYPE VENDOR NAME CASH (DUE TO/DUE FROM)

CHECK NO VOUCHER INVOICE INV DATE PO WARRANT NET
08/01/2023 PRTD 1457 FIRST AMERICAN TITLE EA: 7016531 08/01/2023 3060 10,000.00 CHECK TOTAL: 10,000.00
NUMBER OF CHECKS 1 *** CASH ACCOUNT TOTAL *** 10, 000.00

COUNT AMOUNT
TOTAL PRINTED CHECKS 1 10,000.00
*** GRAND TOTAL *** 10,000.00
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08/01/2023 16:14 CITY OF FARMERSVILLI
6175mame INVOICE ENTRY PROOF LIS lapinvent
CLERK: 6175mame BATCH: 3060 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE ERR

APPROVED UNPAID INVOICES TO BE POSTED
1457 000000 FIRST AMERICAN T 45A 7016532 3060 10,000.00 .00 . 00 w9rcd CASH 01 2024/02 DUE 08/01/2023 DESCEP # PBW2020-2i DISC : .00 60425 5504 10,000.00 1099:

ACCT 1100 DEPT
1 APPROVED UNPAID INVOICES TOTAL 10,000.00
1 INVOICE (S) REPORT POST TOTAL 10, 000.00
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08/01/2023 16:36 CITY OF FARMERSVILLE lapeshdsb
6175mame A/P CASH DISBURSEMENTS JOURNAI
CASH ACCOUNT: 01 1100 CASH (DUE TO/DUE FROM)

CHECK NO CHK DATE TYPE VENDOR NAME VOUCHER INVOICE INV DATE PO WARRANT NET 08/01/2023 PRTD 2160 THE EQUITY GROUP INC 45826 07/28/2023 20374 100.00 CHECK TOTAL: 100.00
08/01/2023 PRTD 2474 GUEVARA, SILVERIO 45825 07/28/2023 20374 80.00 CHECK TOTAL: 80.00
NUMBER OF CHECKS 2 *** CASH ACCOUNT TOTAL *** 180.00

COUNT AMOUNT
TOTAL PRINTED CHECKS 2 180.00
*** GRAND TOTAL *** 180.00
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08/01/2023 16:29 |CITY OF FARMERSVILLE
6175mame INVOICE ENTRY PROOF LIST lapinvent
CLERK: 61751esc BATCH: 3053 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE ERR

APPROVED UNPAID INVOICES TO BE POSTED
2160 00000 THE EQUITY GROUP 45826 20374 100.00 .00 . 00 45826
ASH 0 2024/01 DUE 07/28/2023 SEP-CHK: Y DISC: .00 02 1120 100.00 1099:

CCT 110 DEPT DESC:
2474 00000 GUEVARA, SILVERI 45825 20374 80.00 • 00 . 00 CASH 01 2021/01 DUE 07/28/2023 SEP-CHK: Y DISC: .00 02 1120 80.00 1099:

ACCT 1100 DESC:
2 APPROVED UNPAID INVOICES TOTAL 180.00
2 INVOICE (S) REPORT POST TOTAL 180.00
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CITY OF FARMERSVILLE
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL
CASH ACCOUNT: 01 TYPE VENDOR NAME CASH (DUE TO/DUE FUCH)

CHECK NO CHK DATE VOUCHER INVOICE INV DATE PO WARRANT NET 08/08/2023 PRTD 3066 BANK OF THE SIERRA 8323 08/03/2023 3064 300.50 CHECK TOTAL: 300.50
NUMBER OF CHECKS 1 *** CASH ACCOUNT TOTAL *** 300.50

COUNT AMOUNT
TOTAL PRINTED CHECKS 300.50
*** GRAND TOTAL *** 300.50
Report generated: 08/08/2023 14:12 Page 1
6175mame
Proaram TD: apcshdsb
CITY OF FARMERSVILLE munis
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INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3064 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE

APPROVED UNPAID INVOICES TO BE POSTED
3066 00000 BANK OF THE SIER 45902 3064 300.50 .00 • 00
8323
CASH 01 2024/02 INV 08/03/2023 SNE 08/08/2023 DESC:PROFESSIONAL SERVICE SEP-CHK: N 01411 5205 300.50 1099:

ACCT 1100
APPROVED UNPAID INVOICES TOTAL 300.50
1 INVOICE (S REPORT POST TOTAL 300.50
Report generated: 08/08/2023 12:40 Page 1
car. 6175mame
Program ID: apinvent
CITY OF FARMERSVILLE munis
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A/P CASH DISBURSEMENTS JOURNAL

CHECK NACK DATE TYPE VENDOR NAME CASH (DUE TO/DUE FRCH) VOUCHER INVOICE INV DATE PO WARRANT NET I 08/11/2023 PRTD 542 THOMSON REUTERS 848708682 08/01/2023 3066 271.57 CHECK TOTAL: 271.57
| 08/11/2023 PRTD 633 CHARTER COMMUNICATIO 0001993072323 07/23/2023 3066 3,267.28 CHECK TOTAL: 3,267.28
08/11/2023 PRTD 750 LAMPE CHRYSLER DODGE 6166864/1 08/10/2023 3066 74.56 6166723/1 08/09/2023 3066 180.00
6166502/1 08/01/2023 3066 79.99
6166437/1 07/31/2023 3066 98.10
6166258/1 07/26/2023 3066 98.10
6166230/1 07/26/2023 3066 79.99
CHECK I TOTAL: 610.74
- 08/11/2023 PRTD 913 TULARE COUNTY LAFCO 202324 LAFCO 07/11/2023 3066 3,889.64 CHECK • TOTAL: 3,889.64
- 08/11/2023 PRTD 990 TERMINIX 435815449 07/18/2023 3066 114.00 435816123 07/18/2023 3066 73.00
CHECK • TOTAL: 187.00
08/11/2023 PRTD 1207 PROFESSIONAL PRINT & 117564 08/03/2023 3066 2,475.43 CHECK • TOTAL: 2,475.43
08/11/2023 PRTD 1242 CALIFORNIA BUSINESS 327975 07/17/2023 3066 313.43 CHECK M TOTAL: 313.43
| 08/11/2023 PRTD 1362 CIVICPLUS 269049 08/09/2023 3066 400.00 270038 08/09/2023 3066 2,733.00

Prore orated: 0242023 15:16
Program ID:
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CITY OF FARMERSVILLE
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL

EGS NACHK DATE TYPE VENDOR NAME CASH (OUE TO/DUE FRON VOUCHER INVOICE INV DATE PO WARRANT NET

CHECK NO
CHECK TOTAL: 3,133.00
| 08/11/2023 PRTD 1456 FRANCHISE TAX BOARD 1211639659-081023 08/10/2023 3066 648.03 CHECK TOTAL: 648.03
• 08/11/2023 PRTD 1491 SIERRA AERIFORM LLC 1422 07/29/2023 3066 100.00 CHECK TOTAL: 100.00
• 08/11/2023 PRTD 1498 FRAUSTO, LUIS 081023 08/10/2023 3066 329.00 CHECK TOTAL: 329.00
08/11/2023 PRTD 1584 L.N. CURTIS AND SONS INV731408 07/10/2023 3066 8,727.88 CHECK M TOTAL: 8,727.88
08/11/2023 PRTD 1695 SUPERIOR POOL PRODUC 02024049 08/01/2023 3066 1,282.78 02023973 07/27/2023 3066 -260.00
Q2023890 07/26/2023 3066 2,246.70
02023833 07/20/2023 3066 -580.00
02023802 07/19/2023 3066 1,132.78
Q2023599 07/19/2023 3066 -300.00
CHECK TOTAL: 3,522.26
- 08/11/2023 PRTD 1723 EXPRESS SERVICES INC 29391854 07/26/2023 3066 1,068.80 CHECK I TOTAL: 1,068.80
/M 08/11/2023 PRTD 1863 ADVENTIST HEALTH TOX 1987 08/02/2023 3066 2,235.00 CHECK • TOTAL: 2,235.00
| 08/11/2023 PRTD 2167 ADVANCED BUILDING MA INV16575 08/01/2023 3066 1,149.75 Report generated: 08/11/2023 15:46 Page 2
User: 6175mame
Program ID: apcshdsb
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CITY OF FARMERSVILLE
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL

CHECK ACCO DATE TYPE VENDOR NAME CASH (OUE TO/OUE FICH INV DATE PO WARRANT

VOUCHER INVOICE NET
CHECK TOTAL: 1,149.75
08/11/2023 PRTD 2228 CENTRAL CAL WATERWOR 22625 08/01/2023 3066 26,479.00 CHECK TOTAL: 26,479.00
08/11/2023 PRTD 2274 SUN BADGE COMPANY 415478 07/21/2023 3066 150.20 CHECK TOTAL: 150.20
| 08/11/2023 PRTD 2275 TARGETSOLUTIONS LEAR INV76551 07/31/2023 3066 2,400.00 CHECK TOTAL: 2,400.00
08/11/2023 PRTD 2285 THE POLICE AND SHERI 180731 07/26/2023 3066 32.60 CHECK • TOTAL: 32.60
08/11/2023 PRTD 2307 EMERGENCY VEHICLE GR 42238 07/05/2023 3066 194.24 CHECK TOTAL: 194.24
| 08/11/2023 PRTD 2406 MOORE TWINING ASSOCI 3373635 07/20/2023 3066 249.00 3374023 07/27/2023 3066 146.00
CHECK TOTAL: 395.00
08/11/2023 PRTD 2425 FIRST AMERICAN DATA 20200410723 07/28/2023 3066 500.00 CHECK TOTAL: 500.00
08/11/2023 PRTD 2446 THE RETAIL COACH LLC 4269 07/31/2023 3066 10,000.00 CHECK I TOTAL: 10,000.00
08/11/2023 PRTD 2454 HYDROPRO SOLUTIONS 0002073-IN 07/25/2023 3066 2,009.88 CHECK TOTAL: 2,009.88
Report generated: 08/11/2023 15:46 Page 3
User: 6175mame
Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL

CHECK ACCUR DATE TYPE VENDOR NAME CASH (DUE TO/DUE FUCHE VOUCHER INVOICE INV DATE PO WARRANT NET
M 08/11/2023 PRTD 2460 ASPEN RENTALS, INC 6288366 07/12/2023 3066 15,768.75 CHECK TOTAL: 15,768.75
1 08/11/2023 PRTD 2467 HOLLOWAY ENVIRONMENT INV-HES-2397 07/31/2023 3066 4,051.75 CHECK TOTAL: 4,051.75
08/11/2023 PRTD 2472 PACIFIC STORAGE COMP 5168047 07/26/2023 3066 50.40 5168048 07/26/2023 3066 50.40
5168049 07/26/2023 3066 33.60
CHECK TOTAL: 134.40
08/11/2023 PRTD 2476 SMYTHE, TREVOR 080223 08/02/2023 3066 27.57 CHECK TOTAL: 27.57
08/11/2023 PRTD 3005 AWARDS & SIGNS UNLIM 12091 07/10/2023 3066 59.68 CHECK I TOTAL: 59.68
08/11/2023 PRTD 3602 BILL WALL'S DIRECT A 16779 08/04/2023 3066 330.00 16780 08/04/2023 3066 210.00
16777 07/28/2023 3066 390.00
16778 07/28/2023 3066 390.00
16775 07/21/2023 3066 300.00
CHECK • TOTAL: 1,620.00
| 08/11/2023 PRTD 4867 BOYS & GIRLS CLUB OF 101815 07/31/2023 3066 10,551.59 CHECK • TOTAL: 10,551.59
08/11/2023 PRTD 6085 CASCADE FIRE EQUIPME INV6320 07/31/2023 3066 1,024.43 Report generated: 08/11/2023 15:46 Page 4
User: 6175mame
Program ID: apcshdsb
munis

CITY OF FARMERSVILLE
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL

CHECK NO EC A CUR DATE TYPE VENDOR NAME CASH COVE TO/DUE FRON VOUCHER INVOICE INV DATE PO WARRANT NET CHECK TOTAL: 1,024.43
| 08/11/2023 PRTD 8300 CITY OF FARMERSVILLE 073123 07/31/2023 3066 3,642.48 CHECK TOTAL: 3,642.48
• 08/11/2023 PRTD 8399 CITY OF VISALIA AR098846 08/01/2023 3066 6,155.42 AR098553 07/01/2023 3066 6, 155.42
CHECK TOTAL: 12,310.84
08/11/2023 PRTD 12000 FARLEY LAW FIRM 072623 07/26/2023 3066 21,698.84 CHECK TOTAL: 21,698.84
08/11/2023 PRTD 14651 FL ENVIRONMENTAL 344047A 07/20/2023 3066 99.00 344044A 07/20/2023 3066 41.00
344283A 07/19/2023 3066 168.00
344282A 07/19/2023 3066 168.00
344284A 07/19/2023 3066 168.00
344281A 07/19/2023 3066 168.00
343933A 07/19/2023 3066 1,286.00
343932A 07/19/2023 3066 1,234.00
343931A 07/19/2023 3066 1,234.00
344553A 08/09/2023 3066 35.00
344638A 07/27/2023 3066 99.00
344552A 07/26/2023 3066 99.00
344046A 07/20/2023 3066 41.00
344043A 07/20/2023 3066 41.00
CHECK TOTAL: 4,881.00
port generated: 08/11/2023 15:- Page 5
can.

Program ID: apcshdsbi
munis

CITY OF FARMERSVILLE
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL

CHECK ACK DATE TYPE VENDOR NAME CASH DUE TO/DUE FUCHS VOUCHER INVOICE WARRANT

INV DATE PO NET
- 08/11/2023 PRTD 30200 MONARCH FORD, INC. 97384 08/03/2023 3066 576.35 CHECK TOTAL: 576.35
| 08/11/2023 PRTD 31560 OFFICE DEPOT 27416036 07/31/2023 3066 929.02 CHECK TOTAL: 929.02
08/11/2023 PRTD 34634 PITNEY BOWES-PURCHAS 071623 07/16/2023 3066 397.77 CHECK TOTAL: 397.77
| 08/11/2023 PRTD 37000 QUAD KNOPF, INC. 170254.001 08/03/2023 3066 351.00 119851 07/27/2023 3066 12,300.00
CHECK I TOTAL: 12,651.00
08/11/2023 PRTD 41000 SELF-HELP ENTERPRISE FVLADM JUL-23 08/03/2023 3066 2,160.00 FVL21RE FEB-23 07/11/2023 3066 3,127.12
CHECK • TOTAL: 5,287.12
08/11/2023 PRTD 45000 TRUCK PARTS AND SERV 114134 08/08/2023 3066 906.56 CHECK 2 TOTAL: 906.56
08/11/2023 PRTD 48250 UNDERGROUND SERVICE 2023115403 07/20/2023 3066 465.09 CHECK • TOTAL: 465.09
08/11/2023 PRTD 51550 VERIZON WIRELESS 9939913969 07/18/2023 3066 692.88 CHECK • TOTAL: 692.88
08/11/2023 PRTD 51555 VINCENT COMMUNICATIO 86715 08/08/2023 3066 276.29 86716 08/08/2023 3066 175.00
CHECK TOTAL: 451.29
sert generated: 88/5man023 15:46 Page 6
Program ID: apcshdsb
munis

CITY OF FARMERSVILLE
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL
NUMBER OF CHECKS 46 *** CASH ACCOUNT TOTAL *** 172,218.14

COUNT AMOUNT
TOTAL PRINTED CHECKS 46 172,218.14
*** GRAND TOTAL *** 172,218.14
port generated: 08/11/2023 15:- Page 7
car. 6175mar
Program ID: apeshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3066 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE

APPROVED UNPAID INVOICES TO BE POSTED
542 00000 THOMSON REUTERS 148708682 3066 271.57 .00 -00 ACT 1100 20002 BUE 08/12023 01411 5205 271.57 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 542/45991
* w9h1d
633 00000 CHARTER COMMUNIC 0001993072323 3066 3,267.28 -00 .00 ASH O. 2021/02 2023 DES PROFESSIONAL SERVICE 01404 3211 326.30 1099 Ст 1100
CONDITIONS THAT PREVENT POSTING INVOICE 633/46008
01411 521 961.59 1099
1414 521 30.05
01415 5211 60.10
01420 5211 240.40 109°
01425 5211 159.26 109$
5211 147.24
02415 5211 24.04 1099:
02425 5211 153.25 1099
04404 5211 141.23 1099
04415 5211 24.04 1099
04425 5211 147.24 109g
06404 5211 1099
06415 5211 39.03 1099
06425 5211
21404 5211 6.01 1099
21425 5211 126.21 1099
35425 5211 6.01 1099
39425 5211 442.62 1099
14411 5211 SLESF 120.20 1099:
750 00000 LAMPE CHRYSLER D 4566364/1 3066 74.56 .00 .00 ACT 1100 2024/02 DU 08/10/2023 DES-:REP SERVICOTSC: .00 01411 5204 74.56 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 750/45945
usert generated: 03/3mam023 15:25 Page 1
User:

Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3066 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 750 00000 LAMPE CHRYSLER D 45982 3066 180.00 - 00 .00
6166723/1
CAST 1100 2024/02 IN 08/1/2023 DISC: .00 01411 5204 180.00 1099:

DEPT
CONDITIONS THAT PREVENT POSTING INVOICE 750/45982
* w9h1d
750 00000 LAMPE CHRYSLER D 45983 6166502/1 3066 79.99 •00 •00 CASH 01 2024/02 IN 08/1/223SEP-KN 01411 5204 79.99 1099:

ACCT 1100 DEPT DUE 08/11/202 DESCREP SERVICEDISC: •00
CONDITIONS THAT PREVENT POSTING INVOICE 750/45983
* w9hld
750 00000 LAMPE CHRYSLER D 45984 3066 98.10 .00 .00
6166437/1
CASH 01 2024/02 IN 07/31/223S- N 01411 5204 98.10 1099:

АССТ 1100 DEPT DUE 08/11/2023
CONDITIONS THAT PREVENT POSTING INVOICE 750/45984
*w9hld
750 00000 LAMPE CHRYSLER D 45985 3066 98.10 -00 .00
6166258/1
CAST 1100 2024/02 ON 1/2023 DESCREP SERVICESC: •00 01411 5204 98.10 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 750/45985
* w9h1d
750 00000 LAMPE CHRYSLER D 45986 3066 79.99 -00 .00
6166230/1
ASH C 2024/02 212023 DESCRE SERVICE DISC: .00 01411 5204 79.99 1099:
сст 110 DEPT
CONDITIONS THAT PREVENT POSTING INVOICE 750/45986
Report generated: 08/11/2023 15:25 Page 2
6175mame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3066 NEW INVOICES

DOCUMENT
VENDOR REMIT NAMEN INVOICE • PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 913 00001 TULARE COUNTY LA 45976 3066 3,889.64 -00 .00
202324 LAFCO
CAST 1100 2021/02 NE 08/11/2023 SESC:202324 LAFCO COST ISC: 01405 5205 3,889.64 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 913/45976
990 00000 TERMINIX 45948 3066 114.00 .00 •00
435815449
ASH 0 2024/02 DUE 08/1/2023 DESC:PEST CONTROL SC: 00 01406 5205 114.00 1099:

CCT 1100 DEPT
990 00000 TERMINIX 45949 3066 73.00 -00 -00
135816123
AST 1100 2024/02 INV 07/18/2023 SEP-CHK: N DUE 08/18/2023 DESC:PEST CONTROLSC: 0C 01406 5205 73.00 1099:

DEPT
1207 00000 PROFESSIONAL PRI 117564 3066 2,475.43 .00 .00 ASH 0 2024/02 DUE 08/13/2023 DESC JULY SERVICE DISC: .00 02425 5205 825.14 1099:

CCT 1100 DEPT 044255205 825.14 1099:
06425 5205 825.15 1099:
1242 00001 CALIFORNIA BUSIN 45941 3066 313.43 .00 .00
327975
ACET 1100 2024/02 VE 08/17/2023 DESC:PROFESSIONAL SERVIC ISC: .( 01411 5205 56.72 1099 DEP- 01406 5205 1099
1362 00000 CIVICPLUS 259049 3066 400.00 .00 .00
ACCT 1100 2074/02 08/11/2023 SECRE ED PROFESSIONAL SERVIC 01414 5205 400.00 1099:
1362 00000 CIVICPLUS 250038 3066 2,733.00 .00 .00
ASH 01 2024/02 SNE 08/11/2023 SESCPROFESSIONA SERVICE DISC: .0 01414 5205 2,733.00 1099:
сст 110( DEPT
sert generated: 68/5mame23 15:25 Page
5175mame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3066 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 1456 00000 FRANCHISE TAX BO 45931 3066 648.03 -00 .00
1211639659-081023
ASH O 2024/02 TV 12023 SEC: 211639659 _ DISC: .00 01 2230 648.03 1099:
сст 110 DEPT
CONDITIONS THAT PREVENT POSTING INVOICE 1456/45931
1491 00000 SIERRA AERIFORM 45928 3066 100.00 .00 .0O
CASH 01 2024/02 INV 07/29/2023 SEP-CHK: N DISC:00 31425 5516 FREE 100.00 1099:7 ACCT 1100 DEPT DUE 08/11/2023 DESC: FREE-AERIAL IMAGERY CONDITIONS THAT PREVENT POSTING INVOICE 1491/45978
* w9hld
1498 00000 FRAUSTO, LUIS 45944 3066 329.00 .00 -00
081023
AT 1100 2024/02 DUe 08/11/2023 SES EDUCATION RETURNETS 01411 5208 329.00 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 1498/45944
1584 00000 L.N. CURTIS AND 45936 3066 8,727.88 .00 .00
INV731408
CASH 01 2024/02 INV 07/10/2023 DESE PROFESSIONAL SERVIC ISC: .1 01420 5504 8,727.88 1099:

ACT 1100 DEPT DUE 08/11/2023
CONDITIONS THAT PREVENT POSTING INVOICE 1584/45936
1695 00000 SUPERIOR POOL PR 45953 3066 1,282.78 -00 .00 02024049
CASH 01 2024/02 INV 08/01/2023 02425 5202 1,282.78 1099:

ACCT 1100 DEPT DUE 08/11/2023
CONDITIONS THAT PREVENT POSTING INVOICE 1695/45953
*W9hld
Report generated: 08/11/2023 15:25 Page 4
user: 6175mame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3066 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 1695 00000 SUPERIOR POOL PR 45954 3066 -260.00 .00 -00
02023973
AST 1100 2024/02 DUe 072/2023 SEP-CHK: DISC: .00 04425 5202 -260.00 1099:

DEPT ESC: CREDI
CONDITIONS THAT PREVENT POSTING INVOICE 1695/45954
1695 00000 SUPERIOR POOL PR 45955 3066 2,246.70 .00 -00 Q2023890
ASH 0 2024/02 DUE 0702512023 SEP-CHK: N DISC: .00 02425 5202 2,246.70 1099:
сст 110 DEPT, DESC: OPER SUPPLIES
CONDITIONS THAT PREVENT POSTING INVOICE 1695/45955
* w9hld
1695 00000 SUPERIOR POOL PR 45956 3066 -580.00 .00 .00
Q2023833
ASH O 2024/02 DUE 07/20/2023 SEC:CREDIT DISC: 00 02425 5202 -580.00 1099:
сст 110 DEPT DUE 07/20/202:

CONDITIONS THAT PREVENT POSTING INVOICE 1695/45956
* w9hld
1695 00000 SUPERIOR POOL PR 45957 3066 1,132.78 .00 -00 Q2023802
AST 1100 DE21/02 DUE 0723/2023 DESCOPER SUPPLESS: .00 02425 5202 1,132.78 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 1695/45957
* w9h1d
1695 00000 SUPERIOR POOL PR 45958 3066 -300.00 .00 -00
Q2023599
CASH 01 2024/02 IN 7/1/2SEHN DISC: .00 02425 5202 -300.00 1099:

ACCT 1100 DEPT DUE 07/20/2023 DESC: CREDIT
CONDITIONS THAT PREVENT POSTING INVOICE 1695/45958
* w9hld
sert generated: 08/3ma2023 15:2 175mam Page
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3066 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 1723 00000 EXPRESS SERVICES 45969 3066 1,068.80 .00 .00 29391854
CASH 01 2024/02 DUE 021/2023 SES:TEMP PROFESSTONAL SERVICE DISC: .00 01425 5205 TEMP 1,068.80 1099:

ACCT 1100 DEPT
CONDITIONS THAT PREVENT POSTING INVOICE 1723/45969
1863 00000 ADVENTIST HEALTH 15877 3066 2,235.00 …00 .00 ASH 01 2024/02 01411 5205 2,235.00 1099:

ACCT 1100 DEPT DUE 22023 DESPROFESSIONAL SERVICE DUE 08/11/2023 2167 00000 ADVANCED BUILDIN 45973 3066 1,149.75 .00 .00 :NV1657:

CASH 01 2024/02 INV 08/01/2023 ESC SANITORIAL SERVIC DISC: .0 01406 5205 1,149.75 1099:

ACCT 1100 DEPT DUE 08/11/2023
CONDITIONS THAT PREVENT POSTING INVOICE 2167/45973
* w9hld
2228 00000 CENTRAL CAL WATE 45960 3066 26,479.00 .00 -00 22625
DISC: .0 1425 52 23,539:50 1099
1099
2274 000000 SUN BADGE COMPAN 453478 3066 150.20 .00 •00 AT 1100 01411 5204 150.20 1099:
2275 00000 TARGETSOLUTIONS 1N076551 3066 2,400.00 .00 •00 ACT 1100 01420 5205 2,400.00 1099:
2285 00000 THE POLICE AND S 150731 3066 32.60 .00 •00
CAST 1100 DEP /02 DUE 0821/2023 DESCOPER SUPPLESS: 00 01411 5202 32.60 1099:

Sert generated: 68/Smane23-15:25 Page 6
User:

Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3066 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 2307 00000 EMERGENCY VEHICL 45935 3066 194.24 .00 .00
42238
ASH 01 2024/02 INV 07/05/2023 01420 5203 194.24 1099:
сст 110( DEPT DUE 08/11/2023
2406 00000 MOORE TWINING AS 45961 3066 249.00 .00 .00
3373635
ACST 1100 2024/02 INV 07/20/2023 DES: PROFESSIONAL SERVICE DISC: .00 04425 5205 249.00 1099:

DEPT DUE 08/11/2023
2406 00000 MOORE TWINING AS 1574023 3066 146.00 .00 •00 ASH 0 2024/02 N22023 DESHKOFESSIONAL SERVICE 04425 5205 146.00 1099:
сст 110 DEPT
2425 00000 FIRST AMERICAN D 45979 3066 500.00 •00 .00
20200410723
AST 1100 2024/02 01414 5205 500.00 1099:

DEPT
2446 00000 THE RETAIL COACH 45966 3066 10,000.00 .00 .00 4269
ASH O 2024/02 2023 DESOL-PROFESSERVICE 01414 5205 DEVLP 10,000.00 1099:
сст 1100
CONDITIONS THAT PREVENT POSTING INVOICE 2446/45966
* w9h1d
2454 00000 HYDROPRO SOLUTIO 45964 3066 2,009.88 .00 .00 0002073-IN
CASH 01 2024/02 INV 07/25/2023 SEP-CHK: N ISC: .0 02425 5504 2,009.88 1099:

ACCT 1100 DEPT DUE 08/11/2023 DESC: PROFESSIONAL SERVIC 2460 00000 ASPEN RENTALS, I 45930 3066 15,768.75 .00 .00 6288366
CASH 01 2024/02 INV 07/12/2023 SES SLDE-PROFESSIONAL SERVICE DISC: .00 04425 5205 SLDGE 15,768.75 1099:

ACCT 1100 DEPT DUE 08/11/2023
CONDITIONS THAT PREVENT POSTING INVOICE 2460/45930
* w9h1d
Report generated: 08/11/2023 15:25 Page 7
User: 617Smame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3066 NEW INVOICES

DOCUMENT

VENDOR REMIT NAMEN INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 2467 00000 HOLLOWAY ENVIRON 45965 3066 4,051.75 .00 .00 INV-HES-2397
CASH 01 2024/02 DUE 012023 DESCE PROFESSIONAL SERVICE 04425 5205 SLDGE 4,051.75 1099:

ACCT 1100 DEPT DUE 08/11/2023
CONDITIONS THAT PREVENT POSTING INVOICE 2467/45965
* w9hld
2472 00000 PACIFIC STORAGE 45970 3066 50.40 -00 .00
5168047
CAST 1100 2024/02 DISC: .00 01406 5205 50.40 1099:
2472 00000 PACIFIC STORAGE 45971 3066 50.40 .00 .00
5168048
ACST 1100 2021/02 Te 02/2023 DESE SHREDDING SERVICE DISC: .00 01411 5205 50.40 1099:
2472 00000 PACIFIC STORAGE 45972 3066 33.60 .00 .00
5168049
2024/02 ONE 021/2023 DESC:SHREDDING SERVICE DISC: .00 01411 5205 33.60 1099:
2476 00000 SMYTHE, TREVOR 45990 3066 27.57 .00 .00
080223
2027/02 DISC: .00 01411 5205 27.57 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 2476/45990
3005 00000 AWARDS & SIGNS U 12091 3066 59.68 .00 .00
CASH 01 2024/02 NV 07/10/202 DISC: 00 01401 5202 59.68 1099:

ACCT 1100 DEPT UE 08/11/202
3602 00000 BILL WALL'S DIRE 15919 3066 330.00 .00 .00
CASH 01 2024/02 INV 08/04/2023 EP-CHK: DISC: .00 01411 5205 330.00 1099:0 ACCT 1100 DEPT DUE 08/11/2023 ESC: CONSULTIN
sert generated: 68/Smam023 15:25 Page 8
User:

Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3066 NEW INVOICES
OCUMEN

VENDOR REMIT NAME NVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 3602 00000 BILL WALL'S DIRE 45967 3066 210.00 -00 .00
16780
AST 1100 2024/02 0142023 SED CONSULTING DISC: .00 01406 5205 210.00 1099:0 3602 00000 BILL WALL'S DIRE 18739 3066 390.00 .00 -00
CAST 1100 2027/02 022023 DES: CONSULTING DISC: 00 01406 5205 390.00 1099:0 3602 00000 BILL WALL'S DIRE 18778 3066 390.00 -00 -00
CAST 1100 DEP1/02 0182023 DESC:CONSULTING DISC: 00 01411 5205 390.00 1099:0 3602 00000 BILL WALL'S DIRE 18773 3066 300.00 .00 -00
ACT 1100 2021/02 TV 0/21/2023 SES CONSULTING DISC: 00 01411 5205 300.00 1099:0 4867 00000 BOYS & GIRLS CLU 151315 3066 10,551.59 -00 -00 ACT 1100 2024/02 07/3/2023 SEC: LY 2023 DISC: .00 01414 5205 10,551.59 1099:

