Agenda packet — Fontana City Council, April 28, 2026 (part 1 of 3)

Tuesday, April 28, 2026
2:00 PM
City of Fontana
8437 Sierra Avenue
Fontana, CA 92335
Revised Agenda
Ord. No. 1988 Reso. No. 2026-027
Steelworkers' Auditorium
8437 Sierra Avenue
Fontana, Ca. 92335
City Council Meeting
Acquanetta Warren - Mayor
Peter A. Garcia - Mayor Pro Tem
John B. Roberts - Council Member
Jesus "Jesse" Sandoval - Council Member
Phillip Cothran - Council Member
Germaine Key - City Clerk
Janet Koehler-Brooks, City Treasurer
1 City Council Meeting Revised Agenda April 28, 2026
Welcome to a meeting of the Fontana City Council.

Welcome to a meeting of the Fontana City Council. Meetings are held at the Steelworker's Auditorium 8437 Sierra Avenue, Fontana, CA 92335. To address the Council, please fill out a card located at the entrance to the right indicating your desire to speak on either a specific agenda item or under Public Communications and give it to the City Clerk. Your name will be called when it is your turn to speak. In compliance with Americans with Disabilities Act of 1990 (42 USC § 12132), the Steelworker's Auditorium is wheelchair accessible, and a portable microphone is available. Upon request, this agenda will be made available in appropriate alternative forms to persons with disabilities, as required by Section 12132 of the Americans with Disabilities Act of 1990. Any person with a disability who requires accommodation to participate in a meeting should direct such a request to the City Clerk ’s Office at ( 909) 350-7602 at least 48 hours before the meeting, if possible. Any public record, relating to an open session agenda item, that is distributed within 72 hours prior to the meeting is available for public inspection at the City Clerk’s Office.

The City of Fontana is committed to ensuring a safe and secure environment for its residents to engage with the government. No oversized bags or backpacks (size limit of 14”x14”x6”) will be allowed inside the Steelworker's Auditorium. All bags are subject to search. Face masks are prohibited in the Steelworker's Auditorium, but clear masks will be provided upon request to accommodate individuals with medical needs, ensuring their safety and well-being. Before entering the Steelworker's Auditorium, you may be subject to a metal detector screening. The City Manager retains the discretion to grant any exemptions. Fontana aims to provide safe buildings for our community members, employees, and visitors.

WORKSHOP:

A. 12:30 P.M. City Council Workshop
A. E-Bike Discussion: Use, Safety & Regulation 26-0959
PUBLIC COMMUNICATION - CLOSED SESSION:

This is an opportunity for citizens to speak to the City Council for up to 3 minutes on the following Closed Session. The Mayor and City Council reserve the right to adjust this time limit based on the number of speakers who wish to address the Mayor and City Council.

A. Public Communications - Closed Session
CLOSED SESSION:

A. 1:00 P.M. CLOSED SESSION
A. 1. CONFERENCE WITH LEGAL COUNSEL – EXISTING

LITIGATION PURSUANT TO GOVERNMENT CODE
SECTION 54956.9 (a) Name of case: A ’Vay Lewis v. City of Fontana, et al ., Case No. CIVSB 2505558 (San Bernardino Superior Court).
26-0958

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2 City Council Meeting Revised Agenda April 28, 2026

2. CONFERENCE WITH LEGAL COUNSEL – EXISTING

LITIGATION PURSUANT TO GOVERNMENT CODE
SECTION 54956.9 (a) Name of case: Lary Qirk Lewis v. City of Fontana, et al., Case No. CIVSB 2516452 (San Bernardino Superior Court).

CALL TO ORDER/ROLL CALL:

A. Call To Order/Roll Call:

INVOCATION/PLEDGE OF ALLEGIANCE:

A. Invocation/Pledge of Allegiance:

CLOSED SESSION ANNOUNCEMENT
A. Closed Session Announcement:

SPECIAL PRESENTATIONS:

A. Special Presentations:

A. Mayor Warren and City Council to swear in new Fontana Firefighters
26-0954
B. Mayor Warren and City Council to swear in new Fontana Police Officers Kenneth Gasaway, Mason Howard, Mireya
Izazaga & Kevin Ojima
26-0952
C. Mayor Warren and City Council to recognize Officers Alex Chuy, Dustin Hodgins, Daniel Oliver & Hector Quinones as March 2026 Employees of the month
26-0953
PUBLIC COMMUNICATIONS:

This is an opportunity for members of the public to address the City Council for up to three ( 3) minutes total on items either on the Agenda or items not on the Agenda, but within the City Council's jurisdiction. Note that Public Hearing items have individual and specific public input opportunities during the public hearing and testimony on those items will only be taken during the public hearing. The Council is prohibited by law from discussing or taking immediate action on non-agendized items. The Mayor and City Council reserve the right to adjust this time limit based on the number of speakers who wish to address the Mayor and City Council.