DEPT
6085 00000 CASCADE FIRE EQU 1NV6320 3066 1,024.43 .00 .00 ACCT 1100 2021/02. VE 08/31/2023 DESe:TENDR-PROFESSIONAL SERVIC ISC: .( 60420 5504 TENDR 1,024.43 1099:
8300 00000 CITY OF FARMERS 45950 3066 3,642.48 .00 • 00 073123
ASH O 2024/02 A 12023 DESMATE SEP-CHK: DISC: .00 1420 520 2,013: 83 1033:

ACCT 110( DEPT 1425 520
014255206 68.29 1099:
01406 5206 1,295.32 1099:
39425 5206 108.50 1099:
39425 5206 70.63 1099:

Usert generated: 01/3ma2023 15:25 Page 9
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3066 NEW INVOICES

DOCUMENT
VENDOR REMIL NAME INVOICE •PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 8399 00001 CITY OF VISALIA 45924 3066 6,155.42 .00 .00
AR098846
01426 5205 6,155.42 1099:
8399 00001 CITY OF VISALIA 45098553 3066 6, 155.42 .00 .00 2021/02 IN 0212023 SEDULY ANIMAL SERVED 01426 5205 6,155.42 1099:
12000 00000 FARLEY LAW FIRM 472623 3066 21,698.84 -00 .00 AST 1100 2024/02 DISC: .01 04425 5205 SLDGE
DEPT IN 0721/2023 SEC:PROFESSIONAL SERVICE 01411 5205 835: 32 1008 1099:0 01406 5205 1099:0
14651 00000 GL ENVIRONMENTA 45993 3066 99.00 .00 .00
344047A
CASH 01 2024/02 INV 07/20/2023 02425 5205 99.00 1099:

ACCT 1100 DEPT DUE 08/11/2023
14651 00000 FL ENVIRONMENTA 45994 3066 41.00 .00 -00
344044A
ACCT 1100 DEP1/02 02425 5205 41.00 1099:
14651 000000 FGL ENVIRONMENTA 444283A 3066 168.00 -00 -00 AST 1100 02425 5205 168.00 1099:

DEPT
14651 000000 FGL ENVIRONMENTA 449282A 3066 168.00 .00 .00 ACT 1100 SES-:PROFESSIONAL SERVICE 02425 5205 168.00 1099:
14651 00000 FL ENVIRONMENTA 144284A 3066 168.00 .00 .00 2024/02 IN 012023 SEC:PROFESSIONAL SERVICE DISC: .0i 02425 5205 168.00 1099:

DEPT
sert generated: 0879man023 15:25 617Smame Page 10
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3066 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 14651 00000 FGL ENVIRONMENTA 45998 3066 168.00 .00 .00
344281A
CAST 1100 2021/02 IN 001/2023 SES PROFESSIONAL SERVICE 024255205 168.00 1099:
14651 00000 FL ENVIRONMENTA 143933 3066 1,286.00 - 00 .00 2021/02 SED AROFESSIONAL SERVICE 02425 5205 1,286.00 1099:
14651 00000 FGL ENVIRONMENTA 163932A 3066 1,234.00 -00 .00 AGST 1100 2024/02 INE 08/11/2023 SEC: PROFESSIONAL SERVICE DISC: .0 02425 5205 1,234.00 1099:

DEPT
14651 00000 FGL ENVIRONMENTA 46001 3066 1,234.00 .00 -00 343931A
2EP1/02 INV 07/19/2023 SED PROFESSIONAL SERVICE 02425 5205 1,234.00 1099:

DUE 08/11/2023
14651 00000 GL ENVIRONMENTA 46002 3066 35.00 -00 -00
344553A
2024/02 02425 5205 35.00 1099:

CAST 1100 DEPT IN 0112023 DESCRESSIONAL SERVICE
14651 00000 FL ENVIROMMENTA 344638A 3066 99.00 -00 .00
ACT 1100 20P1/02 EP-CHK: SC: PROFESSIONAL SERVIC 02425 5205 99.00 1099:
14651 000000 FGL ENVIRONMENTA 144552A 3066 99.00 -00 -00 ACT 1100 DE/02 DUE 08/25/2023 DES-: PROFES STONA SERViCE 02425 5205 99.00 1099:
14651 00000 FL ENVIRONMENTA 364046A 3066 41.00 .00 .00
AAST 1100 2024/02 02425 5205 41.00 1099:

Usert generated: 08/5man023 15:25 Page 11
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3066 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 14651 00000 GL ENVIRONMENTA 46006 3066 41.00 .00 .00
344043A
AST 1100 2024/02 02425 5205 41.00 1099:
30200 00001 MONARCH FORD, IN 95384 .00 .00
ACCT 1100 2EP1/02 DU 0/1/2023 DES REPER: 000 01411 5204 576.35 1099:
31560 00001 OFFICE DEPOT 25413036 .00
2021/02 DU 2023 DESCENE SUPPOTE. 1406 520 181:30 1033:
34634 00001 PITNEY BOWES-PUR 451623 .00
CAST 1100 2EP1/02 DUE 00/11/2023 SES: PROFESSIONAL SERVICE 01406 5205 397.77 1099:
37000 00001 QUAD KNOPF, INC. 45927 .00
170254.001
ACCT 1100 2EP1/02 IN 08/13/2023 SES PROFESSIONAL SERVICE 01414 5205 351.00 1099:
37000 00001 QUAD KNOPF, INC. 119851 12,300.00 .00 .00
2071/02 D0 021/2023 SES-CHOP-PROFESSONAL SERVICE 31425 5516 ROYPK 12, 300.00 1099:
41000 00000 SELF-HELP ENTERP 45968 3066 2,160.00 .00 .00 FVLADM JUL-23
01414 5205 2,160.00 1099:
41000 00000 SELF-HELP ENTERP 46007 3066 3,127.12 .00 .00 FVL21RE FEB-23
ACT 1100 DE27/02 DUE 08/1/2023 DES-: PROFESSTONAL SERVICE 12400 5205 0004 3,127.12 1099:

Usert generated: 08/5mame23 15:25 Page 12
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3066 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANTE NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 45000 00000 TRUCK PARTS AND 45939 3066 906.56 .00 .00
114134
AST 1100 2024/02 INV 08/08/2023 SEP-CHK: N DESC: REP SERVICEDISC: .00 01420 5204 906.56 1099:

DEPT DUE 08/11/2023
48250 00001 UNDERGROUND SERV 45963 3066 465.09 -00 .00
2023115403
ACCT 1100 2024/02 INV 07/20/2023 SEP-CHK: N DESC: PROFESSIONAL SERVICE 02435 3205 DEPT DUE 08/11/2023 232:34 1099
51550 00001 VERIZON WIRELESS 45926 3066 692.88 -00 .00
9939913969
ASH C 2024/02 DISC: .01 01411 5211
сст 110 DEPT IN 03/18/2023 SEC:MIM SERVICE 04425 5211 28i 35 01420 5211
51555 00000 VINCENT COMMUNIC 45713 3066 276.29 .00 • 00 2624/02 08/2023 01420 5203 276.29 1099:

DUE 08/11/2023 ESC: RE
515SS 000000 VINCENT COMMUNIC 15716 3066 175.00 .00 -00 CASH 01 2027/02 D 0/11/2023 DES REP SERVICE DISC: .0 014205204 175.00 1099:

ACCT 1100
82 APPROVED UNPAID INVOICES TOTAL 172,218.14
82 INVOICE(S) REPORT POST TOTAL 172,218.141
sport generated: 01/3mame23 15:25 Page 13
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL

CHECK EAS ACCORDATE CHK DATE TYPE VENDOR NAME CASH (DUE TO/DUE FUCH VOUCHER INVOICE INV DATE

PO WARRANT NET
08/14/2023 PRTD 1662 LIEBERT CASSIDY WHIT 0240166 08/14/2023 3067 2,600.00 CHECK TOTAL: 2,600.00
NUMBER OF CHECKS 1 *** CASH ACCOUNT TOTAL *** 2,600.00

COUNT AMOUNT
TOTAL PRINTED CHECKS 2, 600.00
*** GRAND TOTAL *** 2,600.00
Report generated: 08/14/2023 16:11 Page
User: 6175mame
Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3067 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE

APPROVED UNPAID INVOICES TO BE POSTED
1662 3067 2,600.00 -00 .00
00000 LIEBERT CASSIDY 4240166
CASH 01 2024/02 NE 08/14/2023 SEC:ANUAL SUBSCRIPTIO DISC: .01 01404 5205 2,600.00 1099:

ACCT 1100 DEPT DUE 08/14/2023
CONDITIONS THAT PREVENT POSTING INVOICE 1662/46011
* w9hld
L APPROVED UNPAID INVOICES TOTAL 2,600.00
IL INVOICE(S) REPORT POST TOTAL 2,600.00
Report generated: 08/14/2023 15:56 Page 1
User: 6175mame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

AIP CASH DISBURSEMENTS JOURNAL

CHECK ACCHK DATE TYPE VENDOR NAME CASH (DUE TO/DUE FUCH VOUCHER INVOICE

INV DATE PO WARRANT NET
08/18/2023 PRTD 1015 ABLE INDUSTRIES, INC 723024 07/31/2023 3,725.00 3069
CHECK TOTAL: 3,725.00
08/18/2023 PRTD 1481 HINDERLITER DELLAMAS SIN030614 07/31/2023 3069 400.00 CHECK I TOTAL: 400.00
08/18/2023 PRTD 1662 LIEBERT CASSIDY WHIT 248739 07/31/2023 3069 517.50 248738 07/31/2023 3069 85.00
CHECK I TOTAL: 602.50
MN 08/18/2023 PRTD 1695 SUPERIOR POOL PRODUC 02024174 08/09/2023 3069 1,132.78 02024202 08/09/2023 3069 -110.00
CHECK I TOTAL: 1,022.78
08/18/2023 PRTD 1702 CAL BENNETTS INC. 9105-0 08/10/2023 3069 1,670.13 CHECK • TOTAL: 1,670.13
1 08/18/2023 PRTD 1823 VPHONES.COM 14690 07/15/2023 3069 1,304.58 14891 08/15/2023 3069 1,304.58
CHECK I TOTAL: 2,609.16
08/18/2023 PRTD 2226 INFOARMOR, INC 5537AUG23 08/16/2023 3069 256.75 CHECK • TOTAL: 256.75
| 08/18/2023 PRTD 2228 CENTRAL CAL WATERWOR 22650 08/02/2023 3069 1,006.00 22647 08/02/2023 3069 1,006.00
CHECK • TOTAL: 2,012.00
08/18/2023 PRTD 2263 LEXIPOL, LLC invlex16984 06/28/2023 3069 4,768.51 Isert generated: 01/31/2023 13:53 Page 1
Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL

VOUCHER INVOICE INV DATE PO WARRANT NET
CHECK TOTAL: 4,768.51
08/18/2023 PRTD 2267 TOWNSEND PUBLIC AFFA 20236 08/01/2023 3069 5,000.00 CHECK TOTAL: 5,000.00
08/18/2023 PRTD 2406 MOORE TWINING ASSOCI 3374590 08/10/2023 3069 146.00 3374290 08/04/2023 3069 146.00
3374291 08/04/2023 3069 494.00
CHECK TOTAL: 786.00
- 08/18/2023 PRTD 2438 AVISON CONSTRUCTION, 0001 08/09/2023 3069 858, 519.79 CHECK • TOTAL: 858,519.79
08/18/2023 PRTD 2471 WILLDAN FINANCIAL SE 010-55677 08/16/2023 3069 4,375.00 CHECK • TOTAL: 4,375.00
08/18/2023 PRTD 2477 PUBLIC SECTOR HR ASS 081423 08/14/2023 3069 1,175.00 CHECK TOTAL: 1,175.00
08/18/2023 PRTD 14651 FGL ENVIRONMENTAL 343934A 08/10/2023 3069 999.00 CHECK • TOTAL: 999.00
08/18/2023 PRTD 23530 KEY EVIDENCE LOCK & 60123 07/06/2023 3069 186.08 CHECK • TOTAL: 186.08
• 08/18/2023 PRTD 41000 SELF-HELP ENTERPRISE FVL18HM JULY 2023 08/10/2023 3069 521.00 CHECK • TOTAL: 521.00
- 08/18/2023 PRTD 43673 SWRCB c-06-7895-110 08/14/2023 3069 491,213.86 CHECK • TOTAL: 491,213.86
serrt generated: 08/3ma2023 13:53 Page 2
Program ID: apeshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL

CHECK NOCK DATE TYPE VENDOR NAME CASH COUE TO/DUE FRCHER INOICE INV DATE PO WARRANT NET
08/18/2023 PRTD 48100 TULARE COUNTY SHERIF 081523 08/15/2023 3069 110,865.00 CHECK TOTAL: 110,865.00
08/18/2023 PRTD 51550 VERIZON WIRELESS 9941220884 08/04/2023 3069 190.05 CHECK TOTAL: 190.05
| 08/18/2023 PRTD 52000 VISALIA TIMES DELTA/ 0005773934 07/31/2023 3069 501.30 CHECK TOTAL: 501.30
NUMBER OF CHECKS 21 *** CASH ACCOUNT TOTAL *** 1,491,398.91

COUNT AMOUNT
TOTAL PRINTED CHECKS 21 - 1, 491,398.91
*** GRAND TOTAL *** 1,491,398.91
Report generated: 08/18/2023 13:53 Page 3
6175mame
Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3069 NEW INVOICES

DOCUMENT

VENDOR REMIT NAMER INVOICE VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE

APPROVED UNPAID INVOICES TO BE POSTED
1015 00000 ABLE INDUSTRIES, 423024 3069 3,725.00 .00 -00 CASH 01 2024/02 INV 07/31/2023 SES: JULY SERVICE ISC: .0 01425 5205 3,725.00 1099:

ACCT 1100 DEPT DUE 08/18/2023
CONDITIONS THAT PREVENT POSTING INVOICE 1015/46031
* W9h1d
1481 00000 HINDERLITER DELL 46045 3069 400.00 .00 •00
SIN030614
CAST 1100 2024/02 IN 22023 SECT-PROFESSIONAL SERVICE DISC: .00 01404 5205 CNBIS 400.00 1099:

DEPT
CONDITIONS THAT PREVENT POSTING INVOICE 1481/46045
*w9hld
1662 00000 LIEBERT CASSIDY 268739 3069 517.50 -00 .00
CASH 0. 2024/02 DA 22 DEPROFESSTONAL SERVICE DISC: 00 01404 5205 517.50 1099:

ACCT 1100 DUE 08/18/2023
CONDITIONS THAT PREVENT POSTING INVOICE 1662/46020
* w9hld
1662 00000 LIEBERT CASSIDY 46021 3069 85.00 - 00 .00
248738
ASH 0. 2024/02. INV 07/31/2023 SES-PROFESSIONAL SERVICE DISC: .01 01404 5205 85.00 1099:

ACCT 1100 DEPT DUE 08/18/2023
CONDITIONS THAT PREVENT POSTING INVOICE 1662/46021
* w9h1d
1695 00000 SUPERIOR POOL PR 46042 3069 1,132.78 - 00 -00 Q2024174
CAST 1100 2021/02 INV 08/09/2023 02425 5202 1,132.78 1099:

DUE 08/18/2023
CONDITIONS THAT PREVENT POSTING INVOICE 1695/46042
sert generated: 08/32023 12:39 Page 1
6175mame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3069 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE * w9hld
1695 00000 SUPERIOR POOL PR 42023202 3069 -110.00 .00 .00 CASH 01 2024/02 INV 08/09/2023 SEP-CHK: 1 DISC: .00 02425 5202 -110.00 1099:

ACCT 1100 DEPT DUE 08/18/2023 DESC: CREDI
CONDITIONS THAT PREVENT POSTING INVOICE 1695/46043
* w9h1d
1702 00000 CAL BENNETTS INC 9105- 3069 1,670.13 •00 .00 CAST 1100 202002 10 010202 SES- PROFESSIONAL SERVICE 01404 5504 1,670.13 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 1702/46022
1823 00000 VPHONES.COM 1602 3069 1,304.58 …00 .00
469
AST 1100 2024/02 IN 012023 SECUL PROFESSTONAL SERVICE 1404 521 5.2. 1099 DEPT 01411 521 96.9 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 1823/46027
* w9hld
14411 5211 SLESF 2.1 1099
01414 5211 5.5 1099
01415 5211 31.06 1099
01420 5211 124.25 1099:
01425 5211 82.31 1099
02404 5211 76.10 1099:
02415 5211 12.42 1099:
02425 5211 79.21 1099
04404 5211 1099:
04415 5211 1099:
04425 5211 1099:
06404 5211 1099:
06415 5211 1099:
06425 5211 1099:
21404 5211 1099:
1425 521 65.23 1099:
35425 521 3.12 1099:
seort generated: 01/5mame23 12:39 6175mame Page 2
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3069 NEW INVOICES

DOCUMENT

VENDOR REMIT NAMER INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 1823 00000 VPHONES.COM 46028 3069 1,304.58 .00 .00
1489
AT 1100 2024/02 T08/18/2023 SEDCAUGUST DISC: .00 01411 5211 196:38 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 1823/46028
W9h1d
01414 5211 SLESF 13:33 1099
01415 5211 31.06 1099:
01420 521 124.25 1099:
01425 521 1099:
02404 5211 1099:
02415 5211 1099:
02425 5211 1099:
04404 5211 1099:
04415 5211 1099:
04425 5211 76.10 1099:
06404 5211 15.53 1099:
06415 5211 6.21 1099:
06425 5211 4.66 1099:
21404 5211 3.11 1099:
21425 5211 55.23 1099:
35425 5211 3.12 1099:
2226 00000 INFORMOR, INC 46041 3069 256.75 - 00 .00
5537AUG23
CASH 01 2024/02 DUE 08/18/2023 DESC:PROFESSIONAL DISC: .00 01404 5205 256.75 1099:

ACCT 1100 DEPT SERVICE
CONDITIONS THAT PREVENT POSTING INVOICE 2226/46041
* w9hld
2228 000000 CENTRAL CAL WATE 12650 3069 1,006.00 -00 .00 CASH 01 2024/02 INV 08/02/2023 SED PROFESSIONAL SERVICE 04425 5205 1,006.00 1099:

АСст 1100 DEPT DUE 08/18/202:
2228 000000 CENTRAL CAL WATE 22645 3069 1,006.00 -00 .00 CASH 01 2024/02 NE002/2023 SESCPROFESSTONAL SERVICE ENV 08/02/2023 SEP-CHK: N 04425 5205 SLDGE 1,006.00 1099:

ACCT 1100 DEPT

Arora generated: g9/e2023 12:39
apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3069 NEW INVOICES

DOCUMENT
VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY •PO BALANCE CHK/WIRE 2263 00000 LEXIPOL, LLC 46023 3069 4,768.51 • 00 .00
invlex16984
2024/02 282023 DES: PROFESSIONAL SERVICE DISC : .01 01420 5205 4,768.51 1099:

DEPT
2267 00000 TOWNSEND PUBLIC 40236 3069 5,000.00 -00 .00
2021/02 INV 08/01/2023 SED-HROFESSIONAL SERVICE 01404 5205 5,000.00 1099:

DUE 08/18/2023
2406 00000 MOORE TWINING AS 46033 3069 146.00 •00 -00
3374590
AT 1100 2024/02 NV 08/10/202 DES PROFESSIONAL SERVICE SEP-CHK: N 044255205 146.00 1099:

DEPT UE 08/18/202
2406 00000 MOORE TWINING AS 46036 3069 146.00 .00 .00
3374290
AT 1100 2024/02 INV 08/04/2023 04425 5205 146.00 1099:

DEPT DUE 08/18/2023 SED PROFESSIONAL SERVICE
2406 00000 MOORE TWINING AS 46037 3069 494.00 •00 .00
3374291
CAST 1100 2024/02 IN 08/18/2023 DESC:PROFESSIONAL SERVICE INV 08/04/2023 04425 5205 494.00 1099:

DEPT
2438 00000 AVISON CONSTRUCT 46016 3069 858,519.79 .00 .00 2024/02 D0E 009/2023 ISC : .01
22 2245 PM PyPY 903; 785 26 1099
CONDITIONS THAT PREVENT POSTING INVOICE 2438/46046
2471 00000 WILLDAN FINANCIA 46029 3069 4,375.00 .00 .00 010-55677
ASH 01 2024/02 INV 08/16/2023 SEP-CHK: N DESE PROFESSIONAL SERVICE 01404 5205 4,375.00 1099:

ACCT 1100 DEPT DUE 08/18/2023
Rsport generated: 68/5mam023 12:39 Page 4
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3069 NEW INVOICES

DOCUMENT
VENDOR REMIT NAMER INVOICE Po VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 2477 000000 PUBLIC SECTOR HR 18.453 3069 1,175.00 .00 -00 AS 1100 2024/02 DUE 08/28/2023 SES-:MEMBERSHIP DISC: .00 014045208 1,175.00 1099:

DEPT
CONDITIONS THAT PREVENT POSTING INVOICE 2477/46025
14651 00000 FGL ENVIRONMENTA 46038 3069 999.00 .00 .00
343934A
ACT 1100 2024/02 INV 08/10/2023 DISC: .00 02425 5205 999.00 1099:

DEPT DUE 08/18/2023 SES: PROFESSIONAL SERVICE
23530 00000 KEY EVIDENCE LOC 46023 3069 186.08 •00 .00
CAST 1100 2024/02 INV 07/06/2023 01415 5205 186.08 1099:

DEPT DUE 08/18/2023 SES PROFESSIONAL SERVICE
CONDITIONS THAT PREVENT POSTING INVOICE 23530/46018
* w9hld
41000 00000 SELF-HELP ENTERP 46030 3069 521.00 - 00 .00 FVL18HM JULY 2023
ASH 0: 2024/02 IN 08/18/2023 SEC:12600-PROFESSIONAL SERVICE ENV 08/10/2023 SEP-CHK: N 124005205 12600 521.00 1099:

ССТ 110( DEPT
43673 00001 SWRCB 4606-7895-110 3069 491,213.86 .00 .00 ASH O 2024/02 SES PROFESSIONAL SERVICE 04425 5558 WWTF
сст 110 DEPT 04 2994 286;524.18
48100 00001 TULARE COUNTY SH 181523 3069 110,865.00 .00 .00 CASH 01 2024/02 BUY 818/2023 SED-OSPATCH SERVICE •00 01411 5205 110,865.00 1099:

ACCT 1100 DEPT
51550 00001 VERIZON WIRELESS 9541220884 3069 190.05 .00 .00 CASH 01 2024/02 DUE 08/18/2023 DESC: PROFESSIONAL SERVICE INV 08/04/2023 SEP-CHK: N 01411 5211 152.04 1099 ACCT 1100 DEPT 01415 5211 38.01 1090
sport generated: 08/3/2023 12:3 Page 5
6175mame
rogram ID apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3069 NEW INVOICES

DOCUMENT
VENDOR REMIT NAME INVOICE • PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 52000 00001 VISALIA TIMES DE 4605773934 3069 501.30 .00 .00 ASH 01 2021/02 ONE 0132023 DESPROFESSIONAL SERVIC 01404 5205 501.30 1099:

CCT 110(
• 27 APPROVED UNPAID INVOICES TOTAL 1,491,398.91
27 INVOICE (S) REPORT POST TOTAL 1,491, 398.91
Report generated: 08/18/2023 12:39 Page
User: 6175mame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL

CHECK NACHK DATE TYPE VENDOR NAME CASH COUE TO/QUE FRCHER INVOICE INV DATE PO WARRANT NET
08/31/2023 PRTD 488 US TREASURY 081723 08/16/2023 ACH3074 31,630.98 CHECK TOTAL: 31,630.98
08/31/2023 PRTD 488 US TREASURY 080423 08/08/2023 ACH3074 29,991.45 CHECK TOTAL: 29,991.45
08/31/2023 PRTD 1075 AFLAC 010859 08/29/2023 ACH3074 918.04 CHECK TOTAL: 918.04
08/31/2023 PRTD 1247 LEAF 080123 08/01/2023 ACH3074 736.06 CHECK TOTAL: 736.06
08/31/2023 PRTD 1507 TEAMSTERS LOCAL UNIO 081723 08/17/2023 ACH3074 180.00 CHECK TOTAL: 180.00
08/31/2023 PRTD 1556 BLUE SHIELD OF CALIF 081423 08/14/2023 ACH3074 40,860.95 CHECK TOTAL: 40,860.95
08/31/2023 PRTD 1873 MICROSOFT E040000E98U 08/30/2023 ACH3074 1,384.46 CHECK I TOTAL: 1,384.46
08/31/2023 PRTD 2144 MERCHANT STATEMENT 080223 08/02/2023 ACH3074 153.58 CHECK • TOTAL: 153.58
08/31/2023 PRTD 2278 GLOBAL PAYMENTS 080223 08/02/2023 ACH3074 77.90 CHECK • TOTAL: 77.90
08/31/2023 PRTD 2289 WEX FUEL CARD 083123 08/31/2023 ACH3074 12,073.44 CHECK • TOTAL: 12,073.44
Usert generated: 68/3ma2023 16:19 Page 1
Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL

CHECHNO CADE TE VENDOR NAME CASH COVE TOONE FICHE VOUCHER INVOICE

INV DATE PO WARRANT NET
08/31/2023 PRTD 2380 EDIS, INC 083023 08/30/2023 ACH3074 1,165.50 CHECK TOTAL: 1,165.50
08/31/2023 PRTD 2380 EDIS, INC 081523 08/15/2023 ACH3074 3,209.89 CHECK TOTAL: 3,209.89
08/31/2023 PRTD 6070 CALPERS 081623 08/16/2023 ACH3074 21,812.20 CHECK TOTAL: 21,812.20
08/31/2023 PRTD 6070 CALPERS 800423 08/08/2023 ACH3074 21,294.65 CHECK TOTAL: 21,294.65
08/31/2023 PRTD 10530 EMPLOYMENT DEVELOPME 081723 08/16/2023 ACH3074 4,973.41 CHECK I TOTAL: 4,973.41
08/31/2023 PRTD 10530 EMPLOYMENT DEVELOPME 080823 08/08/2023 ACH3074 4,164.00 CHECK - TOTAL: 4,164.00
08/31/2023 PRTD 10530 EMPLOYMENT DEVELOPME 080423 08/04/2023 ACH3074 4,471.82 CHECK I TOTAL: 4,471.82
08/31/2023 PRTD 14500 FARMERSVILLE POLICE 081723 08/17/2023 ACH3074 490.00 CHECK I TOTAL: 490.00
08/31/2023 PRTD 14500 FARMERSVILLE POLICE 080223 08/08/2023 ACH3074 490.00 CHECK • TOTAL: 490.00
08/31/2023 PRTD 42000 SOUTHERN CALIFORNIA SL080123 08/29/2023 ACH3074 6,395.74 81123 08/29/2023 ACH3074 108,041.93
serrt generated: 6873m42023 16:19 Page 2
User:

Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL

CHECS N CHK DAE TYPE VENDOR NAME CASH COUE TO/OUE FRCHER INVOICE INV DATE PO

WARRANT NET
CHECK TOTAL: 114,437.67
08/31/2023 PRTD 43000 THE GAS COMPANY 072723 07/27/2023 ACH3074 77.24 CHECK TOTAL: 77.24
08/31/2023 PRTD 50100 VALIC 081723 08/17/2023 ACH3074 5,394.35 CHECK TOTAL: 5,394.35
08/31/2023 PRTD 50100 VALIC 080823 08/08/2023 ACH3074 5,501.91 CHECK TOTAL: 5,501.91
NUMBER OF CHECKS 23 *** CASH ACCOUNT TOTAL *** 305,489.50

COUNT AMOUNT
TOTAL PRINTED CHECKS 23 305,489.50
*** GRAND TOTAL *** 305,489.50
User: Rsport generated: 08/3mam023 16:19 Page
Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3074 NEW INVOICES

DOCUMENT

VENDOR REMIT NAMER INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE

APPROVED UNPAID INVOICES TO BE POSTED
488 00000 US TREASURY 081523 ACH3074 31,630.98 .00 .00
CASH 01 2024/02 INV 08/16/2023 EP-СНК : DISC: .00 01 2223 16,094:00 1099:

ACCT 1100 DEPT DUE 08/31/2023 ESC: PAYROL 01 2222
CONDITIONS THAT PREVENT POSTING INVOICE 488/46150
01 2224 11,772.94 1099:
488 00000 US TREASURY 46162 ACH3074 29,991.45 -00 •00
080423
2024/02 INV 08/08/202 DISC: .00
CAST 1100 DEPT DUE 08/31/2023 01 2222 15,545:48 1090
CONDITIONS THAT PREVENT POSTING INVOICE 488/46162
012224 10,809.09 1099:
1075 00000 AFLAC 46142 ACH3074 918.04 .00 - 00
010859
CAST 1100 2024/02 SEP-CHK: N DISC: .00 01 2227 918.04 1099:
1247 00000 LEAF 480123 ACH3074 736.06 .00 -00
2021/02 DUE 08/31/2023 SES: PROFESSIONAL SERVIC ISC: .C 1406 520 368.03 1411 520 368.03 1099
CONDITIONS THAT PREVENT POSTING INVOICE 1247/46156
1507 00000 TEAMSTERS LOCAL 46147 ACH3074 180.00 .00 .00 081723
CASH 01 DISC:.00 01 2232 180.00 1099:

ACCT 1100 DUE 08/31/2023
CONDITIONS THAT PREVENT POSTING INVOICE 1507/46147
* w9hld
sert generated: 08/3mam023 16:14 6175mame Page 1
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3074 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 1556 00000 BLUE SHIELD OF C 46148 ACH3074 40,860.95 - 00 -00 081423
AST 1100 2024/02 SES 0/0/23-09/30/23.00 01 2233 40,860.95 1099:

DEPT
CONDITIONS THAT PREVENT POSTING INVOICE 1556/46148
*w9hld
1873 00000 MICROSOFT 46154 ACH3074 1,384.46 .00 -00
E040000E98U
ASH 0 2024/02 DUE 08/31/2023 DESC: PROFE DISC:.00 01401 5211 сст 110( DEPT DESC: PROFESSIONAL SERVICE 01404 5211 30.25 1099 1099 CONDITIONS THAT PREVENT POSTING INVOICE 1873/46154
* w9hld
01414 5211 27:37 1099
01415 5211 1099
01420 5211 190.96 1099:
01425 5211 126.51 1099:
02404 5211 116.96 1099:
02415 5211 19.10 1099:
02425 5211 121.74 1099
04404 5211 112.19 1099
04415 5211 19.10 1099:
04425 5211 116.96 1099:
06404 5211 23.87 1099:
06415 5211 9.55 1099:
06425 5211 7.16 1099:
21404 5211 4.77 1099:
1425 521 100.25 1099:
35425 521 4.78 1099:
2144 00000 MERCHANT STATEME 46157 ACH3074 153.58 .00 .00 080223
ASH O 0224/02 BUE 08/3/2023 DESC: PROFESSONAL SERViCE 01414 5205 153.58 1099:
сст 110
CONDITIONS THAT PREVENT POSTING INVOICE 2144/46157
* w9hld
serrt generated: 6173man023 -16:14 Page 2
6175mame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3074 NEW INVOICES