A. Public Communications
CONSENT CALENDAR:

All matters listed under CONSENT CALENDAR will be enacted by one motion in the form listed below. There will be no separate discussion on these items prior to the time Council

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3 City Council Meeting Revised Agenda April 28, 2026
votes on them, unless a member of the Council requests a specific item be removed from the Consent Calendar for discussion.

Approve Consent Calendar Items as recommended by staff.

A. Approval of Minutes 26-0951
Approve the minutes of April 14, 2026, Regular City Council Meeting.

Attachment No. 1- City Council Meeting Minutes
04-14-2026.pdf
Attachments:

B. Adoption of Ordinance No. 1985 (Second Reading)
Amending Multiple Sections Of The Fontana Municipal
Code Including Amendments To Sec. 30-12 Pertaining To
The Definition Of Acute Care, Urgent Care And Business
Park; Sec. 30-358 Pertaining To The Definition Of Frontage Coverage; Sec. 30-368 Pertaining To The Maximum Setback For Buildings In The Route 66 Gateway Subdistrict Of The Form-Based Code Zone; Sec. 30-386 Pertaining To The
Minimum Glazing Standard For The Shopfront Frontage
Type In The Form-Based Code Zone; Sec. 30-389 Pertaining To Required Landscaping In Parking Areas For Mixed- Use And Commercial Developments In The Form-Based Code
Zone; Sec. 30-489 Pertaining To The Urgent Care And
Acute Care Land Uses In The Commercial Zones; Sec .
30-538 Pertaining To Required Screening Of Loading Areas In Industrial Zones
26-0947
Conduct a second reading by title only and adopt, Ordinance No. 1985, Amending Multiple Sections Of The Fontana Municipal Code, Including Amendments To Sec. 30-12 Pertaining To The Definition Of Acute Care, Urgent Care And Business Park; Sec. 30-358 Pertaining To The Definition Of Frontage Coverage; Sec. 30-368 Pertaining To The Maximum Setback For Buildings In The Route 66 Gateway Subdistrict Of The Form-Based Code Zone; Sec. 30-386 Pertaining To The Minimum Glazing Standard For The Shopfront Frontage Type In The Form-Based Code Zone; Sec. 30-389 Pertaining To Required Landscaping In Parking Areas For Mixed-Use And Commercial Developments In The Form-Based Code Zone; Sec. 30-489 Pertaining To The Urgent Care And Acute Care Land Uses In The Commercial Zones; Sec. 30-538 Pertaining To Required Screening Of Loading Areas In Industrial Zones”. And Finding The Action To Be Categorically Exempt From CEQA Under CEQA Sections 15060(C), 15378, and 15061(B)3).

Attachment No. 1- Ord No. 1985.docxAttachments:

C. Adoption of Ordinance No. 1986 (Second Reading), levying special taxes within the City of Fontana Community
Facilities District No. 117 (Southridge)
26-0949

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4 City Council Meeting Revised Agenda April 28, 2026
Conduct a second reading by title only and adopt, Ordinance No. 1986, levying special taxes within the City of Fontana Community Facilities District No. 117 (Southridge).

Attachment No. 1- Ord 1986.docxAttachments:

D. Adoption of Ordinance No. 1987 (Second Reading) ,
amending Article XIII of Chapter 15 of the Fontana
Municipal Code to regulate social hosts who allow illegal fireworks
26-0950
Conduct a second reading by title only and adopt, Ordinance No. 1987, amending Article XIII of Chapter 15 of the Fontana Municipal Code to regulate social hosts who allow illegal fireworks.

Attachment No. 1- Ord No. 1987.docxAttachments:

E. Approval of a Resolution Amending and Updating the City’s Records Retention Schedule
26-0915
Approve Resolution No. 2026-027, adopting a revised Records Retention Schedule for the retention and destruction of obsolete records.

Attachment No. 1- Reso 2026-027 - Records Retention.docx Attachment No.2- Fontana - Records Retention
Schedule_DRAFT Update 03-30-2026.xlsx
Attachments:

F. Award a Professional Services Agreement for Design
Services to BFK Architects for the 16641 Orange Way
Public Works East Yard Renovation Project
(PW-26-158-SP).
26-0846

1. Award and authorize the City Manager to enter into a Professional Services Agreement with BFK Architects for the Design Services for the 16641 Orange Way Public Works East Yard Renovation Project in the amount of $318,880.00 (Request for Proposals PW-26-158-SP).

2. Approve and authorize the City Manager to enter into future individual Professional Services Agreement Amendments with BFK, not exceeding $30,000.00 for the 16641 Orange Way Public Works East Yard Renovation Project (PW-26-158-SP).

Attachment No. 1- Evaluation Summary PW-26-158-SP.pdf
Attachment No. 2- Proposal.pdf
Attachment No. 3- Site map.docx
Attachments:

G. Authorize the Purchase of Next-Generation Firewalls to Replace End-of-Life Firewalls
26-0871

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5 City Council Meeting Revised Agenda April 28, 2026

1. Authorize the Purchasing Division to procure next-generation firewall hardware utilizing Purchasing Policy and Procedure Manual 3.1.5 Non-Competitive Proposal - Purchase by Another Agency.

2. Authorize the Purchasing Division to use the OMNIA Partners Contract #01-154 to purchase a pair of replacement firewalls from authorized reseller NowTech Solutions of Sacramento, CA, including all required licensing, maintenance, and support in the amount of $126,744.31.

Attachment No. 1- City of Fontana - FortiGate-701G 5 Year Enterprise Protection.pdf
Attachment No. 2- Fortinet_Award_Letter.pdf
Attachment No. 3 01-154_Fortinet_RL_2025.06.13.docx.pdf Attachments:

H. Authorize the Renewal of Licensing and Maintenance for Firewall Systems
26-0889

1. Authorize the Purchasing Division to utilize the OMNIA Partners IT Solutions, Products, and Services Contract #2024056-02 to renew licensing, maintenance, and support for the City ’s Palo Alto firewall and SD-WAN systems in accordance with Purchasing Policies and Procedure Manual 3.1.5 Non-Competitive Proposal - Purchase by Another Agency.

2. Approve the purchase from SHI International in the amount of $102,925.60.

Attachment No. 1- SHI Quote-27285916.pdf
Attachment No. 2- 2024056-02_SHI_EXE.pdf
Attachments:

I. Resolution of the City Council of the City of Fontana, California Approving a Purchase and Sale Agreement
Between the City of Fontana and SA Golden Investments,
Inc. for Assessor ’s Parcel Numbers 0228-151-62-0000 and 0228-151-66-0000
26-0897

1. Adopt Resolution No. 2026-028 , approving a Purchase and Sale Agreement between the City of Fontana and SA Golden Investments, Inc. for Assessor’s Parcel Numbers 0228-151-62-0000 and 0228-151- 66-0000.

2. Authorize the City Manager to sign any documents necessary or appropriate to approve and enter into a Purchase and Sale Agreement.

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6 City Council Meeting Revised Agenda April 28, 2026
Attachment No. 1- Resolution Approving SA Golden
PSA-c1.docx
Attachment No. 2- Approved Resolution 2025-107 - Exempt Surplus Land Declaration.pdf
Attachment No. 3- Vicinity map.pdf
Attachment No. 4- Appraisal.pdf
Attachment No. 5 - Purchase and Sales Agreement.docx
Attachments:

J. Award a Construction Contract for the Fire Station No. 80 - Training Center Project (Bid No. DE-26-129-SB)
26-0928

1. Award and authorize the City Manager to enter into a construction contract with AMG & Associates, Inc. for the construction of the Fire Station No. 80 - Training Center in the amount of $14,395,000 and authorize a 10% contingency in the amount of $1,439,500 (Bid No. DE-26 -129-SB).

2. Approve and authorize the City Manager to enter into any and all utility agreements, utility easements, and subsequent agreements on behalf of the City of Fontana for the Fire Station No. 80 - Training Center (Bid No.

DE-26-129-SB).

3. Appropriate $3,900,000 from Fire Capital Project Fund (Fund 610) to the Fire Station No. 80 - Training Center Project No. 37603385.

4. Approve a transfer in the amount of $3,900,000 from Fontana Fire District Fund #210 to the Fire Capital Project Fund #610 to cover construction contract costs.

Attachment 1 - Vicinity Map
Attachment 2 - Bid Results
Attachment 3 - Bid Detail
Attachments:

K. Police Department Monthly Information Update 26-0931 Accept the Police Department monthly information update for February 2026.

Attachment No. 1- February 2026 Report for City Council Rev2.pptx
Attachments:

L. Authorize the Renewal of VMware Software Licensing 26-0933

1. Authorize the Purchasing Division to procure VMware maintenance and support utilizing NASPO State of California Participating Addendum Contract AR 2472 (Addendum 7-17-70-40-05) in accordance with Purchasing Policies and Procedure Manual 3.1.5 Non-Competitive Proposal - Purchase by Another Agency.