DOCUMENT

VENDOR REMIT NAMEN INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 2278 00000 GLOBAL PAYMENTS 46163 ACH3074 77.90 .00 • 00 080223
EAST 1100 2024/02 1202 DEPRESSIONAL SERVICE DISC: .00 01406 5205 77.90 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 2278/46163
2289 00000 WEX FUEL CARD 46141 ACH3074 12,073.44 -00 .00 083123
CASH 0: 2024/02 DUE 0831/2023 DESC: FUEL DISC: .00 01406 525 1099 ACCT 1100 DEPT DESC: FUEL 01411 525! , 391:15 1099
CONDITIONS THAT PREVENT POSTING INVOICE 2289/46141
01415 5255 312.38 1099:
01420 5255 2,457.27 1099:
01425 5255 725.64 1099:
02425 5255 697.73 1099:
04425 5255 697.73 1099:
06425 5255 55.82 1099:
21425 5255 586.09 1099:
35425 5255 27.90 1099:
2380 00000 EDIS, INC 481523 ACH3074 3,209.89 .00 -00
CASH 01 2024/02 DN112023 DESPROFESSIONAL SERVICE 01 2233 3,209.89 1099:

ACCT 1100 DEPT DUE 08/31/2023
2380 00000 EDIS, INC 083023 ACH3074 1,165.50 .00 .00
CASH 01 20P1/02 NV 08/30/202 SEP-CHK: N SESC PROFESSIONAL SERVICE 01 2233 1,165.50 1099:

ACCT 1100 UE 08/31/202
6070 00000 CALPERS 081623 ACH3074 21,812.20 .00 .00
CASH 01 2024/02 INV 08/16/2023 SEP-CHK: N DISC: .00 012226 21,812.20 1099:

ACCT 1100 DUE 08/31/2023 DESC: PAYROLI
Report generated: 08/31/2023 16:14 Page 3
6175mame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3074 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 6070 00000 CALPERS 46161 ACH3074 21,294.65 .00 .00
800423
CAST 1100 2024/02 DUE 0832023 SECKY OLL DISC: .00 01 2226 21,294.65 1099:
10530 00001 EMPLOYMENT DEVEL 481523 ACH3074 4,973.41 -00 .00 ACCT 1100 20P4/02 P-CHK. DISC: .00 01 2235 4,973.41 1099:

SC: PAYROI
10530 00001 EMPLOYMENT DEVEL 180833 ACH3074 4,164.00 • 00 .00 2021/02 DISC: .00 01415 5120 1,407.00 1099:
02425 5120 563.00 1099:
04415 5120 563.00 1099:
06415 5120 281.00 1099:
01425 5120 810.00 1099:
02425 5120 270.00 1099:
4425 512 135.00 1099:
1425 512 135.00 1099:
10530 000001 EMPLOYMENT DEVEL 480423 ACH3074 4,471.82 .00 .00 AST 1100 20P1/02 SEP-CHK: DISC: .00 01 2235 4,471.82 1099:
14500 00000 FARMERSVILLE POL 181753 ACH3074 490.00 .00 .00 CAST 1100 2021/02 DU08/312023 DISC: .00 01 2232 490.00 1099:
14500 00000 FARMERSVILLE POL 180223 ACH3074 490.00 .00 .00 CAST 1100 2021/02 DISC: .00 01 2232 490.00 1099:
42000 00001 SOUTHERN CALIFOR 16083123 ACH3074 6,395.74 .00 .00 AST 1100 2021/02 2023 DESCE RIC DISC: 00 21425 5206 6,395.74 1099:

Usert generated: 03/31/2023 16:14 Page 4
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3074 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 42000 00001 SOUTHERN CALIFOR 46144 ACH3074 108,041.93 .00 .00 81123
ASH 1100 2021/02 DUE 0212023 DESCEERIC DISC: .00 01420 5206 17.19 1099:
01425 5206 730.51 1099
21425 5206 161.02 1099:
02425 5206 17,850.83 1099:
04425 5206 5,099.66 1099:
01406 5206 839.0 1099:
35425 5206 150.68 1099:
39425 5206 HLTH 6,176.63 1099:
39425 5206 CMCTI 16.38 1099:
43000 00001 THE GAS COMPANY 462553 ACH3074 77.24 .00 -00 ACT 1100 2021/02 IN 003102023 SEP-CHK: DISC: .00 01425 5206 28:17 1099 DESC: GA
50100 00001 VALIC 481723 ACH3074 5,394.35 .00 .00
2024/02 EP-CHK 01 2332 5,394.35 1099:

CAST 1100 DEPT IN 08/31/2023
50100 00001 VALIC • 616 ACH3074 5,501.91 -00 .00
8082
CASH 01 2024/02 INV 08/08/2023 SESC: PROFESSIONAL SERVICE 01 2332 5,501.91 1099:

ACCT 1100 DEPT DUE 08/31/2023
24 APPROVED UNPAID INVOICES TOTAL 305,489.50
24 INVOICE (S) REPORT POST TOTAL 305,489.50
Report generated: 08/31/2023 16:14 Page 5
User: 617Smame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL
CASH ACCOUNT: 01 CASH (DUE TO/DUE FROM

CHECK NO DATE TYPE VENDOR NAME VOUCHER INVOICE INV DATE PO WARRANT NET
08/31/2023 PRTD 1211 US BANK 072523 08/31/2023 ACH3075 17,265.18 CHECK TOTAL: 17,265.18
NUMBER OF CHECKS 1 *** CASH ACCOUNT TOTAL *** 17,265.18

COUNT AMOUNT
TOTAL PRINTED CHECKS 17.265.18
*** GRAND TOTAL *** 17,265.18
sport generated: 08/3mam023 16:25 Page 1
User:

Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3075 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE

APPROVED UNPAID INVOICES TO BE POSTED
Report generated: 08/31/2023 16:22
User: 6175mame Page
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3075 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 1211 00001 US BANK 4616 ACH3075 17,265.18 .00 .00
072521
2024/02 EP-CHK: 1 1099
ONE 08/31/2023 DESC:PROFESSIONAL SRVICE 01425 5203 H20РK 10.64 1099 CONDITIONS THAT PREVENT POSTING INVOICE 1211/46166
* w9hld
01425 5203 H20PK 116.01 1099:
01425 5203 33.66 1099:
02425 5203 7.32 1099:
21425 5203 15.15 1099:
01425 5203 113.91 1099:
31425 5516 ROYPK 274.72 1099:
21425 5203 1099:
1099:
01425 5203
02 205
05 205
205
SLDGE
02 109
208
103
102
201
Report generated: 08/31/2023 16:22 Page
User: 6175mame 2
Program ID: aninvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3075 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 01420 5202 129.99 1099
01420 5205 30.00 1099:
01420 5208 145.25 1099:
01420 5203 58.69 1099
5202 35.34 1099
406.88 1099:

19.56 1099

57. . 53 1099

27.57 1099
155 16
3,689.00
194.50
5202 55 35
5203 230.66
5504 752.55 1099
01420 32. . 46
01420
01420
60420
01420
01420
5208
5202
5208
5208
695
01411
01411 5201
01411 5202
01411 5202
L APPROVED UNPAID INVOICES TOTAL 17,265.18
L INVOICE(S) REPORT POST TOTAL 17,265.18
Report generated: 08/31/2023 16:22 Page
6175mame
Program ID: apinvent
Page port perated: 20 08:07
** END OF REPORT - Generated by Betina Ashoori **
83,944.39 Total Deposits: 40
CHK. # NAMER EMP -
From: 07/19/2023 To: 08/01/2023 WARRANT: 080423

ADVICE REGISTER - BI WEEKLY
munis: CITY OF FARMERSVILLE
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL
1100 CASH (DUE TO/DUE FRCHER INVOICE

CHECK NO INV DATE PO WARRANT NET
/ 08/11/2023 PRTD 1770 DATA TICKET INC 153346 07/26/2023 PY3065 330.00 CHECK TOTAL: 330.00
| 08/11/2023 PRTD 2244 CAL APPAREL, INC. 8582 06/30/2023 PY3065 2,290.22 CHECK I TOTAL: 2,290.22
08/11/2023 PRTD 2304 KINGS MEDICAL CENTER 194417 07/12/2023 PY3065 1,581.00 CHECK TOTAL: 1,581.00
08/11/2023 PRTD 2307 EMERGENCY VEHICLE GR 42318 06/29/2023 PY3065 801.40 CHECK TOTAL: 801.40
08/11/2023 PRTD 2344 CENTRAL VALLEY SALIN 2663-23 06/16/2023 PY3065 1,744.35 CHECK • TOTAL: 1,744.35
08/11/2023 PRTD 2475 RMA GEOSCIENCE, INC. 15630 03/22/2023 PY3065 2,500.00 CHECK • TOTAL: 2,500.00
08/11/2023 PRTD 7381 COMPANION ANIMAL MED 402263 06/19/2023 PY3065 361.38 CHECK I TOTAL: 361.38
| 08/11/2023 PRTD 9900 DEPARTMENT OF TRANSP SL231114 07/15/2023 PY3065 522.70 CHECK • TOTAL: 522.70
08/11/2023 PRT 14651 FL ENVIRONMENTAL 245844A 08/31/2022 PY3065 35.00 245843A 08/31/2022 PY3065 35.00
245842A 08/31/2022 PY3065 35.00
245841A 08/31/2022 PY3065 90.00
340295A 02/07/2023 PY3065 35.00
249177A 12/13/2022 PY3065 93.00
Report generated: 08/11/2023 15:43 Page 1
User: 6175mame
Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL
ASH ACCOUNT: 0. TYPE VENDOR NAME CASH (DUE TO/DUE FROM]

HECK NI CHK DATE /OUCHER INVOIC INV DATE PO WARRANT NET 246283A 08/31/2022 PY3065 90.00
246044A 08/31/2022 PY3065 90.00
245845A 08/31/2022 PY3065 35.00
340296A 02/14/2023 PY3065 41.00
340297A 02/14/2023 PY3065 41.00
340298A 02/14/2023 PY3065 41.00
340299A 02/14/2023 PY3065 41.00
340300A 02/14/2023 PY3065 99.00
CHECK TOTAL: 801.00
08/11/2023 PRTD 26000 M. GREEN AND COMPANY 170799 06/30/2023 PY3065 46,500.00 CHECK I TOTAL: 46,500.00
NUMBER OF CHECKS 10 *** CASH ACCOUNT TOTAL *** 57,432.05

COUNT AMOUNT
TOTAL PRINTED CHECKS 10 0 57-432.05
*** GRAND TOTAL *** 57,432.05
User: serrt generated: 61/5mame23 15:43 Page 2
Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3065 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANTI NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE

APPROVED UNPAID INVOICES TO BE POSTED
1770 00000 DATA TICKET INC 153396 PY3065 330.00 .00 • 00 CASH 01 2024/02 INV 07/26/2023 SES: JUNE SERVICESC: 00 01411 5205 330.00 1099:

ACCT 1100 DEPT DUE 08/11/2023
2244 00000 CAL APPAREL, INC 46009 PY3065 2,290.22 -00 -00 8582
ASH 0 20P1/02 01420 5202 VFEXP 2,290.22 1099:
сст 110
CONDITIONS THAT PREVENT POSTING INVOICE 2244/46009
2304 00000 KINGS MEDICAL CE 45907 PY3065 1,581.00 .00 .00 194417
2024/02 ES PROFESSIONAL SERVIC EP-CHK: 1 L415 52 203.00 1099 CAST 1100 T 012/2023 420 52 , 378.00
1099
CONDITIONS THAT PREVENT POSTING INVOICE 2304/45907
* w9hld
2307 00000 EMERGENCY VEHICL 42318 PY3065 801.40 -00 .00 AST 1100 2024/02 01420 5203 801.40 1099:

DEPT
2344 000000 CENTRAL VALLEY S 1563:23 PY3065 1,744.35 • 00 .00 ACCT 1100 2024/02 DO 2023 DESERTONAL SERVICE DISC: . 0f 04425 5205 1,744.35 1099:

DEPT
2475 00000 RMA GEOSCIENCE, 15630 PY3065 2,500.00 .00 .00 CASH 01 2024/02 DUE 03/22/2023 DESC: FREE* PROFESSTONAL SERVICE DISC: .00 31425 5516 FREE 2,500.00 1099:

ACCT 1100 DEPT
sport generated: 08/3mam023 15:21 Page 1
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3065 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 7381 00000 COMPANION ANIMAL 45905 PY3065 361.38 .00 .00 402263
20P1/02 01411 5205 361.38 1099:0
9900 00001 DEPARTMENT OF TR 45904 522.70 .00 .00
2EP1/02 T 0012023 SEP SIAL & LIGHTING O 21425 5205 522.70 1099:
14651 00000 FGL ENVIRONMENTA 45910 .00 .00
ACCT 1100 2021/02 12023 SESCPROPESSIONAD SERVIC 02425 5205 35.00 1099:
14651 00000 FGL ENVIRONMENTA 45911 .00 .00
2EP1/02 10 08 11/2023 ESC: PROFESSIONAL SERVIC 02425 5205 35.00 1099:
14651 00000 FL ENVIRONMENTA 45912 -00 .00
AST 1100 2EP1/02 DUE 0831/2023 SESC:PROFESSIONAL SERVIC 02425 5205 35.00 1099:
14651 00000 FL ENVIROMMENTA 25383LA .00 -00
2024/02 DO 22023 DEPROFESSIONAL SERVICE 02425 5205 90.00 1099:
14651 00000 FL ENVIRONMENTA 45914 .00 -00
ACST 1100 2021/02 044255205 35.00 1099:
14651 00000 FGL ENVIRONMENTA 45915 .00 .00
CAST 1100 2024/02 DUE 0212023 DESCROFESSIONAL SERVICES 02425 5205 93.00 1099:
useort generated: 0173mam023 15:21 Page 2
5175mame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3065 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 14651 00000 FG ENVIRONMENTA 45916 PY3065 90.00 .00 .00
246283A
AST 1100 2024/02 IN 08/11/2023 SEDCPROESSIONAL SERVICE DISC: .01 02425 5205 90.00 1099:
14651 00000 FL ENVIRONMENTA 45917 PY3065 90.00 .00 .00
246044A
CAST 1100 2EP1/02 IN 112023 SEC:PROFESSIONAL SERVICE DISC: .00 02425 5205 90.00 1099:
14651 00000 FOL ENIROMMENTA 453345A PY3065 35.00 •00 .00 CAST 1100 2024/02 N12023 DESPROFESSIONAL SERVIC ISC: . 02425 5205 35.00 1099:
14651 000000 FL ENVIRONMENTA 440296A PY3065 41.00 • 00 .00 ISH 0 2EP1/02. VE 0/11/2023 SED PROFESSIONAL SERVICE DISC: .01 02425 5205 41.00 1099:
•CT 110
14651 00000 FL ENVIRONMENTA 45920 PY3065 41.00 .00 .00
340297A
ACCT 1100 20202 112023 DESOSTONAL SERVICE 02425 5205 41.00 1099:
14651 00000 FL ENVIRONMENTA 340298A PY3065 41.00 .00 .00 AAST 1100 20202023 SESPROFESSTONAL SERVICE 02425 5205 41.00 1099:
14651 000000 FL ENVIROMENTA 150239A PY3065 41.00 .00 .00 AST 1100 2024/02 DUE 2023 DESC: PROFESSIONAL SERVICE 02425 5205 41.00 1099:
14651 00000 FGL ENVIRONMENTA 45923 PY3065 99.00 .00 .00 340300A
ACCT 1100 2021/02 DUE 08/11/2023 DESC:PROFESSIONAL SERVIC DISC: .0 02425 5205 99.00 1099:
sert generated: 0173142023 15:2 Page 3
175mam
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3065 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 26000 00000 M. GREEN AND COM 45908 PY3065 46,500.00 • 00 .00 170799
CASH 01 2024/02 INV 06/30/2023 DESC: PROFESSIONAL SERVICE DISC: .00 01414 5205 46,500.00 1099:

ACCT 1100 DEPT DUE 08/11/2023
23 APPROVED UNPAID INVOICES TOTALI 57, 432.05
23 INVOICE (S REPORT POST TOTAL 57, 432.05
Report generated: 08/11/2023 15:21 Page
6175mame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL

CAN A COK DARE TYPE VENDOR NAME CASH (DUE TO/DUE FUCHS VOUCHER INVOICE INV DATE PO

WARRANT NET
| 08/18/2023 PRTD 1724 HIGHLAND PRODUCTS GR 310031315 06/12/2023 PY3068 9,130.66 CHECK TOTAL: 9,130.66
| 08/18/2023 PRT 14651 FL ENVIRONMENTAL 343711A 06/28/2023 PY3068 99.00 342827A 05/30/2023 PY3068 41.00
CHECK TOTAL: 140.00
08/18/2023 PRTD 41000 SELF-HELP ENTERPRISE FVL18HM MAR-JUN23 08/10/2023 PY3068 2,084.00 CHECK TOTAL: 2,084.00
NUMBER OF CHECKS 3 *** CASH ACCOUNT TOTAL *** 11,354.66

COUNT AMOUNT
TOTAL PRINTED CHECKS 11,354.66
*** GRAND TOTAL *** 11,354.66
Report generated: 08/18/2023 13:50 Page
6175mame
Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3068 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE

APPROVED UNPAID INVOICES TO BE POSTED
1724 000000 HIGHLAND PRODUCT 110031315 PY3068 9,130.66 .00 .00 CASH 01 2024/02 INV 06/12/2023 SES ROPK-PROFESSIONAL SERVICE DISC: 31425 5516 ROYPK 9,130.66 1099:

ACCT 1100 DEPT DUE 08/18/2023
CONDITIONS THAT PREVENT POSTING INVOICE 1724/46016
W9hld
14651 00000 FGL ENVIRONMENTA 46012 PY3068 99.00 - 00 .00 343711A
2024/02 SEP-CHK: 1 02425 5205 99.00 1099:

IN 08/18/2023 SES PROFESSIONAL SERVIC
14651 00000 FL ENVIRONMENTA 46015 PY3068 41.00 -00 .00
342827A
2024/02 INV 05/30/2023 SES PROFESSTONAL SERVICE SEP-CHK: N 02425 5205 41.00 1099:

DEPT DUE 08/18/2023
41000 00000 SELF-HELP ENTERP 46017 PY3068 2,084.00 - 00 .00 FVL18HM MAR-JUN23
CASH 01 2024/02 INV 08/10/2023 DISC: .00 12400 5205 12600 2,084.00 1099:

ACCT 1100 DEPT
4 APPROVED UNPAID INVOICES TOTAL 11,354.66
4 INVOICE (S) REPORT POST TOTAL 11,354.66
sport generated: 01/5mame23 12:33 6175mame Page 1
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL

CHECKING CUR DATE TYPE VENDOR MAME CASH COVE TO/OVE FRCHER INVOICE INV DATE PO

WARRANT NET
08/30/2023 PRTD 750 LAMPE CHRYSLER DODGE 6164164/1 06/21/2023 PY3070 167.44 CHECK TOTAL: 167.44
| 08/30/2023 PRTD 769 AMERICAN INCORPORATE 7161644 06/30/2023 PY3070 1,491.00 CHECK TOTAL: 1,491.00
08/30/2023 PRTD 1024 VISALIA TIRE & WHEEL 123735B 06/28/2023 PY3070 150.00 CHECK TOTAL: 150.00
08/30/2023 PRTD 1234 AUTOZONE 3711431602 04/04/2023 PY3070 29.35 3711428530 03/29/2023 PY3070 60.44
3711097209 07/13/2021 PY3070 24.08
3711941635 10/05/2020 PY3070 26.99
3711875868 06/10/2020 PY3070 46.73
3711431605 04/04/2023 PY3070 -29.35
3711558004 10/23/2018 PY3070 13.58
371120165 08/22/2021 PY3070 12.78
3711412090 02/27/2023 PY3070 73.04
3711175583 12/01/2021 PY3070 23.91
3711171539 11/23/2021 PY3070 15.99
37110062982 05/13/2021 PY3070 18.53
3711333172 09/28/2022 PY3070 60.31
3711261863 05/18/2022 PY3070 20.02
3711059038 05/06/2021 PY3070 27.18
3711368709 12/02/2022 PY3070 14.45
3711311133 08/20/2022 PY3070 15.09
3711005067 02/03/2021 PY3070 24.99
3711996261 01/18/2021 PY3070 -18.00
Report generated: 08/30/2023 16:37 1
User: 6175mame Page
Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL

VOUCHER INVOICE INV DATE PO WARRANT NET
03711730735 09/11/2019 PY3070 -18.00
CHECK TOTAL: 442.11
08/30/2023 PRTD 1234 AUTOZONE 635392203 04/04/2023 PY3070 9.12 3711230266 03/18/2022 PY3070 3.80
3711846472 04/24/2020 PY3070 10.86
3711364054 11/22/2022 PY3070 7.45
3711795829 01/14/2020 PY3070 4.34
CHECK • TOTAL: 35.57
• 08/30/2023 PRTD 2321 PUBLIC CONSULTING GR CIV-10007695 06/30/2023 PY3070 12,500.00 CHECK TOTAL: 12,500.00
• 08/30/2023 PRTD 2479 WILLIAMS, SHYANN 082923 08/29/2023 PY3070 500.00 CHECK TOTAL:, 500.00
- 08/30/2023 PRTD 6050 CALIFORNIA INDUSTRIA T-000060 06/30/2023 PY3070 9.32 CHECK • TOTAL: 9.32
M 08/30/2023 PRTD 14651 FGL ENVIRONMENTAL 249099A 12/13/2022 PY3070 93.00 244752A.2 07/22/2022 PY3070 500.00
244758A 07/18/2022 PY3070 244.00
CHECK • TOTAL: 837.00
• 08/30/2023 PRTD 16425 FEDEX 8785182140 06/27/2023 PY3070 82.00 CHECK • TOTAL: 82.00
• 08/30/2023 PRTD 16603 GROSS & STEVENS INC 135303 05/11/2023 PY3070 178.74 Report generated: 08/30/2023 16:37 Page 2
617Smame
Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL
CHECK TOTAL: 178.74
NUMBER OF CHECKS 11 *** CASH ACCOUNT TOTAL***
16,393.18

COUNT AMOUNT
TOTAL PRINTED CHECKS 11 16,393.18
*** GRAND TOTAL *** 16,393.18
Report generated: 08/30/2023 16:37 Page 3
6175mame
Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3070 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNTAN EXCEEDS PO BY PO BALANCE CHK/WIRE

APPROVED UNPAID INVOICES TO BE POSTED
750 00000 LAMPE CHRYSLER D 4164164/1 PY3070 167.44 -00 .00 ASH 01 2024/02 INV 06/21/2023 SEP-CHK: N DESCREP SERVICEOISC: •00 01411 5204 167.44 1099:

CCT 1100 DEPT DUE 08/30/202:

CONDITIONS THAT PREVENT POSTING INVOICE 750/46054
* w9hld
769 00000 AMERICAN INCORPO 46051 PY3070 1,491.00 .00 .00 7161644
AST 1100 2024/02 DA 0202 SEPROFESSTONAL SERVICE SEP-CHK: 01425 5205 1,491.00 1099:

DEPT
1024 00000 VISALIA TIRE & W 46048 PY3070 150.00 .00 .00 123735B
2024/02. INV 06/28/2023 DISC: .01 01420 5204 150.00 1099:0 DUE 08/30/2023
1234 00000 AUTOZONE 46092 PY3070 9.12 .00 .00
635392203
AST 1100 2024/02 INV 04/04/2023 SES: PROFESSTONAL SERVIC ISC : .0 01406 5205 9.12 1099:

DUE 08/30/2023
CONDITIONS THAT PREVENT POSTING INVOICE 1234/46092
1234 00000 AUTOZONE 46093 PY 3070 29.35 .00 •00
3711431602
CAST 1100 2024/02 NE 08/30/2023 DESC: PROFESSIONAL SERVIC 01406 5205 29.35 1099:

DEPT JUE 08/30/202
CONDITIONS THAT PREVENT POSTING INVOICE 1234/46093
W9hld
1234 00000 AUTOZONE 46094 PY3070 60.44 .00 .00
3711428530
CASH 01 2024/02 ON 0830/2023 SESC:PROFESSIONAL SERVICE DISC: .00 01406 5205 60.44 1099:

ACCT 1100 DEPT
Usert generated: 68/30a2023 16:32 Page 1
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3070 NEW INVOICES

DOCUMENT

VENDOR REMIT NAMEN INVOTCE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE CONDITIONS THAT PREVENT POSTING INVOICE 1234/46094
1234 00000 AUTOZONE 46095 PY3070 3.80 .00 •00
3711230266
CASH 0. 2024/02 INV 03/18/2022 SEPH: N DISC: .00 01406 5205 3.80 1099:
сст 110( DEPT DUE 08/30/2023 DESC: PROFESSIONAL SERVICE CONDITIONS THAT PREVENT POSTING INVOICE 1234/46095
* w9h1d
1234 00000 AUTOZONE 46096 PY3070 24.08 -00 .00
3711097209
ASH O 2024/02 INV 07/13/2021 INE 08/30/2023 SES:PROFESSIONAL SERVICE 01406 5205 24.08 1099:

CCT 110 DEPT
CONDITIONS THAT PREVENT POSTING INVOICE 1234/46096
1234 00000 AUTOZONE 46097 PY3070 26.99 .00 .00
3711941635
2001/02 IN 0830/2023 DESPROFESSIONAL SERVICE DISC: .00 01406 5205 26.99 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 1234/46097
* w9hld
1234 00000 AUTOZONE 46098 PY3070 46.73 .00 .00
3711875868
ASH 0 2024/02 INV 06/10/2020 SEP-CHK: N DISC: 00 01406 5205 46.73 1099:

CCT 1100 DEPT DUE 08/30/2023 DESC: PROFESSIONAL SERVICE CONDITIONS THAT PREVENT POSTING INVOICE 1234/46098
* w9hld
1234 00000 AUTOZONE 46099 PY3070 10.86 .00 .00
3711846472
01406 5205 10.86 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 1234/46099
Report generated: 08/30/2023 16:32 2
6175mame Page
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3070 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANTEE NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE * w9hld
1234 00000 AUTOZONE 3711431605 46100 PY3070 -29.35 -00 •00 2024/02 DISC: .00 1425 520 0. 0 L099
DEPT 2425 520 6.0 1099 |
CONDITIONS THAT PREVENT POSTING INVOICE 1234/46100
* wahld
04425 5203 -6:00 1009
06425 5202
21425 5202 -5.35 1099
1234 00000 AUTOZONE 46101 PY3070 13.58 .00 .00
371155800-
CASH 01 2024/02 INV 10/23/2018 DESC: PROFESSIONAL SERVICE DISC: .00 02423 5203 ACCT 1100 DEPT DUE 04/04/2023 3:50 1093
CONDITIONS THAT PREVENT POSTING INVOICE 1234/46101
04425 5203
06425 5202 2039:
21425 5203
1234 00000 AUTOZONE 46102 PY3070 12.78 •00 .00
371120165
CASH 01 2024/02 INV 08/22/2021 SEP-CHK: N DES- PROFESSTONAL SERVICE 1425 520 6.08 .095 ACCT 1100 DEPT DUE 04/04/2023 21425 520 095
CONDITIONS THAT PREVENT POSTING INVOICE 1234/46102
1234 00000 AUTOZONE 46103 PY3070 73.04 .00 .00
71141209
CAST 1100 2024/02 A 22023 SECESSIONAL SERVICE 1425 520 14-61 1099 DEPT 2425 520
CONDITIONS THAT PREVENT POSTING INVOICE 1234/46103
04425 5203
06425 5202 14:80 1033 14.61
21425 5203 14.60
Usert generated: 01/30ame 3 16:32 Page 3
User:

Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3070 NEW INVOICES

DOCUMENT
VENDOR REMIT NAME INVOICE •PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 1234 00000 AUTOZONE 46104 PY3070 23.91 .00 .00
3711175583
2024/02 DUE 2023 SEC:PROFESSIONAL SERVICE DISC: .00 01425 5203 DEPT 02425 5203 5:00 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 1234/46104
04425 5203 1099:
06425 5202 1099:
21425 5203 1099:
1234 00000 AUTOZONE 46105 PY3070 15.99 .00 .00
3711171539
2021/02 IN 01022023 SECRESSIONAL SEVE 02423 5203 3:00 1099 CONDITIONS THAT PREVENT POSTING INVOICE 1234/46105
*w9hld
04425 5203 3:00 1099
06425 5202 1099
21425 5203 3.99 1099
1234 00000 AUTOZONE 46106 PY3070 18.53 .00 .00
37110062982
2024/02 02425 5203 3:50 1099:

DEPT
CONDITIONS THAT PREVENT POSTING INVOICE 1234/46106
* w9hld
04425 5203 3.50 1099:
06425 5202 3.50 1099
21425 5203 4.53 1099:
1234 00000 AUTOZONE 46107 PY3070 60.31 .00 .00
3711333172
ASH 01 2024/02 INV 09/28/2022 SES: PROFESSIONAL SERVICE DISC: 00 01425 5203 12.06 109g сст 110( DEPT DUE 04/04/2023 02425 5203 12.06 1099
CONDITIONS THAT PREVENT POSTING INVOICE 1234/46107
* w9h1d
04425 5203 12:06
06425 5202
Report generated: 08/30/2023 16:32 Page 4
User: 6175mame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3070 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 21425 5203 12.07 1099:
1234 00000 AUTOZONE 46108 3711261863 PY3070 20.02 •00 -00 D07/02 DUE 04/08/2023 SES:PROFESSTONAL SERVICE 1099:

CAST 1100 02425 5203 4:00 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 1234/46108
04425 5203 4.00 1099:
06425 5202 4.00 1099:
21425 5203 4.02 1099:
1234 00000 AUTOZONE 46109 PY3070 27.18 - 00 .00
3711059038
CASH 01 2024/02 DUE 042023 DES:PROFESSTONAL SERVICE 1425 528 10.00 1099 ACCT 1100 DEPT DUE 04/04/2023 2425 528 10.00 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 1234/46109
*W9hld
04425 5285 7.18 1099:
1234 00000 AUTOZONE 46110 PY3070 14.45 .00 .00
3711368709
ACT 1100 2021/02 A 2023 DEGROESSIONAL SERVICE 01425 5203 14.45 1099:

CONDITIONS THAT PREVENT POSTING INVOICE 1234/46110
1234 00000 AUTOZONE 46111 PY3070 7.45 .00 .00
3711364054
ASH C 2024/02 DUE 0/02/2023 DESC:PROFESSTONAL SERVICE 01425 5203 7.45 1099:
сст 110 DEPT
CONDITIONS THAT PREVENT POSTING INVOICE 1234/46111
* w9h1d
1234 00000 AUTOZONE 3611311133 PY3070 15.09 .00 .00
CASH 01 2024/02 DUE 04/04/2023 DESC: PROFESSIONAL SERVICE DISC: .00 01420 5203 15.09 1099:

Асст 1100 DEPT
serrt generated: 08730/m023 16:3 Page 5
175mam
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3070 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE CONDITIONS THAT PREVENT POSTING INVOICE 1234/46112
1234 00000 AUTOZONE 3611005067 PY3070 24.99 .00 .00
CASH 01 2024/02 INV 02/03/2021 01425 5203 24.99 1099:

ACCT 1100 DEPT DUE 04/04/2023
CONDITIONS THAT PREVENT POSTING INVOICE 1234/46113
*w9hld
1234 00000 AUTOZONE 46114 PY3070 -18.00 .00 -00
3711996261
2024/02 NV 01/18/202 NY 01/18/2021 SES CREDI DISC: 00 01420 5205 -18.00 1099:

DEPT
CONDITIONS THAT PREVENT POSTING INVOICE 1234/46114
w9hld
1234 00000 AUTOZONE 16115 PY3070 4.34 •00 -00
3711795829
CASH 01 2024/02 DUE 01/18/2021 DESC: PROFESSIONAL SERVIC DISC: .0 01425 5203 4.34 1099:

ACCT 1100 DEPT
CONDITIONS THAT PREVENT POSTING INVOICE 1234/46115
*W9lld
1234 00000 AUTOZONE 16116 PY3070 -18.00 • 00 .00
03711730735
CASH 01 2024/02 IN 09/11/2019 SECH: N DISC: .00 01420 5203 -18.00 1099:

ACCT 1100 DEPT DUE 09/11/2019 DESC: CREDIT
CONDITIONS THAT PREVENT POSTING INVOICE 1234/46116
* w9h1d
2321 00000 PUBLIC CONSULTIN 46091 PY3070 12,500.00 • 00 .00 CIV-10007695
ACCT 1100 20P1/02 DUE 08/30/2023 DESC: PROFESSIONAL SERVICE DISC: .00 01404 5205 12,500.00 1099:

Usert generated: 01/30am023 16:32 Page 6
User:

Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3070 NEW INVOICES

DOCUMENT

VENDOR REMET NAMER INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE CONDITIONS THAT PREVENT POSTING INVOICE 2321/46091
* w9hld
2479 00000 WILLIAMS, SHYANN 46049 PY3070 500.00 -00 -00 082923
ACT 1100 2024/02. UE 08/30/2023 DESCREFUN DISC: .00 39 2211 50010 DESC: REFUN 339425 4075 250.00
CONDITIONS THAT PREVENT POSTING INVOICE 2479/46049
W9l1d
6050 00001 CALIFORNIA INDUS 46053 PY3070 9.32 .00 .00
T-000060
ASH 01 2024/02 UN 08/30/2023 DESC:PROFESSIONAL SERVIC 02425 5203 9.32 1099:

CCT 110 DEPT UE 08/30/202
14651 00000 GL ENVIRONMENTA 46088 PY3070 93.00 .00 .00
249099A
ASH 2024/02 DUE 02/30/2023 DESC:PROFESSIONAL SERVICE 02425 5205 93.00 1099:

CT 11(
14651 00000 FGL ENVIRONMENTA 46089 PY3070 500.00 -00 .00 244752A.2
ASH O 20P1/02 INV 07/22/2021 EP-СНК: 1 02425 5205 500.00 1099:
сст 110 DUE 08/30/2023
14651 00000 FGL ENVIRONMENTA 46090 PY3070 244.00 .00 .00 244758A
AST 1100 2021/02. DUE 08/30/2023 DESC: PROFESSIONAL SERVICE DISC: .00 04425 5205 244.00 1099:
16425 00000 FEDEX 46052 PY3070 82.00 .00 .00
8785182140
ACT 1100 2024/02 DUE 08272023 SEC:PROFE DESC: PROFESSIONAL SERVICE 04425 5203 82.00 1099:

DEPT
16603 00000 GROSS & STEVENS 46050 PY3070 178.74 .00 .00 135303
CASH 01 2024/02 INV 05/11/2023 SEP-CHK: N DUE 102023 DERED ERIES: 00 01411 5204 178.74 1099:

ACCT 1100 DEPT
36 APPROVED UNPAID INVOICES TOTAL 16,393.18
Report generated: 08/30/2023 16:32 Page 7
User: 6175mame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3070 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE 36 INVOICE (S) REPORT POST TOTAL 16,393.18
Report generated: 08/30/2023 16:32 Page 8
User: 6175mame
Program ID: apinvent
munis

CITY OF FARMERSVILLE
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL
CASH ACCOUNT: 01 1100 CASH (DUE TO/DUE FROM)

CHECK NO CHK DATE TYPE VENDOR NAME VOUCHER INVOICE INV DATE PO WARRANT NET 08/30/2023 PRTD 2480 LYNN JR, JAMES O. 46117 08/30/2023 PY3072 299.32 CHECK TOTAL: 299.32
NUMBER OF CHECKS 1 *** CASH ACCOUNT TOTAL *** 299.32

COUNT AMOUNT
TOTAL PRINTED CHECKS 299.32
*** GRAND TOTAL *** 299.32
Report generated: 08/30/2023 16:48 Page
User: 6175mame
Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175dgui BATCH: 3072 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOTCE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE

APPROVED UNPAID INVOICES TO BE POSTED
2480 00000 LYNN JR, JAMES O 46117 PY3072 299.32 . 00 .00 2024/02 INV 08/30/202 SEP-CHK: 04 1120 56.61 1099:

AST 1100 DEPT UE 08/30/202 06 1120

25.05 1099:
04 1120 56.61 1099:
06 1120 25.05 1099:
04 1120 56.61 1099:
06 1120 25.05 1099:
04 1120 29.29 1099:
06 1120 25.05 1099:
1 APPROVED UNPAID INVOICES TOTAL 299.32
REPORT POST TOTAL 299.32
Report generated: 08/30/2023 16:45 Page
User: 6175mame
Program ID: apinvent
CITY OF FARMERSVILLE munis
a tyler erp solution

A/P CASH DISBURSEMENTS JOURNAL
CASH ACCOUNT: 01 COME DATE TYPE VOR NAME CASH (DUE TO/DUE FROM)

CHECK NO VOUCHER INVOICE INV DATE PO WARRANT NET
08/31/2023 PRTD 1211 US BANK 07202023 08/31/2023 ACHP3076 4,478.08 CHECK TOTAL: 4,478.08
NUMBER OF CHECKS 1 *** CASH ACCOUNT TOTAL *** 4,478.08

COUNT AMOUNT
TOTAL PRINTED CHECKS 4,478.08
*** GRAND TOTAL *** 4,478.08
Report generated: 08/31/2023 16:33 Page 1
User: 6175mame
Program ID: apcshdsb
CITY OF FARMERSVILLE munis
a tyler erp solution

INVOICE ENTRY PROOF LIST
CLERK: 6175mame BATCH: 3076 NEW INVOICES

DOCUMENT

VENDOR REMIT NAME INVOICE PO VOUCHER WARRANT NET AMOUNT EXCEEDS PO BY PO BALANCE CHK/WIRE

APPROVED UNPAID INVOICES TO BE POSTED
1211 00001 US BANK 46167 ACHP3076 4,478.08 •00 .00
7202023
AT 1100 2024/0 A 2023 SECRESSIONAL SERVICE 1411 520 746.68 1099 DEP 1411 520
CONDITIONS THAT PREVENT POSTING INVOICE 1211/46167
* w9h1d
01404 5205
01414 5205 4.9
01415 5202 121.13 1099
01420 5203 15.00
60420 5504
60420 5504
01420 5204
01411 5204
01411 5205
01411 5208 1,
01411 5202
1 APPROVED UNPAID INVOICES TOTAL 4,478.08
L INVOICE(S) REPORT POST TOTAL 4,478.08
Report generated: 08/31/2023 16:29 Page 1
User: 617 Smame
Program ID: apinvent

CITY OF

FARMERSVILLE
City Council
Staff Report 7D
TO: Honorable Mayor and City Council
FROM: Rochelle Giovani, City Clerk
DATE: September 25, 2023
SUBJECT: Adopt Resolution 2023-042 and The Records Retention Schedules RECOMMENDED ACTION:

Adopt Resolution 2023-042 approving an updated Records Retention Schedule to authorize the destruction of specified records in accordance with the Schedule.

BACKGROUND and DISCUSSION:

Section 34090 of the California Government Code provides that with the approval of the legislative body by resolution and the consent of the City Attorney, the head of a City department may destroy any records, documents, instruments, books, or papers under their charge without making a copy thereof, after the same is no longer required.

The destruction of certain City records would improve the efficiency of the City by making operating files more accessible and by conserving storage space. It would also help the City to mitigate unnecessary risk by staying within the boundaries of best practices for records retention. It will also further align the City with our storage changes made this past year in the records room.

ATTACHMENTS):

Resolution 2023-042
Records Retention Schedule
RESOLUTION NO. 2023-042

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

FARMERSVILLE, CALIFORNIA, ADOPTING A RECORDS RETENTION

SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Farmersville; anc 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;
NOW, THEREFORE, THE CITY COUNCIL OF THE CIȚY OF FARMERSVILLE DOES RESOLVE AS FOLLOWS:

Section 1. The records of the City of Farmersville, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, without further action by the City Council of the City of Farmersville.

Section 2: Updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.

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

Section 4. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

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

PASSED AND ADOPTED by the City Council of the City of Farmersville on September 25, 2023, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
| HEREBY CERTIFY that the foregoing Resolution No. 2023-042 was duly anc egularly adopted at a regular meeting of the City Council of the City of Farmersville or •September 25, 2023.

Tina Lopez, Mayor
ATTEST:

City Clerk, Rochelle Giovani

HOW TO USE RETENTION SCHEDULES
01935-2023 Glato le netal Set but pro san fre al is reserved 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 lepartment, 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:
• Réduce 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 arid 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 NOI 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)."
• '

RECORDS RETENTION SCHEDULE LEGEND
01985-2023 not duplete or sal ste enout pilor witen permission this reservol a Gi Counci meting (hen is the Cy clear, keps the original or record copy: Usualy i is the department that originates the record, unless the item is for 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 intra- agency 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 imaaina 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 (legal requirements) the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media, Immutable Cloud Medla, DVD-R, CD- EC: Ci code citations (S: Section) CBC: Califomia Building Code CCR: Califomia Code of Regulations (CA;
°C: Penal Code (CA
Wei Weare a instions Code (CA
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Destroy
Office of Image: Paper
Retention No. Records Description Total Vital? Media I=Import Record (OFR) after Comments / Reference
Retention Options M=Mfr Imaged /
5=Scan oc'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the Lead Department: If you are the OFR, refer to your department retention schedule.

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

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion) CITY-WIDE (Used by All Departments
Lead Dept. CW-001 Accident Reports / Incident Reports (Members Mag. 2 years GC §34090
of the Public - No Claim Filed) Ppr
Agreements & Contracts: ADMINISTRATIVE
FILES (No Grant Funding) (Correspondence, City preference; Covers E&O Statute of Limitations; Published Audit Standards=4-7
Insurance Certificates, Project Administration, Mag.

Completion + Yes: Upon years; Statute of Limitations: Contracts & CW-002 | Project Schedules, Certified Payrolls, Invoice Yes: Before Mfr, OD.

Lead Dept. S/I Completio Spec's=4 years, Wrongful Death=comp. + 5 copies, Logs, etc.) 10 years Completion
Ppr years, Developers=comp. + 10 years;
City Clerk maintains originals (except for Statewide guidelines propose termination + Recreation Instructors) 5 years: CCP §337 et. seq., GC §34090 Some grant funding agencies require
Agreements & Contracts: ADMINISTRATIVE audits; Statute of Limitations for Errors & FILES (With Grant Funding) Completion + Omissions is 10 years; Published Audit 10 years or Standards=4-7 years; Statute of
(Correspondence, Insurance Certificates, After Funding
Mag. Yes: Upon Limitations: Contracts & Spec's=4 years, CW-003 Project Administration, Project Schedules. Yes: Before Mft, OD.

Lead Dept. Agency Audit, S/I Completio Wrongful Death=comp. + 5 years.

Certified Payrolls, Invoice copies, Logs, etc.) Completion if required, Ppr Developers=comp. + 10 years; Statewide whichever is guidelines propose termination + 5 years:

City Clerk maintains originals (except for
Recreation Instructors) longer CCP §337 et. seq.. 2 CFR 200.333; 24 CFR 91.105(h), 92.505, & 570.502(b), 29
CFR 97.42; OMB Circular A-133GC §34090
Bid Opening Packets: Bids or Proposals in
response to RFPs (Request for Proposals)
Mag. Yes: After
Lead Dept. CW-004 and/or RFQs (Request for Qualifications). 2 years GC 934090 Notices, Specifications, Unsuccessful Ppr QC & OD
Proposals
Boards, Commissions, & Committees
External Organizations - Agendas, Minutes, When No
CW-005 Longer Non-records
Resolutions, or other documents
(e.g. County Board of Supervisors) Required
FARMERSVILLE, CA. 01995-2021 Glacwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Destroy
Image: Paper
Office of Total Media I=import
Record (OFR) Retention No. Comments/ Reference
Boards, Committees, Commissions, Task Mag.

Staffing Dept. CW-006 GC 534090 et seq.

Council, - AGENDAS & STAFF REPORTS Ppr
Boards, Committees, Commissions, Task
Staffing Dept. CW-007 Forces: Citizen Advisory Created by the City P Mag, • GC §34090 Council, - MINUTES Ppr
nly Citizen Advisory Boards appointed I
Committees: City Council Subcommittees Mag, le City Council must retain minute Staffing Dept. CW-008 AGENDAS and MINUTES 2 years
Ppr
Committees: Employee Committees, Employee
Staffing Dept. CW-009 Staff Meetings / Department Staff Meetings 2 years Mag.

AGENDAS and MINUTES Ppr
Lead
(Responding) CW-010 Complaints / Concerns from Citizens nimum 2 Mag.

Por
Dept.
534090
Copies-
CW-011 When No
Lead Dept. Copies or duplicates of any record Longer Mag Ppr GC $34090.7 Required
FARMERSVILLE, CA. ©1995-2021 Gladwell Govemmental Services, Inc. - all rights reserves Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver.20: RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Destroy
Image: Paper
Office of Total Vital? Media I-Import
Record (OFR) Retention No. Records Description Retention Options after Comments / Reference M=Mfr Imaged &
S-Scan QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the Lead Department. If you are the FR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (eg. 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 (refention resumes after settlement or completion) Dept. that Correspondence - ROUTINE (Content relates
Authors in a substantive way to the conduct of the
Document public's business)
CW-012 Mag.
or 2 years GC §34090
Receives the (e.g. Letters, Memorandums, Administrative, Ppr City's Original Chronological, General Files, Reading File, Document Working Files, etc.)
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and Electronic and paper records are filed and Intraagency Memoranda NOT retained in the retained based upon their CONTENT. ordinary course of business ecords, e-mails, electronic records, cial media postings where the Conte
Content NOT Substantive, or NOT made or
retalned for the purpose of preserving the
Dept. that informational content for future reference
Authors
Document e.g. calendars, checklists, e-mail, social media When No for future reference are saved by printing CW-013 Longer Mag.
or sting, employee directories, fiyers, invitations. them out and placing in a file folder, or Ppr
Receives the instant messaging, inventories, logs, mailing Required aving them electronically in a folde City's Original lists, meeting room registrations, speaker cards, Document here, const the riy Atomy to determine
staff videoconference chats, notes and
recordings, supply inventories, staff
videoconferences, chats, notes, recordings,
telephone messages, text messages,
transmittal letters, thank yous, requests from •
ther cities, preliminary notices for construction
rojects, undeliverable envelopes, visitors log:
(voice mails, webpages, etc.)
FARMERSVILLE, CA. 01995-2021 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
• •
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Records Description Total Vital? Media I=Import Comments / Reference Record (OFR) Retention No. Retention after
Options scan Imaged &
Qc*d?
Retentions apply to the department that is NOT the Office of Record (OFR), or the Lead Department": It you are the OFR, refer to your department retention schedule.

Drafts & Notes: Drafts that are revised (retair When No Lead Dept. CW-014 Longer Mag.
final version; Required •Ppr
The Lead Department should print out
When No- historical documents (or save source data)
Lead Dept. CW-015 GIS Database / Data / Layers (both City-wide Longer Yes Mag prior to replacing the data, if they require and Specialized) the data or output for historical purposes Required
CW-016 Grants (UNSUCCESSFUL Applications, 2 years Mag. GC 534090 Lead Dept. Correspondence) Ppr
Grants / CDBG (Community Development Block
Grant) / Reimbursable Claims / FEMA
Reimbursements / OES Reimbursements
to pass the funding agency's audit, if required)
Lead Dept. CW-017
recespondence, audit records, completion A-110 & A-133; GC $34090 When No Used by City Manager's staff; Non-records -
Lead Dept. CW-018 Newspaper Clippings Longer Ppr may be obtained from the newspaper Required. company: GC 534090
Human Separation or Before Ensure records kept in Department files CW-019 Personnel Files (Department-level Files) Transfer + 3 Mag. comply with City policy (all originals are Resources Separation Ppr
years sent to Human Resources); GC §34090.7
FARMERSVILLE, CA. ®1995-2021 Gladwell Govemmentat Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
•
-
•
•
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Image: Destroy
Office of Total Media (Isimport Paper
Record (OFR) Retention No. Records Description. Retention Vital? after Comments / Reforence Options M=Mfr
Retentions apply to the department that is NOT the Office of Record (OFR), or the Lead Department?. It you are the OF, reforto your department retention schedule. Rotentions begin when the act is completed, and Imply a ful file folder (2.9, fast document +22 years), since destruction is normally perfomed by fle folder.

HOLDS: Ligation, claims, complaints, autits, public records act requests, andorinvestigations suspend normal retention periods (retention resumes afor settlement or completion). into Before lotes maintained in a separate folder to b
Lead Dept. CW-020 (Personnel Files (Supervisor's Notes) Performance Mag, Annual Ppr
Lou monted Evaluation
Lead Dept. CW-021 Mag. Preliminary Drafts; destroy unnecessary Photographs Longer Ppr photographs. GC 5534090, 6252, 6254(a Required
Lead Dept. CW-022 Public Relations / Press Releases 2 years GC $34090 Lead Dept.
(Who Ordered CW-023 al Estate Appraisal Reports: Property N 2 years Mag. the Appraisal) irchased, Loans not funded, Ppr
Lead Dept. eal Estate Appraisal Reports: Purchase
(Who Ordered CW-024 Minimum 5 Yes: Batore Mr. OD. s Yes: After the Appraisal) roperty, Funded Loar Purchase Ppr QC &OD Brochures, Flyers, Manuals, Newsletters, etc: When No
CW-025 Produced by OUTSIDE ORGANIZATIONS Longer Mag, Non-Records League of California Cities, Chamber o Required Ppr
Commerce, etc.)
Brochures yer, Manuals, orse: Minimum 2 Mag.

Lead Dept. CW-026
years Ppr
YOUR Department
FARMERSVILLE, CA. ©1995-2021 Gladwell Govermental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
•
•
•
-
•
-
-
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Destroy
Image: • Paper
Office of Total Media I=Import Comments / Reference
Record (OFR) Retention No. Records Description Vital? after Retention Options MaMfr Imaged &
S-Scan acd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the Lead Department: If you are the OF, refer to your department retention schedule.

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

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

Lead Dept. CW-027 When Mag. Copies: GC §34090.7
Superseded Ppr
Reports and Studies (Historically significant - Mag, Yes: After Administratively and Historically significan Lead Dept. CW-028 - Mr, OD, " - 10 years therefore retained permanently; GC §3409 e.g., Zoning Studies)
Ppr
Information is outdated after 10 years;
Lead Dept. CW-029 Reports and Studies (other than Historicall) Mag, ignificant reports - e.g. Annual Reports 10 years Ppr
GC 534090
Mag, OSHA requires 5 years; State law requires
Lead Dept. CW-030 Safety Meetings (all) 5 years Mr, OD, Yes: After 2 years; 8 CCR §3203(b)(1), OMB 1220.

QC & OD
Ppr 0029; GC 534090; LC 56429c
Lead Dept. CW-031 Minimum 2 Yes: Before Mag. Department Preference; GC 534090 et Special Event Permits
years Completion Ppr seq.

Lead Dept. CW-032 Special Projects / Subject Files/ Issue Files Minimum 2 Mag, Department Preference: GC 534090 et seq years Ppr
Mag.

Lead Dept. CW-033 forms are considered a draft or transitory 2 years GC §34090 cord, and can be destroyed as drafts (Whe Ppr
• Longer Require
Do not dipies or dise, a viol route per ision rom do (80 a - l all rights reserve Adopted:
•
. -
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Media (import Pary
Retention No. Total Vitai?
Record (OFR) Records Description Retention after Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the Lead Department: If you are the OF, 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: Ligation, aims, complaints, audis, public recors at reguests, endor invesigations suspend noma retention prods retention roguepamen pretence, Eries Training is 5 Training Presented by City Staff - ALL COURSE
RECORDS years; Calif. Labor Division is required to
keep their OSHA records 7 years;
(Attendance Rosters, Outlines and Materials; Mag, Yes: When EEOC/FLSA/ADEA (Age) requires 3 years Lead Dept. CW-034 5 years Mir, OD,
includes Ethics, Harassment, & Safety Training for promotion, demotion, transfer, selection & Tailgates) Por r discharge; State Law requires 2-3 yea or personnel actions; 8 CCR §3203,
Certificates are retained in Personnel File seq., 29 CFR 1627.3(b)(ii), LC §6429(c):

GC 5512946, 34090, 53235.2(b)
-
FARMERSVILLE, CA. 61995-2021 Gladwell Govermental Services, Inc. - all rights reserved Do not duplicato or distribute without prior written permission from GGS (909) 337-3516 Adopted:
-
Ver. 2.0 RECORDS RETENTION SCHEDULE: BUILDING Page BL-1 Destroy
Image: Paper
Office of Retention No. Records Description Total Vital? Media I=import Record (OFR) Retention Options M=Mfr after Comments / Reference S=Scan Imaged &
oc'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) BUILDING (Permits are Issued by the City; Tulare County Resource Management Agency is Building Official / Inspector) Mag. Yes: After
Life of the
Building BL-001 Address Files / Building Permits Yes (all) Mfr, OD S/ I GC §34090, H&S §19850 Structure QC & OD
Ppr
Building BL-002 Department Preference - Data is
Building Permit Database Indefinite Yes (all) Mag
interrelated; GC §34090, H&S §19850
Minimum Mag. Department preference; Preliminary
Building Cancelled or Yes: After drafts not retained in the ordinary course BL -003 Building Plans - Cancelled or Withdrawn Mfr. OD S/ 1 Withdrawn QC & OD of business; CBC §104.7; H&S§19850,
Ppr
GC §34090
Mag.

Building Life of the Yes: After Department preference; CBC §104.7; BL-004 Building Plans - Expired Mfr. OD S/ I
Structure QC & OD H&S§19850, GC §34090
Ppr
Department Preference; Law requires for
Life of the Mag.

Building BL-005 Building Plans - Finalled - TENANT Yes: After the life of the building for commercial and Yes (all) Mfr, OD. S/ I
IMPROVEMENTS Structure QC & OD common interest dwellings only; CBC Ppr
104.7 & 107.5, H&S§19850, GC §34090
Building Plans / Grading Plans - Finalled - Department Preference; Law requires for Life of the Mag.

Building BL-006 INDUSTRIAL, COMMERCIAL, MULTI-FAMILY Yes (all) Yes: After the life of the building for commercial and Structure Mír, OD S/I
DWELLINGS, PLACES OF PUBLIC QC & OD common interest dwellings only: CBC Ppr
ACCOMMODATION 104.7 & 107.5, H&S§19850, GC §34090
Department preference; State law
Building Plans / Grading Plans - Finalled - requires plans need not be filed for SINGLE FAMILY RESIDENTIAL - SFR and Mag. dwellings less than 2 stories, garages & BL-007 Life of the Yes: After appurtenances, farms/ranches, 1-story Building APPURTENANCES Yes (all) Mfr. OD S/ I
Structure QC & OD with bearing walls less than 25'; CBC inergy Calculations, Structural Calculations, So Ppr
eports, Geotechnical Repor requires 180 days from completion date; CBC 104.7 & 107.5, H&S§ 19850, GC
534090
FARMERSVILLE, CA. 01995-2021 Gladwell Govermental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted Ver. 2.0 RECORDS RETENTION SCHEDULE: BUILDING Page BL-2 Image: Destroy
Office of Total Media I=Import Paper Comments / Reference Record (OFR) Retention No. Records Description. Retention Vital? after Options| M=Mir tmaged &
S=Scan
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 requesis, audils and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Minimum
California Building Codes / Uniform Building While Mag
Building BL-008 Codes Yes: After GC S50022.

Ordinarice i 2C & OD
in Fora Ppr
Mag.

Building BL-009 Certificate of Occupancy (Cofo) P Yes (all) | Mír, OD, Yes: After Department Preference; GC $34090 QC& OD
Ppr
Copyright Release Forms / Requests & Mag.

Building BL-010 Permissions to Receive Copies of Plans (to and 2 years Mir, OD, from Architects) Ppr
hen Pem Mag.

Building BL-011 Job Cards / Inspections / Correction Notices Mfr, OD, Yo: Da, atone eliminary ; Finalle
Ppr
hen Perm Mag,
Building BL-012 Plan Check Comments (Site Plan File) Mfr, OD.

Finall
Ppr
e of ti Mag.

Building BL-013 Stop Work Notices Mfr, OD,
ructu
Ppr
Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Image: Destroy
Record Retention No. Records Description Total Vital? laimport Paper after Comments / Reference (OFR) Retention
S=Scan Qc'd?
Of the record is not listed here, refer to the Retention for City-Wide Standards Retentions be ast document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, ts and/or investigations suspend normal retention periods (retention resumes after settlement or completion)

CITY CLERK
Affidavits of Publications / Affidavits of Brown Act challenges must be filed within 30 Posting Notices / Legal Advertising / or 90 days of action; Statute of Limitations City Clerk CC-001 2 years Mag. Ppr
Notices / Proofs of Publications / Public on Municipal Government actions is 3 - 6 Hearing Notices months; GC 5534090, 54960. 1(c)(1)
Agenda Packets: City Council, Planning Mag, Mfr., Yes: After City Clerk CC-002 S/I Department preference: GC §34090
Commission OD, Ppr QC & OD
Agreements & Contracts - ALL - Non-
Infrastructure that are NOT Imaged
Department preference; Covers E&O Statute
includes all contractual obligations (e.g. of Limitations; Published Audit Standards=4- Amendments, Insurance Certificates, Scope 7 years; Statute of Limitations: Contracts & City Clerk CC-003 Completion Yes: Before Mag, Mfr, Yes: After Spec's=4 years, Wrongful Death=comp. + 5 of Work or Successful Proposal) + 10 years Completion OD, Ppr QC & OD years, Developers=comp. + 10 years;
Examples of NON-Infrastructure: Consulting. Statewide guidelines propose termination + disposal, City Manager employment contracts 5 years; CCP §337 et. seq., GC §34090 leases, loans, mutual aid, professional services,
services, etc.

Agreements & Contracts - ALL - If Imaged,
Infrastructure, CIPs, MOUs, MOAs,
Settlement Agreements
Department Preference; All infrastructure
includes all contractual obligations (e.g. contracts should be permanent for Amendments, Insurance Certificates, Scope Yes: Before Mag, Mfr, Yes: After emergency response; Statute of Limitations City Clerk CC-004 of Work or Successful Proposal) P S/
Completion OD, Ppr QC & OD is 4 years: 10 years for Errors & Omissions land records are permanent by law; CCP
Examples of Infrastructure: Architects, CaPERS. §337 et. seq.. GC §34090 CIPs (Capital Improvement Projects.) franchise
agreements, settlement agreements, subdivision
improvement agreements, development, Joint
Powers, MOUs, settlement. water richts etc
FARMERSVILLE, CA. 01995-2021 Glacwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments / Reference (OFR) Retention Options M-Mfr Imaged &
S=Scan ac'd?
I 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) P Mag, Mfr, S/I A Department preference; C $34090
City Clerk CC-005 Annexations / Deannexations OD, Ppi
City Clerk CC-006 Assessment Districts (Formation) P Mag, Mfr, s11 Yes: After Department preference; GC 534090 OD, Ppr QC & OD
Jing for Damage to City Property / Thi
arty Claims to Insurance Companies
City Clerk CC-007 ivate Parties to Reimburse City (Pub . 5 years Yes (all) Mag Mr, Years Department audience mard 59090 . orks sends invoice, City Clerk process .OD, Ppr
payments)
City Clerk CC-008 Board & Commission / Committee Maddy 2 years Mag, Ppr C AND CC $34030 Act Lists / Vacancy Notices
City Clerk CC-009 City Articles of Incorporation P Mag, Mfr, S/i. YeS ADD Dapartment preference: GC $34090 OD, Ppr
City Clerk CC-010 Catal List of ears Rosiers P Mag, Mfr S/I Yes O Department preference; GC $34090 OD, Ppr
aims Against the City Form (Initiatin
City Clerk CC-011 m; Claim sent to Human Resources / Ris 2 years Mag, Ppr Yes: After GC 534090 Management QC & OD
CC-012 Filing System / Subject Files / Function Minimum 2 Mag, Ppr Yes: After Department preference; GC $34090 City Clerk Filing System years QC & OD
FPPC Economic Interest Filings (FPPC 700 Mag, Mfr, es: Afte City Clerk CC-013 Series Forms - Statement of Economic 7 years S/I • (Sary males original statements: 6C (Interests): ALL OD, Ppr year:

City Clerk CC-014 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S/I Yes: After Must post on website; GC 581009(e) 2 years
City Clerk CG-015 FPPC Form 802 (Event Ticket / Pass 7 years Mag, Ppr Yes: After Should post on website for 4 years; GC [Distributions Agency Report) 2 years 581009(e)
FARMERSVILLE, CA. 01995-2021 Gladwell Govemmental Services, In. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
•
• • •
•
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments / Reference Retention Options M=Mfr Imaged &
(OFR) S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

City Clerk CC-016 FPPC Form 803 (Behested Payment Yes: After GC §81009(e) 7 years Mag, Ppr S/ I
Report) 2 years
FPPC Form 806 (Agency Report of Public Yes: After Must post on website; 2 CCR 18705.5; 2 City Clerk CC-017 7 years Mag, Ppr S/I CCR 18702.5(b)(3); GC §34090; GC Official Appointments) 2 years
§81009(e)
FPPC Lobbyist Authorization / Reporting - Yes: After
City Clerk CC-018 5 years Mag, Ppr 2 CCR 18615(d); GC §34090 FPPC Form 635 / 602 2 years

CITY CLERK ELECTIONS (CONSOLIDATED)
Campaign Filings (FPPC 400 Series Forms
& Form 501): UNSUCCESSFUL Mag, Mír, Yes: After Paper must be retained for at least 2 years; City Clerk CC-019 5 years
OD, Ppr 2 years GC §81009(b)&(g)

CANDIDATES
Campaign Filings (FPPC 400 Series Forms
Mag, Mfr. Yes: After Paper must be retained for at least 2 years; City Clerk CC-020 & Form 501): SUCCESSFUL P
OD, Ppr 2 years GC §81009(b)&(g)
CANDIDATES (Elected Officials)
Campaign Filings (FPPC 400 Series
City Clerk CC-021 Forms): THOSE NOT REQUIRED TO FILE Yes: After Paper must be retained for at least 2 years; 4 years Mag, Ppr
2 years GC §81009(f)&(g)
ORIGINAL WITH CITY CLERK (copies)
Campaign Filings (FPPC 400 Series
City Clerk CC-022 Forms): OTHER COMMITTEES (PACS - 7 years Mag, Ppr Yes: After Paper must be retained for at least 2 years; 2 years GC §81009(c)&(g)
not candidate-controlled)
Department Preference; Statewide
Candidate File: Nomination Papers, guidelines proposes 4 years for successful Term of Yes: After
City Clerk CC-023 Candidate Statement Forms, etc. - Office + 4 candidates, 2 years for unsuccessful; CA law Mag, Ppr QC & OD
SUCCESSFUL CANDIDATES states term of office and 4 years after the years
expiration of term and does not delineate
between the two: EC $17100
FARMERSVILLE, CA. 01995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=import Paper after Comments / Reference (OFR) Retention Options M=Mfr imaged &
S=Scan Qc'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Refentions begin when the act is completed, and imply a fulfile folder (e 9. last document + 2 years), since destruction is normaly 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).