2. Approve the purchase from Sidepath, Inc. of Laguna Hills, CA as the authorized reseller in the amount of $119,380.00.

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7 City Council Meeting Revised Agenda April 28, 2026
Attachment No. 1- QUOTE-SIDQ52698.pdf
Attachment No. 2- ADDENDUM NUMBER
7-17-70-40-05.pdf
Attachments:

M. Final Acceptance of Heritage Community Center Pool
Plastering Project (PW-26-70-SB)
26-0935

1. Accept as complete the work performed by California Landscape and Design, Inc. for the Heritage Community Center Pool Plastering project (PW-26-70-SB).

2. Authorize the City Manager to approve the additional contract authorization increase amount of $22,378.00.

N. Purchase and Sale Agreement- 15166 Foothill Blvd 26-0941

1. Approve a Purchase & Sale Agreement for the purchase of the associated land located at 15166 Foothill Boulevard, Fontana, CA 92335 specifically described as APN 1110-161-08 in the amount of $3,200,000 plus escrow costs and related acquisition fees.

2. Authorize the purchase of that certain Real Property specifically described as APN 1110-161-08 comprised of approximately 2.30 acres (“Property”) from Aldea Foothill Two, LLC.

3. Authorize the City Manager to enter into the Purchase and Sale Agreement and any other documents necessary or appropriate to facilitate said purchase on behalf of the City of Fontana.

Attachment No. 1- 15166 FOOTHILL BLVD_(.pdfAttachments:

O. First Amendment to Option and Purchase and Sale
Agreement for City owned property
26-0942

1. Approve the First Amendment to the Option and Purchase and Sale Agreement with SA Golden Investments, LLC for city owned land located at the northwest corner of Arrow Boulevard and Sierra Avenue consisting of approximately 21,500 square feet, more specifically described as APN’s 0191-163-26, 0191-163-17, and 0191-163-16.

2. Authorize the City Manager to enter into any documents necessary or appropriate to effectuate said approvals and/or agreement, including any related financing or subordination documents required to effectuate the close of escrow and development of the property.

Attachment No. 1- FIRST AMENDMENT TO REAL ESTATE

OPTION AND PURCHASE AND SALE AGREEMENT- SA
GOLDEN-c1 (003).docx
Attachments:

P. Final Acceptance of Ralph M. Lewis Sports Park Artificial 26-0944

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8 City Council Meeting Revised Agenda April 28, 2026
Turf Installation for Fields 1 & 2 (PW-26-36-SB)
Accept as complete the work performed by FieldTurf Inc, USA for Ralph M.

Lewis Sports Park Artificial Turf Installation for Fields 1 & 2 (PW-26-36-SB).

Q. Award a Construction Contract for the Village of Heritage (VoH) Liberty Loop Patching and Pavement Rehabilitation Project (DE-26-97-SB)
26-0945

1. Award bid and authorize the City Manager to enter into a construction contract with Matich Corporation for the construction of the VoH Liberty Loop Patching and Pavement Rehabilitation Project in the amount of $2,548,691.00 and authorize a 10% contingency in the amount of $254,869.10 (DE-26-97-SB).

2. Approve and authorize the City Manager to enter into any and all utility agreements, utility easements, and subsequent agreements on behalf of the City of Fontana for the VoH Liberty Loop Patching and Pavement Rehabilitation Project.

Attachment No. 1- Bid Results VoH Liberty Loop.pdf
Attachment No. 2- VoH Liberty Pkwy Map.pdf
Attachment No. 3- Bid ResultDetail479241.pdf
Attachments:

R. Approve and Authorize the City Manager to enter into a Public Road Easement with the U .S. Department of
Agriculture Forest Service along Coyote Canyon Road,
West of Sierra Avenue
26-0974
Approve and authorize the City Manager to enter into a Public Road Easement with the U.S. Department of Agriculture Forest Service along Coyote Canyon Road, west of Sierra Avenue.

Attachment No. 1- Public road easement draft_final -
UPDATED 04.21.26.pdf
Attachment No. 2- Exhibit A and Exhibit B - LEGAL and Plat Revised 11-25-2025.pdf
Attachments:

S. Naming of Proposed Children ’s Museum in honor of John P. Previti
26-0956
Approve the naming of the Proposed Children’s Museum in honor of John P Previti.

T. Adoption of Resolution No. 2026-029 Appointing Mayor Warren as the City ’s Representative to the San Bernardino Regional Housing Trust (SBRHT) Board of Directors
26-0980
Adopt Resolution No. 2026-029 appointing Mayor Warren as the City of Fontana’s representative to the San Bernardino Regional Housing Trust (SBRHT) Board of Directors.

Attachment No. 1- Reso 2026-029.docxAttachments:

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9 City Council Meeting Revised Agenda April 28, 2026
NEW BUSINESS:

A. New Business:

A. Establishing Procedures for the Conduct of the Public Hearing and Majority Protest Process and Exhaustion of
Administrative Remedies Procedures
26-0957
Authorize the City Clerk, or their designee, to provide notice of the public hearing in accordance with Proposition 218’s requirements.

CITY MANAGER COMMUNICATIONS:

A. City Manager Communications
ELECTED OFFICIALS COMMUNICATIONS/REPORTS:

A. Elected Officials Communications/Reports
ADJOURNMENT:

A. Adjournment
Adjourn to the next Regular City Council Meeting on May 12, 2026 at 2:00 p.m. in the Steelworkers' Auditorium located at 8437 Sierra Avenue, Fontana, California.

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10 City of Fontana
Action Report
City Council Meeting
8437 Sierra Avenue
Fontana, CA 92335
File #: 26-0959 Agenda Date: 4/28/2026
Agenda #: A. Category: Workshop
Workshop
Tuesday, April 28, 2026
12:30 P.M.

Steelworkers’ Auditorium
City Council
Acquanetta Warren, Mayor
Peter Garcia, Mayor Pro Tem
John Roberts, Council Member
Jesus “Jesse” Sandoval, Council Member
Phillip W. Cothran., Council Member
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12 City of Fontana
Action Report
City Council Meeting
8437 Sierra Avenue
Fontana, CA 92335
File #: 26-0954 Agenda Date: 4/28/2026
Agenda #: A. Category: Ceremonial Items
Ceremonial Item
Tuesday, April 28, 2026
Steelworkers’ Auditorium
City Council
Acquanetta Warren, Mayor
Phillip W. Cothran. Mayor Pro Tam
John Roberts, Council Member
Jesse “Jesus” Sandoval, Council Member
Peter Garcia, Council Member
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13 City of Fontana
Action Report
City Council Meeting
8437 Sierra Avenue
Fontana, CA 92335
File #: 26-0952 Agenda Date: 4/28/2026
Agenda #: B. Category: Ceremonial Items
Ceremonial Item
Tuesday, April 28, 2026
Steelworkers’ Auditorium
City Council
Acquanetta Warren, Mayor
Phillip W. Cothran. Mayor Pro Tam
John Roberts, Council Member
Jesse “Jesus” Sandoval, Council Member
Peter Garcia, Council Member
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14 City of Fontana
Action Report
City Council Meeting
8437 Sierra Avenue
Fontana, CA 92335
File #: 26-0953 Agenda Date: 4/28/2026
Agenda #: C. Category: Ceremonial Items
Ceremonial Items
Tuesday, April 28, 2026
2:00 P.M.

City Clerk
SUBJECT:

Approval of Minutes
RECOMMENDATION:

Approve the minutes of April 14, 2026, Regular City Council Meeting.

COUNCIL GOALS:
· Create and maintain a dynamic team by supporting the decisions of the majority once made.
· Create and maintain a dynamic team by communicating Goals and Objectives to all commissions and employees.

DISCUSSION:

The City Council will consider approval of the minutes of April 14, 2026, Regular City Council Meeting. The draft minutes are attached to this report for Council review and approval.

FISCAL IMPACT:

None.

MOTION:

Approve staff recommendation.

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City of Fontana

8437 Sierra Avenue
Fontana, CA 92335

Minutes

Tuesday, April 14, 2026

2:00 PM

Steelworkers' Auditorium
8437 Sierra Avenue
Fontana, Ca. 92335
City Council Meeting

Acquanetta Warren - Mayor
Peter A. Garcia - Mayor Pro Tem
John B. Roberts - Council Member
Jesus "Jesse" Sandoval - Council Member
Phillip Cothran - Council Member
Germaine Key - City Clerk
Janet Koehler-Brooks, City Treasurer

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CLOSED SESSION:

A. 1:30 P.M. CLOSED SESSION
The Closed Session meeting of the Fontana City Council was held at the Steelworkers’ Auditorium, 8437 Sierra Avenue, Fontana, CA 92335, on Tuesday, April 14, 2026.

Mayor Warren called the meeting to order at 1:31 p.m. with all members of the City Council present except Mayor Pro Tem Garcia and Council Member Sandoval.

City Treasurer Janet Koehler-Brooks and City Clerk Germaine Key were also present.