Statewide guidelines proposes 4 years for
Candidate File: Nomination Papers, successful candidates, 2 years for City Clerk CC-024 Candidate Statement Forms, etc. - Election + 4 Mag, Ppr Yes: After years QC & OD

UNSUCCESSFUL CANDIDATES
$17100
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
City Clerk CC-025 Council, Precinct Maps, County Election Minimum 2 Mag, Ppr Services, Candidate Statements to be years
printed in the Sample Ballot, Polling
Locations and Precinct Board Members,
Notices, Postings, etc.)
Results + E
nonths, o
Final ot accessible to the public; The 8 mor
tention applies after election results,
CC-026 Elections - Petitions (Initiative, Recall or
City Clerk Referendum) Ppr final examination if no election, unless there after petition is a legal or FPPC proceeding. EC
examinatior S$17200(b)(3), 17400
f petition i:
insufficient
Prop. 218 Protest Letters or Ballots and
City Clerk CC-027 2 years Mag, Ppr GC §53753(e)(2)
Tabulation
(End of Elections Section)
City Clerk CC-028 Enterprise System Catalogue (Listing of When Yes Mag. GC §34090 et seq.

Enterprise-wide Software, posted on line) Superseded
FARMERSVILLE, CA. 01995-2021 Glacwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC.5 Office of Image: Destroy
Record Total Media I=Import Paper after Comments / Reference Retention No. Records Description Retention Vital? Options M=Mfr | Imaged & (OFR) S=Scan
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).

Historical Records, Photographs, & City Clerk determines historical significance; Historical Projects (e.g. City Anniversaries, Mag, Mir. Yes: After records can address a variety of subjects City Clerk CC-029 incorporation, City Seal, Awards of QC'd & OD and media. Some media (eg. audio and significant historical interest, Grand OD, PpI video tape) may be limited because of the Openings, etc.) media's life expectancy: GC $34090
City Clerk Minutes: City Council, Planning P Mag, Mir, S/I No GC $34090(e) Commission OD, Ppr
Department Preference; Statute of
Limitations: Public official misconduct is
City Clerk cC-031 • th of Office / Appointments: City Council, Separatic: Mag, Mir, S/I Yes: After ards and Commissio 4 years OD, Ppr QC'd & OD discovery of offense + 4 years, GC 5936507, 34090; PC §5801.5, 803(c); 28
USC 1113
City Clerk CC-032 Ordinances Mag, Mír, sii No GC $34090(e) OD, Ppr
City Clerk CC-033 Proclamations / Commendations / 2 years Mag, Mfr, s/I Yes: After GC $34090 Memoriums / Recognitions, etc. OD, Ppr acd & OD
City Clerk CC-034 Public Records Requests / Subpoenas 2 years Yes: After GC $34090 Duces Tecum - Except Police and Fire Mag, Ppr QC'd & OD City Clerk
OR Public Recorded Documents: Deeds, Easements,
CC-035 Right of Ways, Abandonments/ Vacation, P Mag, Mfr, No GC $34090(a) Works i Liens / Lien Releases OD, Ppr
Engineering
City Clerk CC-036 (record on lie Alienation Forms 8. 10 years Yes A Of Department preference; C $34080 City Clerk CC-037 Resolutions: City Council, Planning •P Mag, Mfr, GC §34090(e) Commission OD, Ppr No
FARMERSVILLE, CA. 01995-2021 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
• • •
•
•
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media t=import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged &
S=Scan Qc'd?
if the record is not listed here, refer to the Retention for City-Wide Standards.

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

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

City Clerk CC-038 Secretary of State Statement of Facts/ 2 years Mag, Ppr GC $34090 Registry of Public Officials
Upon Sale of Provided to new owner upon sale; GC
City Clerk CC-039 Vehicle Titles / Pink Slips Ppr
Vehicle [534090
FARMERSVILLE, CA. 01995-2021 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments / Reference (OFR) Retention Options
S=Scan Qc'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY MANAGER
City
CM-001 City Council Correspondence 4 years Mag. Ppr Department Preference; GC §34090 Manager
City Legislation - Support or Oppose State or
CM-002 2 years Mag, Ppr GC §34090
Manager Federal Legislation
Projects, Programs, Subject & Issues Minimum 2 Yes: While City
CM-003 (Issues and/or projects will vary over time - Active Mag, Ppr Department Preference; GC §34090 Manager years
e.g. Sister City, Goals & Objectives, etc.) Issues
FARMERSVILLE, CA. ©1995-2020 Gladwell Govermental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: CODE ENFORCEMENT Page CE-1 Image: Destroy
Office of Total Vital? Media I=import Paper
Record (OFR Retention No. Records Description Retention Options M=Mfr after Comments / Reference S=Scan Imaged &
OG'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CODE ENFORCEMENT
Mag. Yes:

Code Enforce. CE-001 Notice of Violations. / Code Enforcement Citations Minimum 2 Mfr. OD. S/I When Authority preference; GC §34090 years Ppr Inactive
Code Enforce. CE-002 Code Enforcement Database Indefinite Yes (all) Mag intrap, C S4. D. RS 919850) Code Enforcement / Abatement Case Files
Minimum 2 Yes: Until Mag. Pp
Code Enforce. CE-003 (Includes appeals and Code Enforcement Authority preference; GC §34090 Complaint Letters) years Resolution
FARMERSVILLE, CA. 01995-2021 Gladwell Govermental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments / Reference Retention Options M=Mfr Imaged &
(OFR)
S=Scan oc'd?
if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

FINANCE / ACCOUNTS PAYABLE & PURCHASING
Finance / Department Preference; IRS: 4 years
Accounts 1099's / 1096's / DE542 (California Report after tax is due or paid (longer for FIN-001 5 years Mag, Ppr auditing & contractor delinquency); Ca.

Payable & of Independent Contractors)
FTB: 3 years; 26 CFR §31.6001-1(e)(2).

Purchasing
R&T §19530, GC §34090; 29 USC 436
Accounts Payable / Invoices and Backup /
Warrants / Refunds / Credit Card Department preference; 5 years meets Statements / P-Card Statements municipal government auditing standards and Statute of Limitations for
Finance / (Includes Invoices, Travel Expense
Accounts Reimbursements, etc.) Yes: Until Mag, Mfr, Yes: After contracts; Purchasing preference for P- FIN-002 5 years S/ I Card Invoices (48 CFR 4.805 requires Payable & Paid OD, Ppr QC & OD
Purchasing Excludes Grant Drawdowns with attached Federal Agencies to retain their contracts, unsuccessful & successful
proof of expenses (see Accounts
proposals 6 years after final payment);
Receivable)
CCP §337 et. seq.: GC §34090
Finance /
Accounts Vendor Yes: Until Meets IRS Auditing Standards (3 years Mag, Mír, Yes: After
FIN-003 W-9s Inactive + 3 S/ I after the last payment to the vendor):

Payable & Paid OD, Ppr QC & OD
Purchasing years GC §34090

FINANCE / ACCOUNTS RECEIVABLE
Accounts Receivable / Revenue / Business
Finance / Tax Receipts / Our Invoices to Outside
Entities: Insurance Companies, Franchise Yes: Until Mag, Mfr Yes: After Department preference; Meets auditing Accounts FIN-004 5 years S/ I
Fees, DUI Billing, Transient Occupancy Paid OD, Ppr QC & OD standards; GC §34090 et seq.

Receivable
Tax (TOT), Auctions of Surplus Property,
Finance /
Accounts FIN-005 5 years Mag, Mfr, SII
Receivable Cash, etc. OD, Ppr
FARMERSVILLE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserve Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments / Reference Retention Options M=Mfr Imaged &
(OFR)
S=Scan ac'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e. g. last document + 2 years), since destruction is normally performed by file folder.

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

Finance / Yes: Until Department preference to ensure audits Grant Drawdowns with attached proof of Mag, Mfr, Yes: After Accounts FIN-006 10 years S/ I by Grant Funders are met; Meets expenses Paid OD, Ppr QC & OD
Receivable auditing standards; GC §34090 et seq.

FINANCE / DEBT SERVICES
Department Preference; Statute of
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations Limitations for bonds, mortgages, trust (COPs) - Includes Continuing Disclosure Fully deeds, notes or debentures is 6 years; Finance / Yes: Until Bonds issued by local governments are Debt Services FIN-007 Reports Defeased + Mag. Ppr
10 years Maturity 10 years; There are specific
requirements for disposal of unused
See Bank Statements for statement
bonds; CCP §§336 et seq 337.5(a); 26
retention.

CFR 1.6001-1(e): GC §43900 et seq

FINANCE / GENERAL LEDGER
Finance /
_Financial Services Database (Tyler Data Fields / Records are interrelated; General FIN-008 Indefinite Yes Mag GC §34090
Munis)
Ledger
Finance / When No
General FIN-009 Audit Work Papers Longer Mag, Ppr Preliminary drafts / content not substantive: GC §34090
Ledger Required
Finance /
Audits - Annual Financial Reports / Annual Mag, Mfr, Yes: After General FIN-010 P S/ I Department Preference; GC §34090 Consolidated Financial Report (ACFR) OD, Ppr QC & OD
Ledger
Finance / Audits - Single Audits, Grant Audits, IRS Department Preference (meets General FIN-011 Audits, Transportation Audits, PERS Audit, 5 years Mag, Ppr municipal government auditing Ledger etc. standards); GC 534090
Finance/ Bank Statements and Trustee Statements.

General FIN-012 Fiscal Agent Statements, Investment 5 years Mag, Ppr Ledger Account Statements, Bank Reconciliations
FARMERSVILLE, CA. 01995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
•
Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of image: Destroy
Record Retention No. Total Media Isimport Paper after
Records Description Vital? Options Comments / Reference (OFR) Retention M=Mfr imaged &
S=Scan ac'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Finance/
General FIN-013 Budgets - Finals and Amendments P S/I YeS O Department Preference: GC$34050 Ledger
Finance / When No
General FIN-014 Budgets Work Papers Longer Mag, Ppr • Preliminary drafts; GC §34090 Ledger Required
Finance /
General FIN-015 Checks / Warrants (Cashed) 5 years Mag, Mir, YeS A and mus, aeroment auding OD, PpI QC & 00
Ledger
Finance / When No
General FIN-016 Checks / Warrants (VOIDED) Longer Mag, Ppr Preliminary drafts: GC 534090 Ledger Required
inance
Senera FIN-017 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Ppr
Ledger
Finance /
General FIN-018 investment Reports & Backup 5 years Mag, Ppr Department Preference; GC 534090 Ledger
Investments/ Investment Statements / Department Preference; Meets auditing Finance / Certificate of Deposit / Investment Bonds standards; statewide guidelines General FIN-019 (Receipts / Advisor Reports / Trade 5 years Mag, Ppr Ledger Tickets / LAIF (Local Agency Investment
(Fund))
Finance / partment Preference; meets auditing
General FIN-020 Journal Entries / Journal Vouchers 5 years Mag, Ppr andards; GC §34090, 26 CFR 31.600 Ledger
Finance/ Department Preference (meets
General FIN-021 OES / FEMA Claims 10 years Mag, Ppi municipal government auditing Ledger (standards); GC 534090
FARMERSVILLE, CA. 01995-2021 Gladwell Govemmental Services, Inc. -ail rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN 4 Office of Image: Destroy
Retention No. Records Description Total Media import Paper after Record Retention Vital? Comments / Reference
(OFR) Options M=Mfr Imaged &
S=Scan oc'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Reports, General Ledger, Subsidiary
Ledgers, Reconciliations, Registers, Department preference (The Financial Finance / When No
Transaction Histories, Balance Sheets. System Database is the original; reports General FIN-022 Longer Mag, Ppr
Revenue & Expenditure Reports, etc. are considered drafts or copies); GC Ledger Required
(FROM DATABASE - ANNUAL, §34090

MONTHLY OR PERIODIC)
Reports: Annual State or Federal: State
Finance / Controller's Report, Local Government
General FIN-023 Compensation Report, Gas Tax, MOE 5 years Mag. Mfr., S/I Yes: After Department Preference; Meets auditing (Maintenance of Effort) Report, Street OD, Ppr QC & OD standards; GC §34090 Ledger
Report, etc.

Finance / Tax - Annual Tax Roll and Special
General FIN-024 Assessments: Landscape and Lighting 5 years Mag, Mfr. S/ I Yes: After Department Preference; Meets auditing OD, Ppr QC & OD standards; GC §34090
Ledger Districts, etc.

Finance / When No Compilation of Non-Records /
General FIN-025 Tax - Sales Tax Reports (HdL) Longer Mag, Mfr, S /1 Yes: After Preliminary drafts used to project OD, Ppr QC & OD
Ledger Required revenue: GC $34090

FINANCE / PAYROLL
Finance / CalPERS Reports - Annual Valuation
FIN-026 5 years Mag, Ppr Department Preference; GC §34090 Payroll Reports, Actuarial Valuation Reports
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 & Department Preference; IRS: 4yrs after DE-166, 941 Forms, PERS / FICA & tax is due or paid; Ca. FTB: 3 years; Finance /
FIN-027 Medicare Adjustments - Quarterly Payroll 5 years Mag, Ppr Articles show 7 years; IRS Reg Payroll
Tax Returns / OASDI, Federal Tax §31.6001-1(e)(2), R&T §19530; 29CFR Deposits, Adjustments, etc 516.5 - 516.6, 29USC 436, GC §34090 Finance / Department preference; Meets
Employee Payroll Files - Includes Benefit Separation +
FIN-028 | Mag, Ppr municipal government auditing
Payroll Enrollments 5 years
standards; GC §34090
Finance /
Payrol FIN-029 Garnishments Separation of Mag. Ppr GC §34090; 26 CFR 31.6001.1 Employee
FARMERSVILLE, CA. 01995-2021 Gladwell Govermental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Image: Destroy
Retention No. Total Media I=import Paper after
Record Records Description Vital? Comments / Reference
Retention Options M=Mfr Imaged &
(OFR)
S=Scan oc'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (eg. 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 inance FIN-030 Payroll Database Indefinite Yes Mag Data Fields / Records are interrelated; ayro GC 534090
Department preference; Meets
Finance / Payroll Reports - Periodic Bi-weekly Mag, Mfr, Yes: After [municipal govemment auditing Payroll FIN-031 Payroll Report 5 years OD, Ppr S/I QC & OD standards; PERS Circular letter 200-051- 17; GC 934090
Department preference; Meets auditing
standards (audit + 4 years); IRS
requires 4 years; Ca, requires 2 yr min.

Finance/ Time Cards / Time Sheets 5 years Mag, Mfr, S/I Yes: After Payroll FIN-032 OD, Ppr QC & OD 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 534090
Department preference for Grant
Finance / FIN-033 W-2's Mag, Mfr, Yes: After Auditing Purposes; Meets municip 5 years S/I QC & OD
Payroll OD, Ppr government auditing standards; G
534090
W-4s are required four years after the
Supersedec due date of such tax for the retum
Finance FIN-034 W-4s or Separater period to which the records relate, or the Payroll Mag, Ppr
+5 years date such tax is paid, whichever is the
later. 26 CFR 31-6001-1; GC 534090
Adopted:
•
Ver. 3.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of Image: Destroy
Retention No. Records Description Total Media =import Paper after Comments / Reference Record Retention Vital?
(OFR) Options M=Mfr Imaged &
S=Scan oc'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

FIRE ADMINISTRATION
Mag.

Fire / Retained for historical and administrative value:

FR-001 Annual Reports / Fire Incident Statistics P Mfr. OD. S/l No Admin. GC §34090
Ppr
Superseded Mag.

Fire / Emergency Plans / Disaster Preparedness Yes: After Admin. FR-002 Manuals, etc. Minimum 2 Mfr, OD. S/I Superseded Department Preference; GC §34090 years Ppr
Department Preference: Meets auditing
standards; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from
FEMA Reimbursements / OES Reimbursed expenditure report or final payment of grantee or Fire / Reimbursements / Strike Team Mag. subgrantee; 2 CFR 200.333; 24 CFR 91.105(h).

Admin. FR-003 + 10 years Ppr
Reimbursements 92.505, 570.490, & 570.502(a),29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090; GC
§8546.7
HIPAA Policies and Procedures (Health Mag.

Fire / Superseded Mfr, OD. Yes: After 1 24 CFR 164.530() FR-004 Insurance Portability and Accountability Act)
Admin. +6 years year
/ Lexipol Ppr
Mag. Yes: When Department Preference (rated every 10 years):

Fire / ISO Insurance Ratings 15 years Mfr. OD.I| S/I
Admin. FR-005 Superseded GC §34090
Ppr
Fire / FR-006 Public Records Requests / Subpoenas Mag. Yes: After Admin. Duces Tecum - FIRE only 2 years QC'd & OD GC §34090 Ppr
Department Preference: Claims can be made for
30 years for toxic substance exposure; Claims
Fire / Respiratory Fit Tests for Breathing Separation + Mag. are required for five years after the end of Admin. FR-007
Apparatus (all departments) 30 years Ppr compensation, or injury, whichever is longer; 8 CCR §3204(d)(1) et seq., 8 CCR 10102.
15400.2; GC 5912946, 12960, 34090
Fire / FR-008 Staff Meeting Minutes 2 years Yes
Admin. Ppr GC §34090

FIRE PREVENTION
FARMERSVILLE, CA. ©1995-2021 Gladwell Governmental Services. Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of Image: Destroy
Record Retention No. Records Description Total Media =import Paper after Retention Vital? Comments / Reference
(OFR) Options M=Mfr Imaged &
S=Scan oc'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Annual Fire Inspections / Business Department preference for Citations / Notice of Life of Violations; other records are required for the Life Inspection Files / Citations / Notice of Mag.

Fire / Fire Building - Yes: After 5 of the Structure or Activity, or Minimum 5 years FR-009 Violations -Approvals, Inspections, Fires, Mfr, OD, S/I Prevention Minimum 5 years for Approvals, Inspections, Fires, Modification / Modification / Alternative Methods or Ppr
Materials years Alternative Methods or Materials: CFC §§ 104.6 - 104.6.4; GC §34090
Develop. When No
Services / FR-010 Development Review / Plan Review - Mag.

Residential and Appurtenances Longer Department Preference; GC § 34090 et seq.

Building Required Ppr
Fire / Fire Development Review / Plan Review (Final
FR-011 Approved Plans) - Commercial, Industrial, Life of Mag.

Prevention Building Ppr Department Preference; GC § 34090 et seq.

Places of Public Accommodation
Fire Code Permits / Special Event Permits Yes:

Fire / Fire Expiration + Mag.

FR-012 (assembly permits, candle permits, tent Before GC §34090 et seq.

Prevention 2 years Ppr
permits, fire hydrant use, open flame, etc.) Event
When No
Fire / Fire Longer
FR-013 Fire Prevention Programs (Fire Prevention Required - Mag.

Prevention Week, etc.) Ppr Department Preference; GC § 34090 et seq.

Minimum 2
years
Fire / Fire When Mag.

FR-014 Pre-Fire Plans GC §34090 et seq.

Prevention Superseded Ppr

OPERATIONS / SUPPRESSION
Fire / Fire House Incident RMS Database / Fire
FR-015 Indefinite Yes Mag Data is interrelated; GC §34090 et seq.

Operations Investigation Database
Vector Solutions Database / Target
Fire / Apparatus & Equipment Records & Testing / Indefinite FR-016 Yes Mag Data is interrelated; GC §34090 et seq
Operations Daily Safety Checks / Daily Work Reports/
Vehicle Inspections / Daily Equipment years
Checks
FARMERSVILLE, CA. 01995-2021 Glacwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Image: Destroy
Retention No. Total Vital?
Record Records Description Retention M=Mfr Comments / Reference (OFR) Imaged &
S=Scan ac'd?
if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

HUMAN RESOURCES
Department Preference; Instructions state
1095-C, 1094-C (Employer-Provided Health "Generally, keep copies of information Human HR-001 Insurance Offer and Coverage & Transmittal 5 years Mag, Ppr returns you filed with the IRS or have the Resources ability to reconstruct the data for at least 3 Form)
years, from the due date of the returns":

GC §34090
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
Duration of the Yes: For requires 6 years after filing date for Human Benefit Plan Documents (Optical, Dental,
Resources HR-002 Contract + 6 Duration of Mag, Ppr retirement; State Law requires 2 years etc.)
years Contract after action; 29 CFR 1627.3(b)(2); 29 USC 1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Department preference; Bureau of
National Affairs recommends 2 years for
Classification / Reorganization Studies (for Minimum 3
Human HR-003 employee classifications and department all supplementary Personnel records; Mag, Ppr
Resources years Wage rate tables are 1 or 2 years; State structures)
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §$12946, 34090
Department preference; Bureau of
National Affairs recommends 2 years for
Human Minimum 3 all supplementary Personnel records;
HR-004 Compensation Surveys & Studies Mag, Ppr
Resources years Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 34090
Department preference; Statute of
Human HR-005 Contracts for Investigators imitations for contractual obligations is Resources ears; CCP §§337. 337.1(a), 337.15, 34
GC $34090
Human HR-006 COVID-19 Notifications to Employees Mag Por LC $6409.6(k), GC 534090 Resources 3 years
FARMERSVILLE, CA. 01995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Image: Destroy
Retention No. Records Description Total Media I=import Paper after Comments / Reference Record Retention Vital? Options M=Mfr Imaged &
(OFR) S-Scan Oc'd?
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: Ligation, complaints, claims, public records act requests, audits and'or investigations suspend normal retention periods (relention resumes after settement or completion).

Department of Fair Employment & Housing Minimum Final
Human HR-007 (DFEH or EEOC) Claims / Harassment Disposition + E Mag, Ppr Resources
Claims years
|34090
When
Human Superseded or Mag, Ppr
Resources HR-008 DMV Pull Notices (ALL) Department Preference; GC §34090 Upon
Separation
Department preference; D.O.T. Requires 5'
years for positive tests, 1 year for negativ
tests; EEOC/FLSA/ADEA (Age) requires :

Human HR-009 Drug & Alcohol Test Results (All - Positives 5 years Mag Ppr years physical examinations; State Lav Resources and Negatives) requires 2 years; 29 CFR 1627.3(b) (1)(v) GC §$12946, 34090; 49 CFR 655.71 et
seq.: 49 CFR 382.401 et seq. 49 CFR
653.71
All State and Federal laws require
Human EDD Claims (Employment Development Dispostion +2 retention until final disposition of formal Resources HR-010 Mag, Ppr mplaint; State requires 2 years af Department Claims) years tion is taken; GC 5$12946, 1291 Department Preference; statute of
Minimum timitations for EEOC/FLSA/ADEA (Age)
Human HR-011 Employee Investigations Separation + 3 Mag, Mfr. • s Yes: After requires 3 years for promotion, demotion.

Resources OD, Ppr QC & 0D transfer, selection, or discharge; State Law years requires 2-3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §$12946, 34090;
FARMERSVILLE, CA. ©1995-2021 Gladwell Govemmentat Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
• •
•
Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES - Page HR-3 Office of Total Media
Record Retention No. Records Description Vital? Comments/ Reference Retention Options M=Mfr Imaged &
(OFR)
S=Scan . Qc'd?
if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Employee Verifications (responses to When No Non-records / Content Not Substantive, Reuces HR-012 outside banks, mortgage brokers, and others Longer Mag, Ppr therefore there is no obligation to retain• about an employee's employment status) Required responses; GC 534090 et seq.

Human
Resources HR-013 First Aid Reports - Employees 2 years Mag, Ppr GC 5912946, 34090 Human HR-014 Harassment Prevention Training Certificates Mag, Mfr, Yes: After Resources / Ethics Training Certificates 5 years OD, Ppr S QC'd & OD GC 5534090, 53235.2(b), 53237.2(b) Required for 1 year from termination or 3
years from hiring, whichever is later;
Human Separation + 6 Mag, Mfr. Yes: Áfer EEOC / FLSA / ADEA (Age) requires 3 Resources HR-015 1-9s ¡years for "any other forms of employment years OD, Ppr QC & OD inquiry*; State Law requires 2-3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC
5512946, 34090
Department preference:

EEOC/FLSA/ADEA (Age) requires 3 years
Minimum for promotion, demotion, transfer,
Human Job Descriptions / Classification Mag, Mfr, Yes: After 1 selection, or discharge; State Law requires HR-016 Superseded + S/I
Resources Specifications OD, Ppr year 2-3 years; retirement benefits is 6 years 3 years from last action; 29 CFR 1602.31 &
1627.3(b)(ii), 8 CCR §3204(d)(1). et seq.,
GC 5512946, 34090
Human Mag, Mfr, Yes: After
Resources HR-017 Labor Relations / Negotiations / Side Letters 10 years S!! Department preference; GC §34090 OD. Ppr QC & OD
OSHA requires 5 years; State law requires
Resoures HR-018 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Ppr 2 years; 8 CCR §3203(b)(1), GC §34090.7; LC 96429c
FARMERSVILLE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserve Do not duplicate or distribute without prior written permission from GGS (909) 337-351 Adopted:
•
Ver. 3.0 . RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR4 Office of Media Import Paper ater Destroy
Retention No. Records Description Total Comments / Reference Record Vital?
(OFR) Retention Options M=Mfr Imaged &
S=Scan | QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normaily 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). • Department Preference; statute of
limitations for retirement benefits is 6
Personnel Files - Employee File / Benefit
File (Main File) years from last action; EEOC/FLSA/ADEA Human Separation +6 Mag, Mir, (Age) requires 3 years for promotion, HR-019 Includes Application, Benefit Enrollments S Yes: After Resources OD, Ppr demotion, transfer, selection, or discharge; valuations, Oaths of Office, Oath fo years QC & OD
State Law requires 2-3 years; 29 CFR
Disaster Worker, Policy Acknowledgements 1602.31 & 1627.3(b)(ii), GC 55 3105, Personnel Action Forms, etc. 12946, 34090; LC 1198.5; 26 CFR 31- 6001-1; 53235.2(b); 53237.2(b)
separation Department preference; Files maintained
Personnel Files - Medical File (all 0 years o
employees) Termination of separately; Claims can be made for 30 Human HR-020 Yes: Until Mag, Mír, Yes: After years for toxic substance expasure; 8 CCR Pre-employment Medical Clearances, ADA Benefits + 5 S
Resources Separation OD, Ppr QC & OD §3204(d)(1) et seq., 8 CCR 5144, 8 CCR Accommodations, Fit for Duty, Respirator Fil years
Tests, etc. 15400.2; 29 CFR 1910.1020(d)(1)(i), GC
(whichever is
longer) 5512946, 34090
Recruitment and Testing File / NooGov State Law requires 4 years (Part Time Database Employee Recruitments are retained by
Human (Includes Advertisements, Applications for Expiration of the Department, except for the Successful Resource: HR-021 successful Candidates, Interview Noti Eligibility List + Mag, Ppr Application); EEOC / FLSA / ADEA (Age) b Brochures, Test Data, Testing Analy: 4 years requires 1-3 years; : 29 CFR 1627.3(b)(i). & statistical Metric, Job Analysis, Rating 29 CFR 1602.14 et seq.2 CCR 11013(c):

Sheets, Scantrons, etc.) GC 5912946, 34090
Human Studies & Surveys Conducted on Behalf of When No Content not substantive; Preliminary drafts HR-022 the City (Sick Leave, Attrition, Benefits, etc.) Longer Mag, Ppr not retained in the ordinary course of Resources business; GC §34090
Required
Department preference; Files maintained
separately; Claims can be made for 30
Human HR-023 Disability Claims (Includes all Accident, Yes: Until Mag, Mfr es: Aft years for toxic substance exposure; 8 CCR Resources Incident, or injury Reports from Employees) Separation OD, Ppr c&0 §3204(d)(1) et seq., 8 CCR 5144, 8 CCR (whichever is 15400.2; 29 CFR 1910.1020 (d)(1)(i), GC
longer) S512946, 34090
FARMERSVILLE, CA. 01995-2021 Gladwell Govemental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from. GGS (909) 337-3516 Adopted:
• • • - •
Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Media import Paperater Destroy
Retention No. Records Description Total Comments / Reference Record Retention Vital? Options M=Mfr Imaged &
(OFR) S=Scan
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

RISK MANAGEMENT
Human Resolution + 5 Yes: After Department Preference: Covers various Resources / HR-024 Claims Against the City Mag, Mfr S/I statute of limitations; CCP §S 337 et seq.; years OD. Ppr QC & OD
Risk Manage. GC 5§ 911.2, 34090, 34090.6; PC §832.5
Employee Litigation / Lawsuits (Only Human-
Human Resources) Department preference to match the
Resources / HR-025 Separation + 6 Mag, Mfr Yes: After Personnel File retention; CCP 55 337 e Risk Manage. years OD. Ppr OC & OD S83. C 55 911 2, 34090. 34090 8; PC Send Final Settlement Agreements to City
Clerk
Human OSHA requires 5 years; State law requires
Resources / HR-026 OSHA Inspections & Citations 5 years Mag, Ppr 2 years; 8 CCR §3203(b)(1), OMB 1220- Risk Manage. 0029; GC 534090; LC §6429c
FARMERSVILLE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Image: Destroy
Retention No. Total Media simport Paper after
Record Records Description Retention Vital? Options M-Mfr Comments / Reference (OFR) Imaged &
S=Scan 9c'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

INFORMATION TECHNOLOGY
Used for Disaster Recovery Purposes
Information Backups (Computer Backups for Disaster When No Only: Considered a copy and can be IT-001 Longer Yes Mag
Technology Recovery) destroyed when no longer required; GC Required
§34090 et seg.