PUBLIC COMMUNICATION - CLOSED SESSION:

There were no public communications received for the following items:

1. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9 (a)
Case: Valdez v. City of Fontana USDC Case No.: 5:24-cv-002631-KK-SP

The following individuals spoke under closed session public communications for the following items:

1. Bobbie Jo Chavarria

2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54956.8
Property: 16049 Arrow Blvd., (City Link Phase II)
City Negotiator: Phillip Burum, Deputy City Manager
Negotiating Party: Water of Life
Under negotiation: Price and terms of payment

3. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54956.8
Property: APN 1100- 091-71 (Lot C) and 1100-111-51 (Lot D) City Negotiator: Phillip Burum, Deputy City Manager
Negotiating Party: Water of Life
Under negotiation: Price and terms of payment

CALL TO ORDER/ROLL CALL:

A. 2:00 P.M. Call To Order/Roll Call:

The Regular Meeting of the Fontana City Council was held in the Steelworkers’ Auditorium , 8437 Sierra Avenue, Fontana, CA 92335, on Tuesday, April 14, 2026.

Mayor Warren called the Regular City Council Meeting to order at 2:02 p.m.

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ROLL CALL:

PRESENT: Mayor Warren, Council Members Cothran and Roberts.

City Treasurer Janet Koehler-Brooks and City Clerk Germaine Key were also present.

ABSENT: Mayor Pro Tem Garcia and Council Member Sandoval

INVOCATION/PLEDGE OF ALLEGIANCE:

The invocation was given by Council Member Roberts, followed by the pledge of allegiance led by Council Member Cothran.

CLOSED SESSION ANNOUNCEMENT:

City Attorney Ruben Duran reported that the City Council met in Closed Session on the item s listed on the agenda, provided direction to staff, and took no reportable action.

1. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9 (a)
Case: Valdez v. City of Fontana USDC Case No.: 5:24-cv-002631-KK-SP

SPECIAL PRESENTATIONS/ CEREMONIAL:

A. Mayor Warren and City Council to recognize Community Services Supervisor, Stan Clark, Community Service Coordinator, Zachary Tamayo and Southern California Municipal Athletic Federation, Executive Director, Bill Bant for their dedication and outstanding efforts in developing and organizing the "Surf & Turf" competition.

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Mayor Warren and the City Council recognized Community Services Supervisor, Stan Clark, Community Service Coordinator, Zachary Tamayo and Southern California Municipal Athletic Federation, Executive Director, Bill Bant for their dedication and outstanding efforts in developing and organizing the "Surf & Turf" competition.

B. Mayor Warren and City Council to recognize Gabriel Cancinos, Electrical and Safety gold medal winner at the ABC National Craft Championships.

Mayor Warren and City Council recognized Gabriel Cancinos, Electrical and Safety gold medal winner at the ABC National Craft Championships.

C. Mayor Warren and City Council to proclaim April 2026 as National Donate Life Month

Mayor Warren and City Council proclaimed April 2026 as National Donate Life Month. Elaine Jones, One Legacy Ambassador, accepted the proclamation.

PUBLIC COMMUNICATIONS:

The following individuals spoke under public communications:

Asher Jones supported the Regional Navigation Center project and urged stronger wraparound services for people exiting homelessness.

Bobbie Jo Chavarria commented on Earth Month, called for stronger climate action, offered condolences to the Sandoval family and referenced various state and federal elected officials and policy issues.

Grace questioned funding and oversight of a property project she believed had been transferred to the County, and raised concerns about contract amendments without Council review. She also urged action on public safety legislation and community safety concerns.

Isabel Rios called for the removal of a Parks, Community and Human Services Commissioner , citing alleged misconduct during a police-involved incident resulting in a death, and referenced ongoing investigations and legal action related to the case.

CONSENT CALENDAR:

ACTION: Motion was made by Council Member Roberts , seconded by Council Member Cothran, and passed unanimously by a vote of 3-0 to approve Consent Calendar Items “A-M.” The motion carried by the following vote: AYES: Warren, Cothran, and Roberts; NOES: None; ABSTAIN: None; ABSENT: Garcia and Sandoval
A. Approval of Minutes 26-0913
Approve the minutes of March 24, 2026, Regular City Council Meeting and the March 31, 2026, Special City Council Meeting.

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B. Adoption of a Resolution Declaring, Pursuant to the Previously 26-0825 Adopted Mitigation Negative Declaration for the Fire Station No. 80 Project, a Portion of Certain Real Property Located at 6585 Cherry Avenue a Public Right-of-Way for Street and Utility Purposes and Accepting the Road into the City’s Street System Adopt Resolution No. 2026-020, declaring a portion of certain real property located at 6585 Cherry Avenue a public right-of-way for street and utility purposes and accepting the road into the City’s street system.

C. Purchase and Sale Agreement of the Property from San 26-0838 Bernardino County Transportation Authority (SBCTA), APN 0191-161-25

1. Approve a Purchase and Sale Agreement for the purchase of the property near Spring Street facing the Pacific Electric Trail, specifically described as APN 0191-161-25, in the amount of $130,000 plus escrow costs and related acquisition fees.