UNALTERABLE MEDIA / IMMUTABLE For legal compliance for Trustworthy Electronic Records (when the electronic
formatior record serves as the official record); must
Technolog IT-002 P OD be stored in a "safe and separate location*; GC 34090, 12168.7, EVC 1550.
changes 2 CCR 22620 et sea.

FARMERSVILLE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of Modia (impor Pager
Retention No. Records Description Total Vital? after Comments / Reference Record (OFR) Retention Options M=Mfr
5-Scan Imed &
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

PLANNING
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing, Conditions
of Approval, Environmental Determinations, Staff Authority preference; Final environmental Reports, Plans) Mag. Yes: After determinations are required to be kept a Planning PL-001 P Yes Mfr, OD. S/I
Ppr QC & OD "reasonable period of time"; 14 CCR
Examples: §15095(c); GCS534090, 34090.7
Annexation, CUP - Conditional Use Permit,
Seneral Plan Amendment, Lot Line Adjustmen
ot Merger, Site Plan Review, Tentative Parce
Map, Tentative Tract Map, Varaiance
Annexations / Boundaries / Consolidations / Mag. Yes: After Planning PL-002 LAFCO P Mfr, OD S/I Land Records; GC §34090

QC & OD
Ppr
When No
Planning PL-003 Census, Demographics Longer Mag, Ppr (Non-Records - Census Bureau is OFR) Required
Not all internal communications and
notes are required to be saved; "E-mails
Environmental Determinations: Environmental that do not provide insight into the project Impact Reports (EIRs), Negative Declarations. or the agency's CEQA compliance with etc.) / CEQA Project respect to the project — are not within the Planning PL-004 Approval or scope of section 21167.6, subdivision (e) Denial Mag, Ppr and need not be retained." Golden Door
Correspondence and staff notes that provide +2 years
insight into the project or the agency's CEQA
compliance with respect to the project
Cal A 5th 733): PRC 21167,8: GC
FARMERSVILLE, CA. 01995-2021 Gladwell Govermental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
'Ver. 3.0 - Page PL-2
RECORDS RETENTION SCHEDULE: PLANNING
Image: Destroy
Office of Total Media l=import Paper
Record (OFR) Retention No. Records Description Vital? after Comments / Reference Retention Options M=Mfr
S=Scan Imaged &
ac'd? i
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 endor investigations suspend normal retention periods (retention resumes after settlement or completion).

Environmental Determinations: Environmental sually filed in the project file; Fin Planing Impact Reports (EIRs), Negative Declarations, Mag, Yes: After environmental determinations ar PL-005 etc.) / CEQA P Mir, OD, : & OD required to be kept a "reasonable peri Inside City boundaries Ppr time*; 14 CCR §15095(c); GC §34C Environmental Determinations: Environmental
-Impact Reports (EIRs), Negative Declarations, When No on-records; EIRs and Negativ Planning PL-006 jetc.) / CEOA Longer Mag, Ppr eclarations within the City Boundari Outside City boundaries Required are with the project file Mag.

Planning PL-007 General Plan, Elements and Amendments Mfr, OD, SII Yes: After Authority preference; GC 534090

QC & OD
Ppr
Mag, Usually filed in the project file; Fina
Planning PL-008 P Mfr, OD, Yes: After environmental determinations are Long Range Planning / Planning Studies aC & OD required to be kept a "reasonable period Ppr of time™; 14 CCR §15095(c); GC §34090
Master Plans, Specific Plans, Land Use Plans and Mag,
Planning PL-009 Amendments Mfr, OD S11 Yes A Authority preference: C$34090 Ppr
When No
Planning PL-010 Materials Boards Longer Mag, Ppr
Required
Permit Database (MyGov) Data Fields / Records are interrelated:

Planning PL-011 Indefinite Yes Mag
GC $34090
Temporary Use Permits (TUP) / Temporary Signs
11 Banner Permits, Film Permits, etc. (Approved & Expiration+ Yes:

Planning PL-012 Mag, Ppr Authority preference; GCS534090 Unapproved) 2 years
Christmas Tree Lots, Pumpkin Lots, etc.

Mag,
Planning PL-013 Zoning Maps (Historically Significant) Yes (all) | Mir, OD No Authority Preference; GC 534090 Ppr
FARMERSVILLE, CA. ©1995-2021 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written pérmission from GGS (909) 337-3516 Adopted:
•
• •
-
•
Ver. 3.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 (Destroy
Image: Paper
Office of Retention No. Records Description Total Vital? Media i=import Record (OFR) Retention M=Mfr after Comments / Reference Options Imaged &
S=Scan Qc'd?
if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Mag,
Planning PL-014 Zoning Ordinance Amendments I Zone Changes Yes Mfr, OD. S1I VaG A0D 34090, restorenco (copies: GG Ppr
FARMERSVILLE, CA. ©1995-2021 Gladwell Govemmental Services, Inc. - al rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
• •
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of import Paper ator Destroy
Record Retention No. Records Description Total Vital? Media Comments / Reference (OFR) Retention Options M =Mfr Imaged &
s=Scan oc'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

POLICE ADMINISTRATION / POLICE CHIEF
Department Preference; EEOC/FLSA/ADEA
Police / Yes: After (Age) requires 3 years for promotion, demotion, Admin. / PD-001 Separation + Yes: Until Mag. Mfr, transfer, selection, or discharge; State Law Background Files - Successful Applicants 5 years Separation Chief Separation OD, Ppr requires 2 -3 years; 29 CFR 1627.3(b)(i), 29 + QC & OD
CFR 1602.14; GC 5§12946, 12960, 34090; 29
USC 1113
State Law requires 4 years; EEOC / FLSA /
Police / ADEA (Age) requires 3 years for promotion,
Admin. / Background Files - Unsuccessful Mag, Mfr. Yes: After PD-002 4 years S demotion, transfer, selection, or discharge; 29 Chief Applicants OD, Ppr QC & OD
CFR 1627.3(b)(i), 29 CFR 1602.14; GC
5S12946,12960, 34090
Police /
CCW Permits (Carry Concealed Weapon Expiration +
Admin. / PD-003 Permits) - Retired Employees Qualifications Mag, Ppr Department preference; GC §34090 Chief 5 years
Police / Yes: Department preference; Statute of Limitations Admin. / Contracts for Investigators / Backgrounds Completion PD-004 Before Mag, Ppr for contractual obligations is 4 years; CCP (Police only) + 5 years
Chief Completion 99337. 337.1(a), 337.15, 343; GC §34090 Police /
Admin. / ( PD-005 Hearing Officer Determinations (Parking Appeals, Tows, etc.) 2 years Mag, Ppr GC §34090
Chief
Department Preference; Consistent with
Police / Internal Affairs Investigations / Complaints Final Lexipol Policy: Not a civilian complaint; other Admin. / PD-006 Internally-Generated or Observation of Disposition + State & Federal laws require retention until final Mag. Ppr
Chief Misconduct 2 years disposition of formal complaint; State requires 2 years after action is taken; EVC §1045, GC
5S12946,12960, 34090
FARMERSVILLE, CA. ©1995 - 2021 Glacwell Govermental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
•
-
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of Image: Destroy
Total Media I=Import Paper after
Record Retention No. Records Description Retention Vital? Options Imaged & Comments / Reference M=Mfr
(OFR) S=Scan I QC'd?
If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (eg. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Liligation, complaints, claims, public records act requests. audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). onsistent with Lexipol Policy; State require
or at least 5 years for civilian complaints; othe
Internal Affairs Investigations / Complaints tate & Federal laws require retention until fina Police / by Members of the Public - WITHOUT Final disposition of formal complaint; State requires Admin. / PD-007 Disposition + Mag, Ppr years after action is taken; Statute of Chief Sustalned Finding of Misconduct as 5 years Limitations is 4 years for misconduct after the defined in PC $832.7 -discovery of the offense for misconduct in office; EVC §1045, GC 5§12946,12960, 34090
°C §§801.5, 803(c), 832.5, 832.7, VC §254*
Police / Internal Affairs Investigations/ Complaints:
by Members of the Public - WITH Final
Admin. I PD-0OS Disposition + Mag, Ppr PC 55832.5(b), 832.7; GC§ 34090 Chief Sustalned Finding of Misconduct as 15 years
defined in PC 5832.7. •
Police T
Admin./ PD-009 Logs (Watch Commander Logs, etc.) 2 years Mag, Ppr GCS 34090 et seq.

Chief
Department Preference to be consistent with
Human Resources; EEOC/FLSA/ADEA (Age)
Police / Yes: After requires 3 years for promotion, demotion, Admin. / PD-010 Personnel Files - Employees Separation + Yes: Until Mag, Mír, Separation Chief 6 years Separation OD, Ppr + QC & 0D
years from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
SS12946,12960, 34090; 29 USC 1113
Police /
Admin. / PD:011 Directives / General Orders (Department Mag, Mfr S/I Super seed Department Preference; C$ 34030 etseg.

OD, Ppr
Chief Policies and Procedures)
Police /
Admin. / PD-012 Press Releases - Police Only 2 years Mag, Ppr GC 534090 Chief
FARMERSVILLE, CA. ©1995 - 2021 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
•
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of Image: Destroy
Record Retention No. Records Description Total Media I=import Paper after Comments / Reference Retention Vital? Options M=Mfr Imaged &
(OFR)
S=Scan OG'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Reports to State or Federal Agencies:

Report to POST Commission of peace
Police / officer employment, compliant, finding,
Admin. / PD-013 disposition, or judgement pursuant to §PC 2 years Mag. Ppr GC 534090 et seq.

Chief 13510.9, Report of data regarding the
number, type, or disposition of complaints
made against its officers
Police /
P Mag, Mfr, Yes: After
Admin./ PD-014 Reports and Studies - Historical S/I Department Preference; GC § 34090 et seq.

OD, Ppr QC & OD
Chief
Police / Reports and Studies regarding Police
Minimum 2
Admin. / PD-015 operations (not historical - manpower, Mag. Ppr Department Preference; GC § 34090 et seq. consolidation, etc.) years
Chief
Police / Use of Force Reviews WITHOUT Department Preference: GC §§12946, 1296 Admin. / PD-016 Sustained Finding of Misconduct as 5 years Mag, Ppr 4090, PC §§801.5, 803(c), 832.5, 832.7, V Chief defined in PC 6832.7 L$2547

ADMINISTRATION/ TRAINING
Department Preference to be consistent with
Personnel Training File - Officer Training - Human Resources; OSHA requires safety Police / BY EMPLOYEE (Includes POST training 5 years; EEOC/FLSA/ADEA (Age) Admin. / PD-017 Separation + requires 3 years for promotion, demotion. printouts) 6 years Mag, Ppr
Training ansfer, selection, or discharge; State La
Includes Range Qualifications, etc. equires 2-3 years; 8 CCR §3203 et seq..

CFR 1602.31 LC §6429(c); GC
5912946, 12960, 34090, 53235.2(b)
Training - Department Training Records - Rosters are sent to POST; OSHA requires Police / COURSE RECORDS
Admin. / PD-018 Minimum 5
tendance Rosters, Outlines ar years Mag, Ppr
Training requires 2-3 years; 8 CCR §3203 et seq.. 29
aterials; includes Use of Force trainin
safety training, etc.) CFR 1602.31 - LC §6429(c): GC
ISS 12946,12960, 34090, 53235.2(b)

ADMINISTRATION / VOLUNTEERS
FARMERSVILLE, CA. ©1995 - 2021 Gladwell Govermental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of Image: Destroy
Total Media I=import Paper after
Record Retention No. Records Description Retention Vital? Options Comments / Reference (OFR) M=Mfr Imaged &
SaScan OC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Department preference (State Law requires 4
years for employees): OSHA requires safety
Police / Background Files - Volunteers - Separation / training 5 years; EEOC/FLSA/ADEA (Age) Admin. / Mag, Mfr Yes: After
PD-019 SUCCESSFUL (Explorers, CERT, Inactive + 4 QC &OD requires 3 years for promotion, demotion, Volunteers OD, Ppr transfer, selection, or discharge; 8 CCR §3203 Chaplains, Reserves, etc.) years
et seq., 29 CFR 1602.31 LC §6429(c); GC
S912946, 12960, 34090, 53235.2(b)
Department preference (State Law requires 4
years for employees); OSHA requires safety
Police / Background Files - Volunteers - training 5 years; EEOC/FLSA/ADEA (Age) Admin./ PD-020 UNSUCCESSFUL (Explorers, CERT, 4 years Mag, Mfr, s Yes: After requires 3 years for promotion, demotion, Volunteers Chaplains, Reserves, etc.) OD, Ppr OC &OD transfer, selection, or discharge; 8 CCR §3203 et seq., 29 CFR 1602.31 LC §6429(c); GC
5912946, 12960, 34090, 53235.2(b)

OPERATIONS / PATROL
Police /
Ops / PD-021 Officer Recordings: Body-Worn Cameras P PC§ 832.18(b)(5)(E); GC §34090.6 et seq. - LOGS of Access or Deletion of Data Mag
Patrol
Officer Recordings: Body-Worn Cameras - Follows
Police / that ARE evidence, Officer Involved retention for Ops / PD-022 Mag PCS 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Patrol Shootings / Detention or Arrest /
Complaints years
Police / Department preference (law recommends 90
Ops / PD-023 Officer Recordings: Body-Worn Cameras - 90 days Mag days); PC§ 832.18(b)(5)(A); GC §34090.6 et Patrol that are NOT evidence
seq.

Police / When No
Ops / PD-024 Patrol Schedules Preliminary drafts (the timecard / timesheet is Longer Mag, Ppr the final); GC §34090 et sea
Patrol Required
FARMERSVILLE, CA. ©1995 - 2021 Gladwell Govermental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of Image: Destroy
Record Retention No. Total Media I=import Paper after
Records Description Retention Vital? Options Comments / Reference (OFR) M=Mfr Imaged &
S=Scan oc'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (eg. 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).

Ops / PD-025 Traffic Control: Radar Calibration Records Mag, Ppr Department preference; GC 534090 et seq.

Patrol
Police /
Ops / PD-026 Traffic Control: Radar Trailer Surveys, etc. Mag. Ppr GC §34090 et seq.

Patrol
Police / When No
Ops / PD-027 Vacation Checks / Patrol Requests Longer Mag, Ppr Patrol
Police / er Federal DOJ requirements (Equitab
PD-028 Asset Forfeiture Notification 5 years Mag, Ppr
Investig haring Guide); GC §340
Business Permits Background Files
Police / (Regulatory) - BUSINESS OWNER AND Termination
PD-029 of Business Mag, Ppr Department Preference; GC § 34090 et seq.

Investig. TECHNICIANS: Cannabis, Massage
+ 2 years
Establishments, Pawn Shops, etc.

Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
Criminal Intelligence Files involved in criminal conduct or activity and the Police / PD-030 Last Entry + information is relevant to that criminal conduct Investig. Confidential informant information & Mag, Ppr 5 years or activity. Misleading, obsolete or unreliable activities information is required to be destroyed
remaining records must not be retained longe
than 5 years; 28 CFR 23.20(h); GC $34090
Police / Detectives Investigation Files and Arrest When No PD-031 Files (Notes) Longer Ppr, Mag GC 534090 et seq
Investig.

Required
FARMERSVILLE, CA. 01995 - 2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of Image: Destroy
Total
Record Retention No. Records Description Retention Vital? Comments / Reference (OFR) M=Mfr Imaged &
S=Scan Oc'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Transferred
into
Police / Detectives Investigation Files and Arrest
PD-032 Record's Ppr, Mag
Investig. Files (Official Reports)
Crime
Report Files
Police / PD-033
Guns: Dealers Record of Sale (DROS) 2 years Mag. Ppr GC §34090 Investig.

When No
Longer Informant information; Does not contain
Police / criminal intelligence information concerning
PD-034 Informant Files Required - Ppr, Mag
Investig. individuals; Department preference; GC
Minimum 2 §34090
vears

SERVICES / PROPERTY AND EVIDENCE
Police / Follows the
Property & PD-035 Crime Report Photos Retention of Mag, Mr. S/I Yes: After Department Preference: GC $34090 Evidence OD, Ppr QC & OD
the Evidence
Police /
Gun and Narcotics Destruction Log Minimum 2
Property & PD-036 Mag, Ppr Department Preference; GC §34090 Evidence (Documents related to) years
Police /
Lost & Found Property (Documents related
Property & PD-037 2 years Mag, Ppr GC §34090
to)
Evidence
Police /
Property & PD-038 Property & Evidence Database Indefinite Mag, Ppr Department Preference (data is interrelated):

Evidence GC §34090
Police /
Property& PD-039 Property & Evidence Logs 2 years Mag. Ppr GC §34090 Evidence

SERVICES / RECORDS
Police / PD-040 Citation Log Books (#s / ranges) - Parking Records Traffic 2 years Mag. Ppr GC §34090 et seq.

FARMERSVILLE, CA. 01995 - 2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
•
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE • Page PD-7 Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media laimport Paper after Comments / Reference (OFR) Retention Options M=Mfr imaged &
S=Scan
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Police/ Citations (Parking, Traffic, Marijuana /
Records PD-041 Cannabis). Includes requests for 2 years Mag, Ppr GC 534090 et seq. dismissals, cancellations, and appeals.

CRIME REPORTS / SEALED RECORDS: Statute of Limitations runs up to age 22, or within five years of date of discovery of injury/
Police / Yes: After
PD-042 SIMA
Records Court Order) Disposition QC & OD
(Substantiated), outstanding stoler
property, including firearms, or lost firearm:

CRIME REPORTS: Until Found
Police / PD-043 Mag, Mfr. SIM
Records or Yes OD, Ppi QC & OD
Recovered
CRIME REPORTS:

Police / PD-O44 ¡ALL Capital Crimes, Homicide, Juvenile, Yes Mag, Mfr. S/MI Yes: After Records Child Abuse (substantiated), Elder Abuse OD, Ppi QC & OD (substantiated), & Sexual Assault (Rape), 12862 : ,) , 0779: 603(4).

Arson (Suspected or Undetermined)
CRIME REPORTS: No Further
Police / Report on Mag, Mir,
Records PD-045 Child Abuse or Neglect Investigation Suspected S/MI Yes: After PCSS11169(c), 11170(a)(3) QC & OD Reports - Unsubstantiated or ¡ Abuser + 10 OD, Ppr
Inconclusive years
FARMERSVILLE, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
:
-
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of Image: Destroy
Record | Retention No. Records Description Total Vital? Media I=Import Paper after Retention Options M=Mfr Imaged. & Comments / Reference
(OFR) SaScan acid?
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, daims, public records act requests, audits andfor investigations suspend normal retention periods (retention resumes effer settlement or completion).

Department Preference; Provided there are no
CRIME REPORTS: outstanding warrants, unrecovered identifiable Police/ PD-046 5 years Mag, Mír, | Yes: After
Records cept those specifically mentioned I Yes SIMI QC& OD OD, Ppr
e schedule (ALL Other
CRIME REPORTS:
isdemeanor or Infraction - Adu Conviction
Police/ PD-047 arijuana / Cannabis - H8 or Arrest (if Yes: Before Mag, Mfr Yes: After (Courts and other Agencies "Shall" destroy):

Records §11357(b)(c)(d)(e) or H&S §11360(b) (with No Disposition OD, Ppr SMI QC & OD HaSS 11361.5 et seq. procedure in H&S §11361.5) - Except those Conviction)
with outstanding stolen property, including +2 years
firearms, or lost firearms
CRIME REPORTS:

Police/ Misdemeanor or Infraction - Juvenite 2 years or Yes: Before Mag, Mir, Yes: After |If no subsequent conviction ("Shall" Destroy):

PD-048 Juvenile 18 SIMA
Records Marijuana / Cannabis - H&S §11357(E) - Disposition OD, Ppr QC & OD H&S §11361.5 years old
cept those with outstanding stol
operty, including firearms, or lost firean
P
CRIME REPORTS: (If Returned,
Police / PD-049 Retention to Desposion Mo, Per SiMA Yes: After Records Retention for Disposition QC & OD Department Preference; GC §34090 Missing Persons the Crime
Report)
ARMERSVILLE, CA. ©1995 - 2021 Gladwell Govemmental Services, Inc. - all rights reserve • not duplicate or distribute without prior written permission from GGS (909) 337-351 Adopted:
•
•
•
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of image: Destroy
Record Retention No. Records Description Total Media I=import Paper after Vital? Comments / Reference
Retention Options M=Mfr Imaged &
(OFR) S=Scan
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 refention periods (retention resumes after settlement or completion).

CRIME REPORTS:

Individual petitions District Attomey; Sheriff
Police / actually Innocent Petition Accepte Date of Yes: After concurs that person is factually innocent, then Records PD-05O Yes: Before Mag, Mfr, s/M
cords Sealed Pending Destruction A rest + 3 Disposition OD, Pp. QC & OD seals record ("Shall" Destroy); GC §34090; PC (Propy log win teams, so rearms.

CRIME REPORTS:

Police /
Suppor PD-051 /acatur Relief Granted by Court - Victir Court Orde Mag, Mir, S/MA Yes: After (Individual petitions Court ("Shall" Destroy): GC Services / - I Human Trafficking, or Victim of + 1 yea OD, Ppr QC & OD (§34090; PC §5236.14(k); 236.15(k Records Intimate Partner Violence or Sexual
Violence (Nonviolent Crimes)

CRIME REPORTS
Police / isdemeanor or Infraction Marijuana Offender is Yes: Before Mag, Mfr, S/M Yes: After (Courts and other Agencies "Shall" destroy):

PD-052 18 Years H&SS 11361.5 et seq., 11357(e)
Records annabis $11357 (de) - Juvenile Disposition OD, Pp School Grounds during School Hours Old
with procedure in H&S §11361.5
Police / Public Records Requests / Subpoena: Yes: Afte
Records PD-053 2 years Mag, Ppr QC'd & OD GC 534090
Department preference; Pursuant to PC §457.1
Police/ PD-054 Mag, Mfr, Yes: After et seq.: required to register for life; If released Records Registrants: Arson Registrations: Adults OD, Ppr SA QC & OD or seding pursuant to at 571, C 934030-7
Police/ Age 25 or
PD-055 Sealing Date Mag, Ppr
Records
Authority +5 years
Police / Mag, Mfr, Yes: After Department Preference; Registration is Records PD-056 Registrants: Narcotic Registrants 5 years SAl required for 5 years; GC $34090, H&S §11590 OD, Ppr aC&OD let seg. HAS 511594(a)
FARMERSVILLE, CA. ©1995 - 2021 Gladwell Govermental Services, Ina - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
•
•
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10
Office of Image: Destroy
Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr imaged &
S=Scan
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 setlement or completion).

Police / Ritants Sex offender Registrations: , or Deatt Vag, Mr, Yes: After Dapten etern ava 2020 orders, Records PD-057 f Registrant QC & OD
OD, Ppr
or Sealing
Date + 5 Department Preference; After 2021, Offenders
Police / PD-058 Registrants: Sex Offender Registrations: Mag, Mfr, Yes: After can petition Court for removal 10 or 20 years Records Juveniles D, Pp
Death of
Registrant
Police/ PD-059 GC $34090 et seq.

Records Ride A-Long Waiver Form 2 years Mag. Ppr
Police / PD-OSO RMS Database • Indefinite Yes Mag Data Fields / Records are interrelated; GC Records 534090
Police / PD-061 STOP Source Data / Racial and Identity 3 years Mag. Ppr 11 CCR 999.228; GC $34090 Records Profiling Act (RIPA) Annual Report
Police / When No. Mag, Mfr,
Records PD-062 Subpoenas Longer SII DC 00 Cour Der penal sad ecossed QC & OD Required OD, Ppr
Police / PD-063 Video Recordings - Building Security 1 year Mag Records
When No
Police / PD-064 Video Recordings - Public Areas / Public Longer Mag Records Activity
Required
FARMERSVILLE, CA. ©1995 - 2021 Gladwell Govemental Services, ina - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 (ALL DIVISIONS)
Image: Destroy
Office of Total Media I=Import / Paper
Record (OFR) Retention No. Records Description Retention Vital? Comments / Reference S=Scan
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

CORP YARD
Department Preference (agricultural
Public Works / PW-001 2 years pesticide records are required for 2 Corp. Yard Herbicide / Pesticide Application Mag. Ppr
years; GC §34090; 3 CCR 6623, 40 CFR
171.11 et seq.

Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
Mag, Yes - After maintained for 30 years; Applies to
Lead Dept. PW-002 30 years Mfr, OD. QC & OD qualified employers; Claims can be made where & when it was used) Ppr 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
Video Recordings - Department Activity /
Public Works / Building Security Mag. Yes: After Records regular ongoing operations of PW-003 1 year Mft, OD,
Corp. Yard See City Clerk's schedule for City Council Video Ppr QC & OD the City; GC §34090.6 et sea Recordings

ENGINEERING
Public Works / Bonds: CIP Labor & Materials, Performance Release of PW-004 Bonds, Letters of Credit, Encroachment Permits Bond / Letter Mag, Ppr Yes: After Security; GC 534090 Engineering of Credit QC & OD
Only
Public Works / Mag.

PW-005 Bridge Inspections P Yes (all) Mfr, OD, Yes: After Department preference: GC $34090 Engineering QC & OD
Ppr
FARMERSVILLE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted -
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 (ALL DIVISIONS)
Image: Destroy
Office of Total Media l=Import Paper
Record (OFR) Retention No. Records Description Retention Vital? M=Mfr after Comments / Reference Options Imaged &
S=Scan
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).

Capital Improvement Projects (CIP): Some grant funding agencies require Administration File audits; Statute of Limitations for Errors 8 Project Administration, Certified Payrolls, After Funding PW-006 Construction Manager's Logs, Hazardous Yes: Until SI Materials Plans, Meeting Minutes, Project Completed Ppr Schedules, Progress meetings, Real Estate required,
Appraisals, RFls & Responses, Construction whichever is Developers=comp. + 10 years; Statewide Inspection Logs, Daily Inspections, Daily Logs, longer
Punch Lists, etc.

Capital Improvement Projects (CIP): Permanent Department preference; retained for File
ublic Works Specifications & Addenda, Contract Copies,
ingineerin PW-007 Change Orders, CEQA / Environmental "SIl QC & OD environmental determinations are Documents - EIRs, Negative Declarations, required to be kept a "reasonable perios Exemptions, Materials Testing Reports, Photos,
Soil Reports, Studies, Submittals, Successful 0. og. 0A CAS 1505(C): CP 8357 Proposal, Surveys, etc.

Drawings, Maps, Plans and Record Drawings, Mag.

Public Works / PW-008 Large-Format Drawings, Survey Record Maps, Yes (all) | Mfr, OD, Yes: After Drafts should be destroyed; GC $34090 Engineering Capital Improvement Project "As-Built" Ppr 1ac & OD Encroachment Permits / Excavation Permits:

Public Works / Temporary (Street Permits, Temporary
PW-009 Construction, Sidewalk Repairs, Traffic Control, inimum 2 Yes: Until Mag, P GCS 34090.

Engineering years impletic
Transportation Permits, Utility Cuts, etc.)
Includes Insurance Certificates
Public Works / orman (Stute in the Cry Right or way.

Engineering PW-010 P Come Ma, a Department Preference: GC §34090 Includes Insurance Certificates
FARMERSVILLE, CA. ©1995-2021 Gladweil Govemmental Services, inc. - all rights reserved Do not duplicale or distribute without prior written permission from GGS (909) 337-3516 Adopted:
•
• •
-
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 (ALL DIVISIONS)
Image: Destroy
Office of Total Media simport Paper
Record (OFR) Retention No Records Description Retention Vital? after Comments / Reference Options M=Mfr
5-Scan maced
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 Studies / Surveys (Public Right-of- Mag.

Public Works / Way) - Geotechnical and Soil Reports / Hydrology PW-011 P Mfr, OD SIl Yes: After Department Preference; GC 534090 Engineering Reports / Preliminary Studies / Project QC & OD Ppr
Assessments
Public Works / Mag.

PW-012 Grading Permits and Grading Plans P Mfr, OD. S/I Yes: After Department Preference; GC §34090 Engineering QC & OD
Ppr
City Clerk OR Recorded Documents: Deeds, Easements, Right Mag.

Public Works / PW-013 of Ways, Abandonments / Vacation, Liens / Lien P Mfr, OD. S/I No GC §34090(a) Engineering Releases Ppr
Public Works / Mag.

Engineering OR PW-014 Well Records (includes Destroyed or Abandoned P Mfr, OD. Yes: After Department preference; GC $34090 Wells) QC & OD
Water Ppr

ENGINEERING - PRIVATE DEVELOPMENT
Drafts should be destroyed; Some maps
Engineering / Mag. Yes: After are also retained by Planning; Selected PW-015 Improvement Plans (for Tracts / Subdivisions) P Yes (all) Mfr, OD, S/I maps are retained in Public Works for Private Develop. QC & OD
Ppr administrative purposes; GC §34090,
34090.7
Statute of Limitations for Errors &
Private Development Projects / Job Files: Omissions is 10 years; Statute of Engineering / Administration File / Construction Inspection Mag, Yes: After Limitations: Contracts & Spec's=4 years, PW-016 Completion + Yes: Until Mfr, OD. S/I
Private Develop. Construction Inspections, Correspondence, Daily 10 years Completed QC & OD Wrongful Death=comp. + 5 years.

Logs, Inspector's Records, Photos, etc. Ppr Developers=comp. + 10 years; CCP §337 et. seq., GC §34090
Private Development Projects / Job Files:

Permanent Files
Engineering / Certificate of Acceptance / Approval (copy). Mag. 'es: After Department preference; retained fo PW-017 Dedications, Abandonments, Drainage, Driveway. P Yes: Until Mtr, OD. S/I lisaster preparedness purposes; G Private Develop. Completed QC& OD 534090
Private Lab Verifications, Testing Lab Final Ppr
Reports, Studies, Reports, Geotechnical and Soil
Reports / Hydrology Reports, etc.

FARMERSVILLE, CA. 01995-2021 Glacwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 (ALL DIVISIONS)
Image: Destroy
Office of Total Paper
Retention No. Records Description Vital? Media =Import
Record (OFR) Retention after Comments / Reference
Options M=Mfr
S=Scan Imaged &
OG'd?
if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

ENGINEERING - TRANSPORTATION
Public Works /
PW-018 Traffic Calming Requests / Stop Sign Surveys
Engineering / (Speed Humps, etc.) 10 years Mag Ppr Department preference; GC 534090 Transportation
Copies -
PW-019 When No
Police Traffic Collision Reports / SWTRS Mag Ppr copies; GC §34090.7 Longer
Required
Public Works /
Engineering / PW-020 Traffic Counts 10 years Mag Ppr Department preference; GC §34090 Transportation
Public Works / Department preference (required every 5
Engineering / PW-021 Traffic Speed Surveys / Stop Sign Warrants 10 years Mag Ppr years, but can be extended to 7 or 10 Transportation years; GC §34090

FLEET MAINTENANCE
Public Works / Mag. Yes: After Consistent with CHP requirements; PW-022 Inspections or Audits by the DMV & CHP 5 years Mfr, OD. S/I OSHA requires 1 year; 8 Ca. Code Reg Fleet Maint. QC & OD
Ppr § 3203(b)(1); GC § 34090
Pre-Trip Inspections / Vehicle Safety Checks /
Public Works /
Fleet Maint PW-023 Daily Vehicle Inspections / Daily Equipment 2 years Ppr GC 534090; 13 CCR 1234(3) Checks
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
Safety Data Sheet (SDS) / Material Safety Data agent, where & when it was used is Mag.

Lead Dept. PW-024 Sheet (MSDS) / Chemical Use Report Form (or 30 years Mfr, OD, Yes - After maintained for 30 years; Applies t records of the chemical / substance / agent, Ppr QC & OD qualified employers; Claims can be mad where & when it was used) for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC
FARMERSVILLE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 (ALL DIVISIONS)
Destroy
Image: Paper
Office of Retention No. Records Description Total Vital? Media I=Import Record (OFR) Retention Options M=Mfr after Comments / Reference S=Scan Imaged &
ac'd?
if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) Public Works /
Fleet Maint. PW-025 Tire Disposal / Waste Manifests 3 years Mag, Ppr 14 CCR 18459.3; GC 534090 Public Works / PW-026 22 CCR 66266.130(c)(5), H&S
Fleet Maint. Used Oil Disposal Manifests 3 years Mag, Ppr 525250.18(b), 25250. 19(a)(3) et seq
Department Preference; If a motor
Disposal o carrier, required for 18 months after
Public Works / Vehicle & Equipment History Files vehicle is sold; CHP requires life of /ehicle or
PW-027 Mag. Ppr vehicle; OSHA requires 1 year; 8 CCR S
Fleet Maint. Equipment +
Maintenance, Smog Certificates 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 2 years
396.3; CCP 5337 et. seq., 3 CCR 1234(f);
GC 534090
Division Work Orders / Service Requests - MyGov CRM /
Providing PW-028 CMMS DATABASE (Computerized Maintenance Indefinite Mag Data is interrelated; GC 534090 Service / Work Management System)
Work Orders / Service Requests - All
Division Information Entered in MyGov CRM / CMMS When No Providing PW-029 Longer Mag Ppr Preliminary drafts (the database is the Service / Work Database original): GC §34090
Required
(Paper drafts)
Work Orders / Service Requests - NOT entered
Division in MyGov CRM / CMMS Database (or partial
Providing PW-030 information entered into CMMS Database) 5 years Mag Ppr City Preference; CCP 55338 et seq., 340 Service / Work (Division providing service retains originals: et seq.. 342, GC §34090 Division requesting service is considered a copy)

INTEGRATED WASTE MANAGEMENT
FARMERSVILLE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 (ALL DIVISIONS)
Image: Destroy
Office of Total Media I=Import | Paper
Record (OFR) Retention No. Records Description Retention Vital? after Comments / Reference Options M-Mfr Imaged &
S=Scan OG'd?
if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Department Preference; SB 1383
Public Works / compliance is required for 5 years; Low- Solid Waste / AB 939 Compliance / Tonnage Carbon Fuel Standard regulations credits Integrated PW-031 Full File
Reports / SB 1383 Compliance (Organic Waste 10 years Paper can be received for 10 years, and are Waste Folder
Management Collection and Recycling) eligible for an extension; 14 CCR § 18995; 2 H&S §39730.7; GC §34090 et.
sea

STORMWATER
Public Works / Minimum 3 Mag. Department preference; Monitoring Yes: 5
PW-032 Stormwater: NPDES Monitoring Reports Mfr, OD, S/1 records required for 3 years; 40 CFR Stormwater years years
Ppr S5122.21, 122.41, 122.44; GC §34090
Minimum Department Preference; Monitoring
Public Works / Permit Yes: Until records required for 3 years; 40 CFR PW-033 Stormwater: NPDES Permits Mag, Ppr
Stormwater Superseded Expiration 59122.21, 122.41, 122.44; GC 534090 + 3 years CCP §337 et seg

STREETS
Aboveground Storage Tanks (Agency Owned) Department Preference; applies to both Public Works / Mag
Tier I and Tier Il Tanks: (Tier Il tanks are
Facilities Maint. PW-034 20 years (comput
Spill Prevention Control and Countermeasures (SPCC). required to have an integrity test every 20 er), Ppr
Inspections, Integrity Testing, Maintenance, Repairs years); GC §60201 Mag. Yes: After
Lead Dept. PW-035 Fire Sprinkler Testing & Backflow (City Buildings) 5 years S Department preference; GC §34090 OD, Ppr QC & OD
PW-036 AQMD Permits (Air Quality Management Districts) | Issue Date + Lead Dept. - for Generators, etc. Mag, Ppr 40 CFR 70.6; GC $34090 5 years
Lead Dept. PW-037 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400-E-13a instructions: GC §34090
FARMERSVILLE, CA. 01995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted -
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 (ALL DIVISIONS)
Image: Destroy
Office of Total Media I=import Paper
Record (OFR) Retention No. Records Description Retention Vital? M=Mir after Comments / Reference Options Imaged &
S=Scan
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 (o.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).

Life of Department Preference; GC 534090 et.

Public Works PW-038 (anuation & Maintenance Manuals (OBM Facility or. Mag, Ppr acilities Main
Mag.

Lead Dept. PW-039 Congres ose patie, tons or Permits fAir Mir, OD Yes: are Dearment preterence; 6C 34090 et.

Ppr
Previous MDS may be oblained from a
Safely Data Sheet (SDS) / Material Safety Data Mag.

Lead Dept. PW-040 Sheet (MSDS) / Chemical Use Report Form (or 30 years Mir, OD
records of the chased substance agent, Ppr
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC
534090
Video Recordings - Public Activity (Parks, Pool,
Public Works/ Public Areas, etc.) When No Mag. Does not record regular ongoing PW-041 Longer Mir, OD, s Yes: After operations of the City; GC §34090.6 et Facilities Maint. See City Clerk's schedule for City Council Video QC & OD Required Ppr
Recordings
Division Work Orders / Service Requests - MyGov CRM 11
Providing PW-042 CMMS DATABASE (Computerized Maintenance Indefinite Mag Data is interrelated; GC $34090 Service / Work anagement System
Fork Orders / Service Requests - A
Division When No
Providing PW-043 Information Entered in MyGov CRM / CMMS Longer Mag Ppr reliminary drafts (the database is tr Service / Work Database Required riginal); GC 53409
(Paper drafts)
ARMERSVILLE, CA. 01995-2021 Gladwell Governmental Services, Inc. - all rights reservi lo not duplicate or distribute without prior written permission from GGS (909) 337-351 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 (ALL DIVISIONS)
Image: paper
Office of Total Media l=import
Retention No. Records Description Vital? Options MEMOr after Comments / Reference Record (OFR) Retentior
S-Scan
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) Work Orders / Service Requests - NOT entered
Division in MyGov CRM / CMMS Database (or partial
Providing PW-044 information entered into CMMS Database) 5 years Mag Ppr City Preference; CCP §5338 et seq., 340 Service / Work et seq., 342, GC §34090
Division providing service retains originals:

Division requesting service is considered a copy)

WASTEWATER COLLECTIONS
Public Works /
Wastewater PW-045 CCTV Videos of Sewer Lines 10 years Mag, Ppr Department preference; GC 534090 Collections
Lead Dept. PW-046 Confined Space Entries / Hot Work Permits 2 years 8 CCR 5157(d) 14) & (e)(6); 29 CFR Mag, Ppr 1910.146(e)(6) GC §34090
Public Works / Department preference; Monitoring
FOG (Fats, Oil & Grease) Inspections /
Wastewater PW-047 5 years Mag. Ppr records required for 3 years; 40 CFR Collections Pretreatment Annual & Quarterly Reports
S8122.21, 122.41; 40 CFR 403.12
Public Works / Mag. Required for a minimum of 5 years: 40 Wastewater PW-048 Yes: After
Sanitary Spills and Overflows (SSOs) 5 years Mfr, OD. S/1 CFR 122.41(j)(2); SWRCB Order 2006- Collections QC & OD
Ppr 03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Wastewater PW-049 Sewer Odor Complaints / Gas Detection Results / Mag. Yes: After 5 years Department preference; GC §34090
Collections Investigations OD, Ppr QC & OD
Public Works / Sewer System Management Plans (SSMP) and Department preference; SSOs are Audits / Sanitary Spills Overflow Prevention Plan Superseded Mag.

Yes: After required for a minimum of 5 years: 40
Vastewate PW-050 Mfr, OD. S/ I
Collection (SSOPP) and Sanitary Sewer Overflow Response + 5 years QC & OD CFR 122.41()(2); SWRCB Order 2006.

Ppr
03; GC 534090
Lead Dept. PW-051 Underground Service Alerts (USA'S) Required for 3 years; GC §§4216.2(f) & 3 years Mag, Ppr 4216.3(d); GC $34090

WASTEWATER LAB / WATER QUALITY
FARMERSVILLE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 (ALL DIVISIONS)
Image: Destroy
Office of Total Media laimport Paper
Record (OFR) Retention No. Records Description Retention Vital? after Comments / Reference Options M=Mfr
S=Scan
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).

Indefinite -
Public Works / PW-052 Laboratory Information Management System Data is interrelated; system qualifies as a Minimum 5 Yes Mag
Water Quality Database / LIMS Database - Wastewater "trusted system"; GC §§60201, 12168.7 years
Mag
Public Works / PW-053 Minimum 5 Yes - After Department preference; GC $34090 Lab Reports & Chains of Custody: Wastewater Mír, OD S/I Wastewater years QC & OD
Ppr
Public Works / Laboratory Equipment Calibration Records - Mag.

PW-054 5 years Mfr, OD S/I Yes: After Consistent with Chemical Reports; 40 Water Quality Wastewater CFR 141.33(a)
Ppr

WASTEWATER TREATMENT PLANT (WWTP)
AQMD Permits (Air Quality Management Districts) Issue Date + Lead Dept. PW-055 Mag, Ppr 40 CFR 70.6; GC §34090
- for Generators, etc 5 years
Public Works / Biosolids / Sewage Sludge Handling Logs and Code of Federal Regulations requires 5 Mag Yes: After
PW-056 5 years years; 40 CFR 503.17; 40 CFR
WWTP Weigh Tickets (Blockages) OD, Pp QC & OD
122.41()(2): GC §34090
8 CCR 5157(d) 14) & (e)(6); 29 CFR
Lead Dept. PW-057 Confined Space Entries / Hot Work Permits 2 years Mag. Ppr 1910.146(e)(6) GC §34090
Yes: While Department Preference; Some
Public Works / Correspondence - Regulatory Agencies Minimum 5 correspondence from Regulatory PW-058 Active Mag, Ppr
WWTP (Wastewater) years
Issues Agencies need to be retained for long
periods of time; GC §34090
Lead Dept. PW-059 Backflow Test Results / Backflow Assembly Test 5 years Mag Yes: After Department preference: GC $34090 Reports OD, Ppr QC & OD
Lead Dept. PW-060 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400-E-13a instructions; GC §34090
PW-061 Logs: Vac Con Trucks, Recycled Water, etc. 5 years Mag, Yes: After Department preference; GC $3409 OD, Ppr 2C & 0D
ARMERSVILLE, CA. 01995-2021 Gladwell Governmental Services, Inc. - all rights reserve o not duplicate or distribute without prior written permission from GGS (909) 337-35- Adopted:
•
• Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 • (ALL DIVISIONS)
Image: Destray
Office of Media I=import Paper
Record (OFR) Retention No. Records Description Vital? Options M=Mfr after Comments / Reference S=Scan Imaged &
If the record is not listed here, refer to the Relention for Cily-Wide Standards Retentions begin when the act is completed, and imply a full file folder (eg. 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).

When No Department preference (some equipment
Lead Dept. PW 062 Manraions & Maintenance Manuals 10 8 M Longer Mag, Ppr is from the 1950's, and the O&M Manua Required isnt helpful: GC 534090
Department Preference; PDES
Public Works / Permits - Wastewater Regulatory / Operating Minimum 5 Mag, Yes: After Monitoring records required for 3 years; WWTP PW-063 Permits: Examples (CalARP, Cal OSHA, CERS. Mitr, OD, QC & OD 40 CFR 55122.21, 122:41, 122.44; GC CUPA, NPDES,SWRCB, etc.) years
Ppr 534090 CCP 5337 et seq.

Expiration of Иад,
Lead Dept. PW-064 Come Vose pan tons or Permis Alr Certificate o Mir, Ol Mey Deanent preference; 534090 01.

Permit • Ppr 1 year
Regulatory Reports - Wastewater Reports to Department Preference; NPDES Public Works / Minimum 5 Mag, Ppr Monitoring records required for 3 years WWTP PW-065 Regulatory Agencies: Examples (CalARP, Cal years 40 CFR §§122.21, 122.41, 122.44; GC OSHA, CERS, CUPA, NPDES,SWRCB, etc.) 534090 CCP 5337 et seq.

Previous MSDS may be obtained from a
service; MSDS may be destroyed as lon
as a record of the chemical / substance
Safety Data Sheet (SDS) / Material Safety Data agent, where & when it was used is Sheet (MSDS) / Chemical Use Report Form (ol Mag. Yes - After maintained for 30 years; Applies to Lead Dept. PW-066 30 years | Mfr, OD
records of the chemical / substance / agent, QC & OD qualified employers; Claims can be made where & when it was used) Ppr for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(), GC
§34090
Public Works / PW-067 Mag. Ver Department preference: C$34090 WWTP Sanitary Survey of Sewer System 5 years OD, Ppr
Public Works / PW:068 SCADA Database (Wastewater) Indefinite Mag Data is interrelated; GC §34090 WWTP
ARMERSVILLE, CA. 01995-2021 Gladwell Governmental Services, Inc. - all rights reserve o not duplicate or distribute without prior written permission from GGS (909) 337-351 Adopted:
•
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 (ALL DIVISIONS)
Image: Destroy
Office of Total Media laImport Paper
Record (OFR) Retention No. Records Description Retention Vital? after Comments / Reference Options M=Mfr
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).

Service Agreements / Service Contracts Department preference (E80 and Public Works / (Landscape Maintenance, Custodial Services, Completion + Mag. Yes: After Professional Liability are not applicable to PW-069 Mfr, OD
WWTP etc.) 2 years QC & OD these types of services); CCP §337 et Includes Insurance Certificates Ppr seq.. GC 534090
Public Works / Wastewater Treatment Plant Operators When Mag. Yes: After Department preference; GC 53409 PW-070
WWTP Certificates (posting required) Superseded OD, Ppr QC & OD Public Works / Wastewater Treatment Plant Safety Training Minimum 5 Mag. Yes: After Department preference: 8 CCR $3203 et PW-071 seq.. 29 CFR 1627.3(b)(1), LC §6429(c):

WWTP Certificates (posting required) years OD, Ppr QC & OD GC 5912946, 21960, 34090
Division Work Orders / Service Requests - MyGov CRM /
Providing PW-072 CMMS DATABASE (Computerized Maintenance Indefinite Mag Data is interrelated; GC 534090 Service / Work Management System)
Work Orders / Service Requests - All
Division When No
Information Entered in MyGov CRM / CMMS reliminary drafts (the database is ti Providing PW-073 Longer Mag Ppr
Database iginal): GC §340:

Service / Work Required
(Paper drafts)
Work Orders / Service Requests - NOT entered
Division in MyGov CRM / CMMS Database (or partial
Providing PW-074 information entered into CMMS Database) 5 years Mag Ppr City Preference; CCP §5338 et seq.. 340 Service / Work et seq.. 342, GC §34090
(Division providing service retains originals;
Division requesting service is considered a copy)

WATER DISTRIBUTION
Fire Hydrant Pressure / Water Pressure
Public Works / Measurements. Fire Flow Pressure Test
Minimum 5
Water PW-075 Mag, Ppr Department preference; GC §34090
Distribution Fire / Ops maintains Flush and Valve years Maintenance Records
Lead Dept. PW-076 Generator Operation Logs & Inspections 5 years Mag. Ppr AQMD Rule 1470; Form 400-E-13a instructions; GC §34090
FARMERSVILLE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 (ALL DIVISIONS)
Destroy
Image: Paper
Office of Total Vital? Media =impor Comments / Reference Record (OFR) Retention No. Records Description Retention after Options M-Mfr Imaged &
S=Scan Oc'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
Safety Data Sheet (SDS) / Material Safety Data agent, where & when it was used is Sheet (MSDS) / Chemical Use Report Form (or Mag, Yes - After maintained for 30 years; Applies to Lead Dept. PW-077 30 years Mfr, OD.
records of the chemical / substance / agent. QC & OD qualified employers; Claims can be made where & when it was used Ppr for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910. 1020(d)(1)(i), GC
§34090
Lead Dept. PW-078 Underground Service Alerts (USA's) 3 years Mag, Ppr Required for 3 years; GC §54216.2(f) & 4216.3(d); GC §34090
Division Work Orders / Service Requests - MyGov CRM
Providing PW-079 CMMS DATABASE (Computerized Maintenance Indefinite Mag Data is interrelated; GC §34090 Service / Work Management System)
Work Orders / Service Requests - All
Division Information Entered in MyGov CRM / CMMS When No Providing PW-080 Longer Mag Ppr Preliminary drafts (the database is the Database original); GC §34090
Service / Work Required
(Paper drafts)
Work Orders / Service Requests - NOT entered
Division in MyGov CRM / CMMS Database (or partial
Providing PW-081 information entered into CMMS Database) 5 years Mag Ppr City Preference; CCP 55338 et seq., 340 Service / Work et seq.. 342, GC §34090
(Division providing service retains originals;
Division requesting service is considered a copy)

WATER QUALITY - POTABLE WATER
Data is interrelated; Lead & Copper is
Indefinite required for 12 years or 2 complianc
Public Works / PW-082 Laboratory Information Management System Minimum 12 Yes ycles; 22 CCR 64400.25; 22 CCF Water Database / LIMS Database - Potable Water Mag
years §64470, 40 CFR 141.33(a); 40 CFR
141.91 ; GC §560201, 12168.7
FARMERSVILLE, CA. ©1995-2021 Glacwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 (ALL DIVISIONS)
Image: Destroy
Office of Total I=Import Paper
Retention No. Records Description Vital? Media after Comments / Reference Record (OFR) Retention Options M=Mitr
S=Scan Imaged &
If the record is not listed here. refer to the Retention for City-Wide Standards etentions 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 folde HOLDS: Ligation, complaints, claims, public records act requests, audits andor investigations suspend normal retention perods (retention resumes after settlement or completion Data is interrelated; Lead & Copper is
Public Works / Indefinite - required for 12 years or 2 compliance PW-083 Quality Assurance Manual Minimum 12 'Yes Mag cycles; 22 CCR 64400.25; 22 CCR Water
years 564470, 40 CFR 141.33(a); 40 CFR
141,91; C 5560201,12168.7
Copies -
Commercial Accounts: Lab Reports & Chain of When No Mag. Yes-Ater Coached t are invote for comerbiling Finance PW-084 Custody (sent to Finance with Invoice) Mfr, OD, S/1 Longer Ppr QC & OD accounts; GC 534090.7
Required
Public Works / Lab Reports & Chains of Custody: Potable Water Minimum 5 Mag, Yes - After Department Preference; 40 CFR Water PW-085 Bacteriological and Organics years Mir, OD. S/I Ppr QC & OD 141.33(a) and (b)(1): 22 CCR 564470
Mag, /Yes- After Department preference; State law
Public or ar PW-086 The nical a charined table Water Miriam 10 Mfr, OD, S /1 QC & OD requires 12 years, Federal 10 years; 40 Ppr CFR 141.33(a); 22 CCR 564692
Mag, Required for 12 years or 2 compliance
Public Works/ Lab Reports & Chains of Custody: Potable Water Minimum 12 Yes - After cycles; 22 CCR 64400.25; 22 CCR Water PW-087 Lead & Copper Mfr, OD. S/1
years Ppr QC & OD 564470, 40 CFR 141.33(a); 40 CFR
|141.91
Public Works / Mag.

Engineering OR PW-088 Well ecord indudes Destroyed or Abandoned P • Mfr, OD. Yes: After Department preference; GC $34090.

Water QC & OD
Ppr
Laboratory Equipment Calibration.Records - Mag, Yes: After Consistent with Chemical Reports; 40 8W-099 Potable Water 12 years Mfr, OD, S/I
Ppr CFR 141.33(a)
FARMERSVILLE, CA. @1995-2021 Gladwell Govermental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: UTILITY BILLLING Page UB-1 Destro
Office of Media Import Pape
Record Retention No. Records Description Total Vital?
Retention after Comments / Reference
(OFR) Options nea
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).

UTILITY BILLING
Utility Billing UB-001 Indefinite Yes Data Fields / Records are interrelated; GC _ Utility Billing Database (Tyler Munis) Mag
534090
Department Preference to meet municipal
Yes: Until Mag. government auditing standards; water liens are Yes: After
Utility Billing UB-002 Accounts Receivable / Utility Billing / Invoices 5 years Mfr, OD, S/ I good for 10 years from recording date, and may Paid QC & OD
Ppr be extended by re-recording lien; WC 36729; GC
§34090
Close of
Account or Mag.

Applications for Service / Proof of Ownership Yes: After Utility Billing UB-003 Agreement Mfr, OD, S/ I Department Preference; GC §34090 / Rental Agreements QC & OD
Superseded + Ppr
2 years
When No
Utility Billing UB-004 Bankruptcy Records - No Claim Filed Longer Mag, Ppr Not City Records; GC §34090 Required
Department Preference; Negative credit
information remains on credit reports for 7 - 10
Discharge of Mag.

Utility Billing UB-005 Bankruptcy Records - Where a Claim is Filed Debtor + 10 Mfr, OD. S/ I Yes: After years; Meets auditing standards; City does not QC & ODi Lien property (Liens are good for 10 years from years Ppr
recording date, and may be extended by re-
recording lien): WC 36729; GC §34090
Mag. Yes: After
Utility Billing UB-006 5 years Mfr, OD. S/ I Department Preference (meets municipal Billing Registers (Monthly or Daily) QC & OD
Ppr government auditing standards); GC §34090
Department Preference; Negative credit
information remains on credit reports for 7 - 10
Utility Billing UB-007 Closed Delinquent Accounts and Final Billing 5 years years; Meets auditing standards; City does not Mag, Ppr
Lien property (Liens are good for 10 years from
recording date, and may be extended by re-
recording lien); WC 36729; GC §34090
FARMERSVILLE, CA. 01995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted •
Ver. 2.0 RECORDS RETENTION SCHEDULE: UTILITY BILLLING Page UB-2 Office of Image: Patroy
Record Total Media I=import
Retention No. Records Description Vital? after Comments / Reference Retention Options, M=Mfr
(OFR) S=Scan Imaged &
@C'd?
If the record is not listed here, refer to the Retention for City-Wide Standards.

Retentions begin when the act is completed, and imply a full file folder (e.g. fast 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).

Collection Agency Assignments and epartment Preference; negative informati Utility Billing UB-008 Statements 5 years Mag, Ppr mains on a credit report for 7 years; ( Utility Billing UB-009 Returned Checks 5 years Mag, Ppr normation rains or rei reports 0r 7 - 10 years; Meets auditing standards; GC §34090
Final Mag,
Utility Billing UB-010 /ater Billing: Appeals - Payme Decision + 2 Ppr, Mfr Yes: After GC 534090; HAS 5116908 elinquency & Impending Discontinuatic OD QC & OD
years
Water Billing: Non-payment Notices / Notice Mag, es: After Documented or attached to Customer Record Utity Billing UB-011 of Payment Delinquency & Impending 2 years IPpr, Mfr, Discontinuation (Initial, Final) C & OD database GC §34090; H&S §1169C OD
Water Billing: NSF Checks / Adjustments to Mag,
Utility Billing UB-012 Customer accounts 2 years iPpr, Mfr. S OD
Expiration or Mag,
Utility Billing UB-013 Water Billing: Payment Plans: Amortization, Completion o (Ppr, Mfr, S Yes: After Documented or attached to Customer Record in Alternative Payment Plans, Deferrals, etc ayment Pl QC & OD database GC §34090; H&S §116910 • 2 yea OD
UB-014 Water Billing: Policy on Discontinuation of Mag, Yes: After Must post to Website; H&S 5116906; GC Utility Billing Residential Service for Nonpayment Ppr, Mir. QC & OD §34090 OD
Minimum 2 Mag,
Utility Billing UB-015 Ye AD ust post to Websir; H8S 5116918: 6C years
FARMERSVILLE, CA. 01995-2021 Gladwell Governmental Services, ina - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
•

CITY OF

FARMERSVILE
City Council
Staff Report 7E
TO: Honorable Mayor and City Council
FROM: Jay Brock, Chief of Police
DATE: September 25, 2023
SUBJECT: Declaration of property as surplus and disposition of the surplus property (vehicles) RECOMMENDED ACTION:

Declare three Police Department vehicles as surplus and authorize staff to move forward with disposition of surplus property as listed.

BACKGROUND:

The Farmersville Police Department has one investigations vehicle, one patrol vehicle and one service vehicle that have reached the end of their usable life cycle or are no longer being utilized and are ready for disposition.

Property information is as follows:
2008 Dodge Charger VIN: 2B3LA53H68H128292 Miles: 144,945 2009 Dodge Charger VIN: 2B3LA43TX9H641853 Miles: 141,654 2006 Ford Van VIN: 1FBNE31L96DA56249 Miles: 159,839
DISCUSSION:

The Farmersville Police Department has one investigations vehicle that has some mechanical issues, is over 15 years old and is no longer in service. Another patrol vehicle has some mechanical issues, is 14 years old and is no longer in service. In addition, the last vehicle is a var that has some mechanical issues, is 17 vears old and is no longer in service 1 Under Farmersville Municipal Code 3.16.120 - Surplus Supplies and Equipment, Council must designate these vehicles as surplus and authorize disposition of the vehicles. The vehicles will be auctioned using a service that specializes in disposition of surplus municipal equipment.

COORDINATION & REVIEW:

City Finance and Administration have been provided the information for review.

ALTERNATIVES:

None presented.

FISCAL IMPACT:

No negative fiscal impact and potential revenue may be realized from the proceeds of the sale of the surplus vehicles.

CONCLUSION:

Staff recommends that Council declare the aforementioned vehicles as surplus and authorize the disposition of these three surplus vehicles through the established means and practices and as directed by Council.
•
2 CITY OF

FARMERSVILLE
City Council
Staff Report 8A
TO: Honorable Mayor and City Council
FROM: Jennifer Gomez, City Manager
DATE: September 25, 2023
SUBJECT: Agreement for Interim City Engineering & Surveying Services with 4Creeks, Inc.

RECOMMENDED ACTION:

Staff recommends that the City Council authorize the City Manager to execute an Agreement with 4Creeks, Inc. for Interim City Engineering & Surveying Services.

BACKGROUND and DISCUSSION:

The City of Farmersville is in need of a City Engineer, and an agreement has been reached with 4Creeks to provide these services immediately. They will work with City staff to transition into current projects where feasible and implement other capital improvement projects scheduled for this fiscal year. The scope of work is attached to the Agreement as Exhibit A and the Fee Schedule as Exhibit B.
4Creeks will act as an Interim City Engineer since the City will need to prepare a competitive process for a permanent City Engineer. There is no timetable for the competitive process yet, but approving 4Creeks as Interim City Engineer will allow projects to continue without significant ive process cant delays which would happen if the City looked to do a competitive process right now.

The City has worked with 4Creeks on recent projects including them serving as Construction Manager for the N. Farmersville Widening Project, Construction Manager for the Walnut Avenue Reconstruction Project, and preparing the Citrus Drive Connection Feasibility Study. They are also familiar with the City due to work they have done on behalf of developers or other public agencies. Their professional knowledge and experience qualifies them to serve in this role for the City of Farmersville.

FISCAL IMPACT:

Engineering services are included in the FY 2023/24 Budget.

ATTACHMENT(S):

Agreement
: AGREEMENT FOR SERVICES
Interim City Engineering & Surveying Services

ARTICLE I - INTRODUCTION
This Agreement is entered into this _day of
("'CONSULTANT").
•

RECITALS
CITY has determined that it requires the following professional services from a consultant:

CONSULTANT represents that it is fully qualified to perform such professional services by virtue of its experience and the training, education and expertise of its principals and employees. CONSULTANT further represents that it is willing to conut res onsis ly firmentoming such services in accordance with the terms and • NOW THEREFORE, in consideration of mutual covenants and conditions herein contained, CITY and CONSULTANT agree as follows:

DEFINITIONS
"Scope of Services": Such professional services as are set as Exhibit A :
attached hereto and incorporated herein by this reference. "Approved Fee Schedule": Such compensation rates as are set forth in the fee schedule attached as Exhibit B.

C. "Commencement Date": _ 2023
D. "Expiration Date": July 31, 2026

ARTICLE II - STATEMENT OF WORK

1. CONSULTANT'S SERVICES
A. Scope of Services. Subject to the terms and conditions set forth in this Agreement, CONSULTANT shall perform the services identified in the Scope of Services (Exhibit A). CITY shall have the right to request, in writing, changes in the scope of work or the services to be performed. Any changes mutually agreed upon by

the parties, and any increase or decrease in compensation, shall be incorporated by written amendments to this Agreement.-
B. Time for Performance. This Agreement shall go into effect on 2023, contingent upon approval by CITY, and CONSULTANT shall commence work after notification to proceed by CITY'S Contract Administrator. The Agreement shall end on July 31, 2026, unless extended by Agreement amendment. CONSULTANT is advised that any recommendation for Agreement award is not binding on CITY until the Agreement is fully executed and approved by CITY.

C. Standard of Performance. CONSULTANT shall perform all work to the highest professional standards and in a manner reasonably satisfactory to CITY.

CONSULTANT shall comply with all applicable federal, state and local laws, ordinances, codes and regulations.

2. REPRESENTATIVES
A. City Representative. For the purposes of this Agreement, the Contract Administrator and CITY's representative shall be the City Manager, (hereinafter the "City Representative"). It shall be CONSULTANT's responsibility to assure that the City Representative is kept informed of the progress of the performance of the services, and CONSULTANT shall refer any decisions which must be made by CITY to the City Representative. Unless otherwise specified herein, any approval of CITY required hereunder shall mean the approval of the City Representative.

B. Consultant Representative. For the purposes of this Agreement, Matthew Ainley, PE, is hereby designated as the principal and representative of CONSULTANT authorized to act on its behalf with respect to the services specified herein and make all decisions in connection therewith (the "Responsible Principal").

The Responsible Principal may not be changed by CONSULTANT without the prior written approval of CITY.