2. Authorize the City Manager to enter into the Purchase and Sale Agreement and/or any other documents necessary or appropriate to facilitate said purchase on behalf of the City of Fontana.

D. Amendment No. 1 to the Professional Services Agreement for 26-0861 Architectural Design Services with Robert, Borders &
Associates for the Regional Navigation Center Tenant
Improvements Project (DE-25-91-SP)

1. Approve and authorize the City Manager to enter into Amendment No. 1 to the Professional Services Agreement with Robert, Borders & Associates for Architectural Design Services for the Regional Navigation Center Tenant Improvements Project (DE-25-91-SP) in the amount of $147,120.00, for a total contract amount of $772,519.00.

2. Approve and authorize the City Manager to execute future individual Amendments not exceeding $100,000 for the Regional Navigation Center Tenant Center Improvement Project (PN37600084).

E. Adopt a Resolution for Projects Funded by the Road Repair and 26-0869 Accountability Act, SB 1
Adopt Resolution No. 2026-021, of the City Council of Fontana to incorporate projects funded by SB 1, the Road Repair and Accountability Act, for Fiscal Year 2026-2027.

F. Approve Amendment No. 2 to Task Order No. 2 26-0870 (DE-24-195-SQ) with NV5, Inc. for Plan Check, Map Check, and WQMP Review Services
Approve and authorize the City Manager to enter into Amendment No. 2 to Task Order No. 2 (DE-24-195-SQ) with NV5, Inc. in the amount of $198,000, and an amended Task Order total of $477,000 for additional plan check, map check, and WQMP review services.

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G. Annual Update on Military Equipment Pursuant to California 26-0887 Assembly Bill 481
Adopt the “2025 Fontana Police Department Annual Military Equipment Use Inventory Report” in accordance with Ordinance No. 1892 of the Fontana Municipal Code, Governing Military Equipment Usage.

H. Approve Right of Way Purchase and Sale Agreements of the 26-0890 Properties for the Building A Better Connected Inland Empire (RAISE) Project

1. Approve and authorize the City Manager to accept modifications made by MWD and enter into a Purchase and Sale Agreement of the properties with Metropolitan Water District of Southern California.

2. Approve and authorize the City Manager to accept modifications made by MWD and enter into a Possession and Use Agreement of the properties with Metropolitan Water District of Southern California.

3. Approve and authorize the City Manager to enter into a Purchase and Sale Agreement of the properties with Intex Corporation.

I. Purchase of Artificial Turf Replacement Materials for Fields #5 26-0891 and #6 at Ralph M. Lewis Park.

1. Authorize the Purchasing Division to utilize the California Multiple Awards Schedule (CMAS) contract #4-06-78-0031A to procure Artificial Turf Replacement Materials and Nailer Boards Replacement per Purchasing Policies and Procedure Manual 3.1.5 Non-Competitive Proposal.

2. Approve the purchase from FieldTurf USA, Inc. in the not to exceed amount of $856,953.68 for the synthetic turf and materials.

J. Approve Anchor Easement with Southern California Edison 26-0901 on City Company Property Adjacent to Armstrong Road

1. Approve and authorize the City Manager sign the Anchor Easement with Southern California Edison Company on City Property adjacent to Armstrong Road.

K. Approve City of San Bernardino Animal Shelter Services 26-0902 Agreement Amendment No. 1

1. Approve Agreement Amendment No. 1 with the City of Fontana and San Bernardino City Animal Sheltering Services Contract.

2. Authorize the City Manager to enter into any and all future contract amendments on behalf of the City of Fontana.

L. Approve a Purchase Order with Knott’s Berry Farm for the 26- 0909 entry tickets to the amusement park for the Fontana Expanded Learning Program.

1. Approve the Non-Competitive Proposal purchase under the Purchasing Policies 3.1.5 for Single Source/Sole Source method for services are 22

Page 7 of 12 ends

unique.

2. Approve a Purchase Order with Knott’s Berry Farm in the amount of $227,787 for the entry tickets to the amusement park for the Fontana Expanded Learning Program.