3. CONSULTANT'S PERSONNEL
A. CONSULTANT represents that it has, or will secure at its own expense, all personnel required to perform the services required under this Agreement. All such services will be performed by CONSULTANT or under its supervision, and all personnel engaged in the work shall possess the qualifications, permits and licenses required by applicable law to perform such services.

B. CONSULTANT shall be solely responsible for the satisfactory work -
performance 'of all personnel engaged in performing services required by this Agreement, and compliance with all reasonable performance standards established by CITY. _C. CONSULTANT may utilize the services of sub-consultants to undertake specific work tasks. Fees for services provided by sub-consultants shall be compensated as set forth in Exhibit 10-H or with a standard 15% mark-up on actual costs

:
spent.

D. In the event that CITY, in its sole discretion, at any time during the term of this Agreement, desires the removal of any person or persons assigned by CONSULTANT to perform services pursuant to this Agreement, CONSULTANT shall remove any such person immediately upon receiving notice from CITY of the desire of CITY for the removal of such person or persons.

E. CONSULTANT shall be responsible for payment of all employees' and sub- consultants" wages and benefits and shall comply with all requirements pertaining to employer's liability, workers' compensation, unemployment insurance, and Social Security.
i F. Permits and Licenses. CONSULTANT shall obtain and maintain during the Agreement term all necessary licenses, permits and certificates required by law for the provision of services under this Agreement, including a City of Farmersville business license.

ARTICLE III - CONSULTANT'S REPORTS OR MEETINGS
A. CONSULTANT shall submit progress reports at least once a month. The report hould be sufficiently detailed for the Contract Administrator to determine, it CONSULTANT is performing to expectations, or is on schedule; to provide communicatio of interim findings, and to sufficiently address any difficulties or special problems encountered, so remedies can be developed.

B. CONSULTANT'S Project Manager shall meet with City's Contract Administrator, as needed, to discuss progress on the Agreement.

ARTICLE IV - PERFORMANCE PERIOD
A. This Agreement shall go into effect on ~ 2023, contingent upon approval by
CITY, and CONSULTANT shall commence work after notification to proceed by CITY'S Contract Administrator. The Agreement shall end on July 31, 2026. unless extended b \greement amendmen
-
'B. CONSULTANT is advised that any recommendation for Agreement award is not binding on CITY until the Agreement is fully executed and approved by CITY.

ARTICLE V - ALLOWABLE COSTS AND PAYMENTS
A. CONSULTANT will be reimbursed for hours worked at the hourly rate specified in CONSULTANT's Cost Proposal (Exhibit B). The specified hourly rates shall nclude direct salary costs, employee benefits, overhead, and fee. These rates are only djustable as identified in Exhibit B during the performance period set forth in thi Agreement.

B. In addition, CONSULTANT will be reimbursed for incurred (actual) direct costs other than salary costs that are in the cost proposal and identified in the cost proposal and in the executed Task Order.

C. Specific projects will be assigned to CONSULTANT through issuance of Task Orders.

After a project to be performed under this Agreement is identified by the CITY, the CITY will prepare a draft Task order. A draft Task Order will identify the scope of services, expected results, project deliverables, period of performance, project schedule and will designate a CITY Project Coordinator. The draft Task order will be delivered to CONSULTANT for review. CONSULTANT shall return the draft Task Order within ten (10) calendar days along with a Cost Estimate, including a written estimate of the number of hours and hourly rates per staff person, any anticipated reimbursable expenses, overhead, tee it any, and total dollar amount. After agreement has been reached on the negotiable items and total cost; the finalized Task Order shall be signed by both the CITY E. Task Orders may be negotiated for a lump sum (Firm Fixed Price) or for specific rates of compensation, both of which must be based on the labor and other rates set forth in CONSULTANT's Cost Proposal.

F. Reimbursement for transportation and subsistence costs shall not exceed the rates as specified in the approved Cost Proposal.

G. When a milestone cost estimates are included in the approved Cost Proposal, CONSULTANT shall obtain prior written approval for a revised milestone cost estimate from the Contract Administrator before exceeding such estimate.

H. Progress payments for each Task Order will be made monthly in arrears based on services provided and actual costs incurred.

I. CONSULTANT shall not commence performance of work or services until this Agreement has been approved by the CITY, and notification to proceed has been issued by the CITY's Contract Administrator. No payment will be made prior to approval or for any work performed prior to approval of this Agreement.

J. A Task Order is of no force or effect until returned to CITY and signed by an authorized representative of CITY. No expenditures are authorized on a project and work shall not commence until a Task Order for that project has been executed by CITY.

K. CONSULTANT will be reimbursed, as promptly as fiscal procedures will permit upon receipt by CITY's Contract Administrator of itemized invoices in triplicate.

Separate invoices itemizing all costs are required for all work performed under each Task Order. Invoices shall be submitted no later than 45 calendar days after the performance of work for which CONSULTANT is billing, or upon completion of the Task order. Invoices shall details the work performed on each milestone, on each project as applicable. Invoices shall follow the format stipulated for the approved Cost Proposal and shall reference this Agreement number, project title and Task order number. Credits due CITY that include any equipment purchased under the provisions of Article XI Equipment Purchase of this Agreement, must be reimbursed by CONSULTANT prior to the expiration or termination of this Agreement. Invoices shall be mailed to CITY's Contract Administrator at the following address:

:

City of Farmersville
Jennifer Gomez, City Manager
909 W. Visalia Rd. Farmersville, CA 93223
559-747-0458
L. The period of performance for Task Orders shall be in accordance with dates specified in the Task Order. No Task Order will be written which extends beyond the expiration date of this Agreement.
exceed the amount agreed to in the Task Order, unless authorized by the Agreement M. The total amount payable by CITY. for an individual Task Order shall not amendment.

N. If the CONSULTANT fails to satisfactorily complete a deliverable according to he schedule set forth in a Task Order, no payment will be made until the deliverable has been satisfactorily completed; but not shall be unreasonably withheld.

O. Task Orders may not be used to amend this Agreement and may not exceed the scope of work under this Agreement.
*. The total amount payable by CITY for all Task Orders resulting from this Agreement shall not exceed nine hundred ninety-nine thousand, nine-hundred and ninety. nine dollars ($999,999). It is understood and agreed that there is no guarantee, either expressed or implied that this dollar amount will be authorized under this Agreement through Task Orders.

ARTICLE VI - TERMINATION
A. CITY reserves the right to terminate this Agreement upon thirty (30) calendar days written notice to CONSULTANT with the reasons for termination stated in the notice.

B. CITY may terminate this Agreement with CONSULTANT should manner herein provided. In the event of such termination, CITY may proceed with the CONSULTANT upon demand.

ARTICLE VII - COST PRINCIPLES AND ADMINISTRATIVE EQUIPMENT A. CONSULTANT agrees that the Contract Cost Principles and Procedures, 48 CFR, Federal Acquisition Regulations System, Chapter 1, Part 31.000 et seq., shall be used to determine the cost allowability of individual items.

B. CONSULTANT also agrees to comply with federal procedures in accordance

with 49 CFR, Part 18, Uniform Administrative Requirements for Grants and Cooperative , Agreements to State and Local Governments.

C. Any costs for which payment has been made to CONSULTANT that are determined by subsequent audit to be unallowable under 49 CFR, Part 18 and 48 CFR, Federal Acquisition Regulations System, Chapter 1, Part 31.000 et seq., are subject to repayment by CONSULTANT to CITY.

ARTICLE VIII - RETENTION OF RECORDS/AUDIT
For the purpose of determining compliance with Public Contract Code 10115, et seq. and Title 21, California Code of Regulations, Chapter 21, Section 2500 et seq., when applicable and other matters connected with the performance of the Agreement pursuant to Government Code 8546.7; CONSULTANT, sub-consultants, and CITY shall maintain and make available for inspection all books, documents, papers, accounting records, and other evidence pertaining to the performance of the Agreement, including but not limited to, the costs of administering the Agreement. All parties shall make such materials available at their respective offices at all reasonable times during the Agreement period and for three years from the date of final payment under the Agreement. The state, State Auditor, CITY, PHWA, or any duly authorized representative of the Federal Government shall have access to any books, records, and documents of CONSULTANT and it's certified public accountants (CPA) work papers that are pertinent to the Agreement and indirect cost rates (ICR) for audit, examinations, excerpts, and transactions, and copies thereof shall be furnished if requested.

ARTICLE IX - AUDIT REVIEW PROCEDURES
A. Any dispute concerning a question of fact arising under an interim or post audit of this Agreement that is not disposed of by agreement, shall be reviewed by CITY'S Chief Financial Officer.

B. Not later than 30 days after issuance of the final audit report, CONSULTANT may request a review by CITY'S Chief Financial Officer of unresolved audit issues. The request for review will be submitted in writing.

C. Neither the pendency of dispute nor its consideration by CITY will excuse CONSULTANT from full and timely performance, in accordance with the terms of this Agreement.

D. CONSULTANT and subconsultant contracts, including cost proposals and ICR, are subject to audits or reviews such as, but not limited to, a contract audit, an incurred cost audit, an ICR Audit, or a CPA ICR audit work paper review. If selected for audit or review, the Agreement, cost proposal and ICR and related work papers, if applicable, will be reviewed to verify compliance with 48 CFR, Part 31 and other related laws and regulations. In the instances of a CPA ICR audit work paper review it is CONSULTANT's responsibility to ensure federal, state, or local government officials are allowed full access to the CPA's work papers including making copies as necessary. The Agreement, cost proposal, and ICR shall be adjusted by CONSULTANT and approved by LOCAL AGENCY contract manager to conform to the audit or review recommendations.

CONSULTANT agrees that individual terms of costs identified in the audit report shall be incorporated into the Agreement by this reference if directed by LOCAL AGENCY at its

sole discretion. Refusal by CONSULTANT to incorporate audit or review Tea wordion, it cose a do federal area forms and cabaroces to termination of the Agreement and disallowance of prior reimbursed costs.

ARTICLE X - SUBCONTRACTING
A. Nothing contained in this Agreement or otherwise, shall create any contractual relation between CITY and any sub-consultants), and no subcontract shall relieve co as tily response ero i fies and indon sins odit CUSTAN anders persons elther directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by CONSULTANT. CONSULTANT's obligation to pay its sub-consultants) is an independent obligation from CITY'S obligation to make payments to the CONSULTANT.

B. CONSULTANT shall perform the work contemplated with resources available within its own organization and no portion of the work pertinent to this Agreement shall be subcontracted without written authorization by CITY's Contract Administrator, except that, which is expressly identified in the approved Cost Proposal.

C. CONSULTANT shall pay its sub-consultants within ten (10) calendar days from receipt of each payment made to CONSULTANT by CITY.

D. All subcontracts entered into as a result of this Agreement shall contain all the provisions stipulated in this Agreement to be applicable to sub-consultants.

E. Any substitution of sub-consultant(s) must be approved in writing by CITY's Contract Administrator prior to the start of work by the sub-consultants).

ARTICLE XI - EQUIPMENT PURCHASE
A. Prior authorization in writing, by CITY's Contract Administrator shall be required before CONSULTANT enters into any unbudgeted purchase order, or subcontract exceeding $5,000 for supplies, equipment, or CONSULTANT services. CONSULTANT shall provide an evaluation of the necessity or desirability of incurring such costs.

B. For purchase of any item, service or consulting work not covered in CONSULTANT's Cost Proposal and exceeding $5,000 prior authorization by CITY's Contract Administrator; three competitive quotations must be submitted with the request, or the absence of bidding must be adequately justified.

C. Any equipment purchased as a result of this Agreement is subject to the following: "CONSULTANT shall maintain an inventory of all nonexpendable property.

Nonexpendable property is defined as having a useful life of at least two years and an acquisition cost of $5,000 or more. If the purchased equipment needs replacement and is

sold or traded in, CITY shall receive a proper refund or credit at the conclusion of the Agreement, or if the Agreement is terminated, CONSULTANT may either keep the equipment and credit CITY in an amount equal to its fair market value, or sell such equipment at the best price obtainable at a public or private sale, in accordance with established CITY procedures; and credit CITY in an amount equal to the sales price. If CONSULTANT elects to keep the equipment, fair market value shall be determined at CONSULTANT's expense, on the basis of a competent independent appraisal of such equipment. Appraisals shall be obtained from an appraiser mutually agreeable to by CITY and CONSULTANT, if it is determined to sell the equipment, the terms and conditions of such sale must be approved in advance by CITY." 49 CFR, Part 18 requires a credit to Federal funds when participating equipment with a fair market value greater than $5,000 is credited to the project.

ARTICLE XII - STATE PREVAILING WAGE RATES
A. CONSULTANT shall comply with the State of California's General Prevailing Wage Rate requirements in accordance with California Labor Code, Section 1770, and all Federal, State, and local laws and ordinances applicable to the work.

B. Any subcontract entered into as a result of this Agreement, if for more than $25,000 for public works construction or more than $15,000 for the alteration, demolition, repair, or maintenance of public works, shall contain all of the provisions of this Article, unless the awarding agency has an approved labor compliance program by the Director of Industrial Relations.

C. When prevailing wages apply to the services described in the scope of work, transportation and subsistence costs shall be reimbursed at the minimum rates set by the Department of Industrial Relations (DIR) as outlined in the applicable Prevailing Wage Determination. See http://www.dir.ca.gov.

ARTICLE XIII - CONFLICT OF INTEREST
A. CONSULTANT shall disclose any financial, business, or other relationship with CITY that may have an impact upon the outcome of this Agreement, or any ensuing CITY construction project. CONSULTANT shall also list current clients who may have a financial interest in the outcome of this Agreement, or any ensuing CITY construction project, which will follow. The current projects that the firm has prior to entering this contract are: Farmersville Unified School District TIA and Farmersville SR 198 Gateway
B. CONSULTANT hereby certifies that it does not now have, nor shall it acquire any financial or business interest that would conflict with the performance of services under this Agreement.

C. CONSULTANT hereby certifies that neither CONSULTANT, nor any firm affiliated with CONSULTANT will bid on any construction contract resulting from this Agreement. An affiliated firm is one, which is subject to the control of the same persons through joint-ownership, or otherwise.

D. Except for sub-consultants whose services are limited to providing surveying or materials testing information, no sub-consultant who has provided design services in

connection with this Agreement shall be eligible to bid on any construction contract resulting from this Agreement:

ARTICLE XIV - REBATES, KICKBACKS, OR OTHER UNLAWFUL

CONSIDERATION
CONSULTANT warrants that this Agreement was not obtained or secured through rebates kickbacks or other unlawful consideration, either promised or paid to any CITY employee.

For breach or violation of this warranty, CITY shall have the right in its discretion; to terminate the Agreement without liability; to pay only for the value of the work actually performed; or to deduct from the Agreement price; or otherwise recover the full amount of such rebate, kickback or other unlawful consideration.

ARTICLE XV - PROHIBITION OF EXPENDING LOCAL AGENCY STATE OR

FEDERAL FUNDS FOR LOBBYING
A. CONSULTANT certifies to the best of his or her knowledge and belief that:

1. No state, federal or local agency appropriated funds have been paid, or will be paid by-or-on behalf of CONSULTANT to any person for influencing or attempting to influence an officer or employee of any state or federal agency; a Member of the State Legislature or United States Congress; an officer or employee of the Legislature or Congress; or any employee of a Member of . the Legislature or Congress, in connection with the awarding of any state or tederal contract; the making of any state or federal grant; the making of any state or federal loan; the entering into of any cooperative agrement, and the extension, continuation, renewal, amendment, or modification of any state or federal contract, grant, loan, or cooperative agreement.

2. If any funds other than federal appropriated funds have been paid, or will be paid to any person for influencing or attempting to influence an officer or employee of any federal agency; a Member of Congress; an officer or employee of Congress, or an employee of a Member of Congress; in connection with this federal contract, grant, loan, or cooperative agreement; CONSULTANT shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying", in accordance with its instructions.

B. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

C. CONSULTANT also agrees by signing this document that he or she shall require that the language of this certification be included in all lower-tier subcontracts, which exceed $100,000 and that all such sub recipients shall certify and disclose accordingly.

ARTICLE XVI - STATEMENT OF COMPLIANCE

A. CONSULTANT's signature affixed herein; and dated, shall constitute a certification under penalty of perjury under the laws of the State of California that CONSULTANT has, unless exempt, complied with; the nondiscrimination program requirements of Government Code Section 12990 and Title 2, California Administrative Code, Section 8103.

B. During the performance of this Agreement, Consultant and its sub-consultants shall not unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of sex, race, color, ancestry, religious creed, national origin, physical disability (including HIV and AIDS), mental disability, medical condition (e.g., cancer), age (over 40), marital status, and denial of family care leave. Consultant and sub-consultants shall insure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment. Consultant and sub-consultants shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code §12990 (a-f) et seq.) and the applicable regulations promulgated there under (California Code of Regulations, Title 2, Section 7285 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code Section 12990 (a-f), set forth in Chapter 5 of Division 4 of Title 2 of the California code or kegulations, are incorporated into this Agreement by reference and made a part hereof as if set forth in full. Consultant and its sub-consultants shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other Agreement.

C. The Consultant shall comply with regulations relative to Title VI (nondiscrimination in federally-assisted programs of the Department of Transportation - Title 49 Code of Federal Regulations, Part 21 - Effectuation of Title VI of the 1964 Civil Rights Act). Title VI provides that the recipients of federal assistance will implement and maintain a policy of nondiscrimination in which no person in the state of California shall, on the basis of race, color, national origin, religion, sex, age, disability, be excluded from participation in, denied the benefits of or subject to discrimination under any program or activity by the recipients of federal assistance or their assignees and successors in interest.

D. The Consultant, with regard to the work performed by it during the Agreement shall act in accordance with Title VI. Specifically, the Consultant shall not discriminate on the basis of race, color, national origin, religion, sex, age, or disability in the selection and retention of sub-consultants, including procurement of materials and leases of equipment.

The Consultant shall not participate either directly or indirectly in the discrimination prohibited by Section 21.5 of the U.S. DOT's Regulations, including employment practices when the Agreement covers a program whose goal is employment.

ARTICLE XVII - DEBARMENT AND SUSPENSION CERTIFICATION
A. CONSULTANT's signature affixed herein, shall constitute a certification under penalty of perjury under the laws of the State of California, that CONSULTANT has complied with Title 2 CFR, Part 180, "OMB Guidelines to Agencies on Government wide Debarment and Suspension (non-procurement)", which certifies that he/she or any person associated therewith in the capacity of owner, partner, director, officer, or manager, is not

!
currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any federal agency; has not been suspended, debarred, voluntarily excluded, or determined ineligible by any federal agency within the past three (3) years; does not have a proposed debarment pending; and has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three (3) years. Any exceptions to this certification must be disclosed to CITY.

B. Exceptions will not necessarily result in denial of recommendation for award, but will be considered in determining CONSULTANT responsibility. Disclosures must indicate to whom exceptions apply, initiating agency, and dates of action.

C. Exceptions to the Federal Government Excluded Parties List System maintained by the General Services Administration are-to be determined by the Federal highway Administration.

ARTICLE XVIII - FUNDING REQUIREMENTS
A. It is mutually understood between the parties that this Agreement may have been written before ascertaining the availability of funds or appropriation of funds, for the mutual benefit of both parties, in order to avoid program and fiscal delays that would occur if the Agreement were executed after that determination was made.

B. This Agreement is valid and enforceable only, if sufficient funds are made available to the City for the purpose of this Agreement. "In addition, this Agreement is subject to any additional restrictions, limitations, conditions, or any statute enacted by the Congress State Legislature, or City's governing board that may affect the provisions, terms, or funding of this Agreement in any manner.

C. It is mutually agreed that if sufficient funds are not appropriated, this Agreement may be amended to reflect any reduction in funds.

D. City has the option to void the Agreement under the 30-day termination clause pursuant to Article VI, or by mutual agreement to amend the Agreement to reflect any reduction of funds.

ARTICLE XIX - CHANGE IN TERMS
A. This Agreement may be amended or modified only by mutual written agreement of the parties.

B. CONSULTANT shall only commence work covered by an amendment after the amendment is executed and notification to proceed has been provided by City's Contract Administrator.

C. There shall be no change in CONSULTANT'S Project Manager or members of the project team, as listed in the approved Cost Proposal, which is a part of this Agreement without prior written approval by City's Contract Administrator.

ARTICLE XX - DISADVANTAGED BUSINESS ENTERPRISES (DBE)

PARTICIPATION
A. This Agreement is subject to 49 CFR, Part 26 entitled "Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs" .. Consultants who obtain DBE participation on this Agreement will assist Caltrans in meeting its federally mandated statewide overall DBE goal.

B. The goal for DBE participation for this Agreement iș 10%. Participation by BE consultant or sub consultants shall be in accordance with information contained in th onsultant Proposal DBE Commitment (Exhibit 10-01), or in the Consultant Contract DB AnD sion oilin 1 ail to perform, CONSULTANT my make a go eth fort to replace him/her with another DBE sub consultant, of the goal is not otherwise met.

C. DBE's and other small businesses, as defined in 49 CFR, Part 26 are encouraged to participate in the performance of contracts financed in whole or in part with federal funds. CONSULTANT or sub consultant shall not discriminate on the basis of race, color, national origin, or sex in the performance of this Agreement. CONSULTANT shall carry out applicable requirements of 49 CFR, Part 26 in the award and administration of US DOT- assisted agreements. Failure by CONSULTANT to carry out these requirements is a material breach of this Agreement, which may result in the termination of this Agreement or such other remedy as City deems appropriate.

D. Any subcontract entered into as a result of this Agreement shall contain all of the provisions of this section.
•A DBE firm may be terminated orily with prior written approval from City and only for the reasons specified in 49 CFR 26.53(f). Prior to requesting City consent for the termination, CONSULTANT must meet the procedural requirements specified in 49 CFR

26.53(f).

F. A DBE performs a Commercially Useful Function (CUF) when it is responsible for execution of the work of the contract and is carrying out its responsibilities by actually performing, managing, and supervising the work involved. To perform a CUF, the DBE must also be responsible with respect to materials and supplies used, on the contract, for negotiating price, determining quality and quantity, ordering the material, and installing (where applicable) and paying for the material itself. To determine whether a DBE is performing a CUF, evaluate the amount of work subcontracted, industry practices, whether the amount the firm is to be paid under the contract is commensurate with the work it is actually performing, and other relevant factors.

G. A DBE does not perform a CUF if its role is limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to obtain the appearance of DBE participation. In determining whether a DBE is such an extra participant, examine șimilar transactions, particularly those in which DBEs do not participate.

H. If a DBE does not perform or exercise responsibility for at least thirty percent (30%) of the total cost of its contract with its own work force, or the DBE subcontracts a greater portion of the work of the contract than would be expected on the basis of normal industry practice for the type of work involved, it will be presumed that it is not performing a CUF.

I. CONSULTANT shall maintain records of materials purchased or supplied from all subcontracts entered into with certified DBEs. The records shall show the name and business address of each DBE or vendor and the total dollar amount actually paid each .

DBE or vendor, regardless of tier. The records shall show the date of payment and the total dollar figure paid to all firms. DBE prime consultants shall also show the date of work performed by their own forces along with the corresponding dollar value of the work.

J. Upon completion of the Agreement, a summary of these records shall be prepared and submitted on the form entitled, "Final Report-Utilization of Disadvantaged Business Enterprise (DBE), First-Tier Sub consultants" CEM-2402F [Exhibit 17-F, of the LAPM], certified correct by CONSULTANT or CONSULTANT's authorized representative and shall be furnished to the Contract Administrator with the final invoice. 'allure to provide the summary of DBE payments with the final invoice will result in wenty-tive percent (25%) of the dollar value of the invoice being withheld from payment until the form is submitted. The amount will be returned to CONSULTANT when a satisfactory "Final Report-Utilization of Disadvantaged Business Enterprises (DBE), First-Tier Sub consultants" is submitted to the Contract Administrator.

K. If a DBE sub consultant is decertified during the life of the Agreement, the decertified sub consultant shall notify CONSULTANT in writing with the date of decertification. If a sub-consultant becomes a certified DBE during the life of the Agreement, the sub-consultant shall notify CONSULTANT in writing with the date of certification. 'Any changes should be reported to City's Contract Administrator within 30 days.

ARTICLE XXI - CONTINGENT FEE
CONSULTANT warrants, by execution of this Agreement that no person or selling agency has been employed, or retained, to solicit or secure this contract upon an agreement or understanding, for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees, or bona fide established commercial or selling agencies maintained by CONSULTANT for the purpose of securing business. For breach or violation of this warranty, City has the right to annul this Agreement without liability; pay only for the value of the work actually performed, or in its discretion to deduct from the contract price or consideration, or otherwise recover the full amount of such 'commission, percentage, brokerage, or contingent feé.

ARTICLE XXII - DISPUTES
A. Any dispute, other than audit, concerning a question of fact arising under this Agreement that is not disposed of by agreement shall be decided by a committee

i consisting of City's Contract Administrator and (City Manager), who may consider written or verbal information submitted by CONSULTANT.

B. Not later than 30 days after completion of all work under the Agreement, CONSULTANT may request review by City's Governing Board of unresolved claims or disputes, other than audit. The request for review will be submitted in writing.

C. Neither the pendency of a dispute, nor its consideration by the committee will excuse CONSULTANT from full and timely performance in accordance with the terms of this Agreement.

ARTICLE XXIII - INSPECTION OF WORK
CONSULTANT and any sub-consultant shall permit City, the state, and the FHWA if tederal participating funds are used in this Agreement; to review and inspect the project activities and files at all reasonable times during the performance period of this Agreement including review and inspection on a daily basis.

ARTICLE XXIV - SAFETY -
A. CONSULTANT shall comply with OSHA regulations applicable to CONSULTANT regarding necessary safety equipment or procedures. CONSULTANT shall comply with safety instructions issued by City Safety Officer and other City representatives. CONSULTANT personnel shall wear hard hats and safety vests at all times while working on the construction project site.

B. Pursuant to the authority contained in Section 591 of the Vehicle Code, City has determined that, such areas are within the limits of the project and are open to public traffic. CONSULTANT shall comply with all of the requirements set forth in Divisions 11, 12, 13, 14, and 15 of the Vehicle Code. CONSULTANT shall take all reasonably necessary precautions for safe operation of its vehicles and the protection of the traveling public from injury and damage from such vehicles.

C. Any subcontract entered into as a result of this Agreement, shall contain all of the provisions of this Article.

D. CONSULTANT must have a Division of Occupational Safety and Health (CAL- OSHA) permits), as outlined in California Labor Code Sections 6500 and 6705, prior to the initiation of any practices, work, method, operation, or process related to the construction or excavation of trenches which are five feet or deeper.

ARTICLE XXV - INSURANCE •
A. CONSULTANT shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, insurance as follows:

B. Commercial General Liability Insurance with coverage at least as broad as Insurance Services Office form CG 00 01 and minimum limits of Two Million Dollars

($2,000,000) per occurrence, Four Million Dollars ($4,000,000) annual general aggregate and Two Million Dollars ($2,000,000) products-completed operations aggregate for any personal injury, death, loss, or damage. The general aggregate limit shall apply separately to projects covered by this Agreement, or the general aggregate limit shall be twice the required per occurrence limit. The coverage shall state that the CONSULTANT'S insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.

C. Automobile Liability Insurance, on an Insurance Services Office Business Auto Coverage form CA 00 01 (or equivalent), for any owned, non-owned or hired vehicle used in connection with the performance of this Agreement with minimum limits of Two Million Dollars ($2,000,000) per accident for bodily injury and property damage.

D. Workers' Compensation insurance as required by the State of California and Employer's Liability with minimum limits of One Million Dollars ($1,000,000) each accident, One Million Dollars ($1,000,000) by disease-policy limit, and One Million Dollars ($1,000,000) by disease-each employee. The policy shall include a waiver of subrogation endorsement in favor of the CITY, its elected officials, officers, agents, employees, attorneys, servants, volunteers, successors and assigns. Proof of Workers' Compensation insurance is not required if party provides written verification to the CITY that they have no employees.

E. Professional Liability Insurance that insures against professional errors and omissions that may be made in performing services in connection with this Agreement with a minimum limit of Two Million Dollars ($2,000;000) per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and CONSULTANT agrees to maintain conținuous coverage through a period no less than three years after completion of the services required by this Agreement.

A. CONSULTANT shall require each of its sub-consultants or sub- contractors to maintain insurance coverage that meets all of the requirements of this Agreement.

F. The policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a rating of at least A:VII in the latest edition of Best's Insurance Guide.

CONSULTANT agrees that if it does not maintain the insurance required in this Agreement in full force and effect, CITY may either immediately terminate the Agreement or, if insurance is available at a reasonable cost, CITY may purchase the required insurance and pay the premium. Any such premium payments shall be deducted from any fees payable to CONSULTANT or CONSULTANT shall reimburse CITY for any premium payments upon request.

Prior to commencement of work under this Agreement, CONSULTANT shall file with

CITY's Risk Manager a certificate or certificates of insurance, including copies of all additional insured endorsements and waiver of subrogation endorsements, evidencing compliance with the insurance requirements in this Article. The CONSULTANT agrees to provide complete, certified copies of any or all required insurance policies if requested by the CITY
H. CONSULTANT shall provide proof that policies of insurance expiring during the tea of the sagement have bet pro wil be furice it least to weeks. prior to the expiration of the coverages.

I. The general liability and automobile policies of insurance shall contain contribution from the CITY'S coverage and be endorsed using Insurance Services Office form CG 2010 (or equivalent). For construction projects, an endorsement providing completed operations coverage for the additional insureds on Insurance Services Office form CG 20 37 (or equivalent) is also required. The policies shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty (30) days' prior written notice, except that ten(10) days' prior written notice shall apply in the event of cancellațion for non-payment of premium, CONSULTANT agrees to require its insurer to modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to. mail written notice of cancellation imposes no obligation, and to delete the word "endeavor" with regard to any notice provisions.

The insurance provided by CONSULTANT shall be primary to any other coverage available to CITY. Any insurance or self-insurance maintained by CITY, its officers, employees, agents or volunteers, shall be in excess of CONSULTANT's insurance and shall not contribute with it.

K. All insurance coverage provided pursuant to this Agreement shall not' prohibit CONSULTANT, and CONSULTANT's employees, agents, sub-consultants, subcontractors, or volunteers from waiving the right of subrogation prior to a loss.

CONSULTANT hereby waives all rights of subrogation against CITY.

I. Any deductibles or self-insured retentions must be approved by CITY. At the option of CITY, CONSULTANT shall either reduce or eliminate the deductibles or self-insured retentions with respect to CITY, or CONSULTANT shall procure a bond guaranteeing payment of losses and expenses.

M. If CONSULTANT is a Limited Liability Company, general liability coverage must be amended so that the Limited Liability Company and its managers, • affiliates, employees, agents, and other persons necessary or incidental to its operation are insureds.

Procurement of insurance by CONSULTANT shall not be construed as a mitation of CONSULTANT's liability or as full performance of CONSULTANT' uties to indemnify, hold harmless and defend under Section 14 of this Agreemen