M. Approval of Amended and Restated Communications 26 -0912 Site License Agreement with New Cingular Wireless PCS, LLC (AT&T) and Approval of License Termination Agreement for Existing Site near 14000 Philadelphia Avenue

1. Approve the License Termination Agreement terminating the existing 2005 Communications Site License Agreement; and

2. Approve the Amended and Restated Communications Site License Agreement with New Cingular Wireless PCS, LLC (AT&T) for continued operation of a wireless communications facility located at 14000 Philadelphia Avenue; and

3. Authorize the City Manager to enter into the agreements and any necessary related documents.

PUBLIC HEARINGS:

A. Master Case No. 26-0007 and Municipal Code Amendment No. 26-0786 26-0001: Fontana Municipal Code amendments to Chapter 30 to modify multiple sections of the Zoning and Development Code, including modifications to definitions and uses related to medical land uses in commercial zones, the definition and regulation of business parks, screening requirements for loading areas in industrial zones, and regulations in the Form-Based Code zone, including the definition of frontage coverage, maximum setback standards in the Route 66 Gateway
sub-district, glazing requirements for the Shopfront frontage type, and landscaping in parking areas, pursuant to a
categorical exemption from the California Environmental Quality Act (“CEQA”) in accordance with CEQA Guidelines Sections 15060(c), 15378, and 15061(B)(3).

Open the public hearing, receive public testimony, close the public hearing and by motion:

1. Find that the adoption of the proposed ordinance is categorically exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Sections 15060(c), 15378, and 15061(B)(3) (the common-sense exemption), and Sections No. 3.01, 3.22, and10.59 of the 2019 Local Guidelines for Implementing CEQA.

Page 8 of 12 ends

2. Waive full reading and introduce for first reading by title only Ordinance No. 1985 entitled: “An Ordinance Of The City Council Of The City Of Fontana, California, Amending Multiple Sections Of The Fontana Municipal Code, Including Amendments To Sec. 30-12 Pertaining To The Definition Of Acute Care, Urgent Care And Business Park; Sec. 30-358 Pertaining To The Definition Of Frontage Coverage; Sec. 30-368 Pertaining To The Maximum Setback For Buildings In The Route 66 Gateway Subdistrict Of The Form-Based Code Zone; Sec. 30-386

Pertaining To The Minimum Glazing Standard For The Shopfront Frontage Type In The Form-Based Code Zone; Sec. 30-389 Pertaining To Required Landscaping In Parking Areas For Mixed-Use And Commercial Developments In The Form-Based Code Zone; Sec. 30-489 Pertaining To The Urgent Care And Acute Care Land Uses In The Commercial Zones; Sec. 30-538 Pertaining To Required Screening Of Loading Areas In Industrial Zones”. And Finding The Action To Be Categorically Exempt From CEQA Under CEQA Sections 15060(C), 15378, and 15061(B)3).”

Mayor Warren opened the public hearing.

City Clerk Key stated that no written public communications were received.

Associate Planner Cecily Session-Goins provided the staff report.

Council Member Cothran asked about glazing flexibility, signage limits, and exemptions for narrow lots. Associate Planner Session- Goins clarified the proposal allows limited use of spandrel glass, standard signage rules would apply, and exemptions support feasible development. Council Member Cothran expressed support.

Mayor Warren asked about the definition and regulation of business parks, including how existing businesses would be affected. Associate Planner Session- Goins explained that a formal definition and use classifications are included in the code, and existing businesses that do not meet new standards would be allowed to continue operating as legal nonconforming uses, subject to standard zoning provisions.

With no one interested to speak in favor or opposition of this item Mayor Warren closed the Public Hearing.

ACTION: Motion was made by Council Member Roberts, seconded by Council Member Cothran, and passed unanimously by vote of 3 -0 to approve Public Hearing Item “ A.” The motion carried by the following vote: AYES: Warren, Cothran, and Roberts; NOES:

None; ABSTAIN: None; ABSENT: Garcia and Sandoval

B. Public Hearing on Formation of Community Facilities District 26-0896 No. 117 (Southridge).

Mayor Warren asked for any members of the public who wish to file a written protest prior to the opening of the public hearing for the Formation of Community Facilities District No. 117. 24

Page 9 of 12 ends

There was no one who wished to file a protest.

Mayor Warren opened the public hearing.

City Clerk Key stated that one written public communication was received and would be added to the record.

Accounting Supervisor Samuel Perez provided the staff report.

The following individuals spoke in opposition:

1. Grace

2. Grow Fontana

Mayor Warren closed the Public Hearing.

ACTION: Motion was made by Council Member Cothran, seconded by Council Member Roberts and unanimously passed by a vote of 3-0 to adopt the following:

1. Resolution No. 2026-022 for formation of Community Facilities District 117(Southridge).

2. Resolution No. 2026 -023 deeming it necessary to incur bonded indebtedness of Community Facilities District 117(Southridge).

3. Resolution No. 2026 -024 calling a special election for Community Facilities District 117(Southridge).

The motion carried by the following vote: AYES: Warren, Cothran, and Roberts; NOES:

None; ABSTAIN: None; ABSENT: Garcia and Sandoval

Following the motion, Mayor Warren asked City Clerk Key to open the ballots and announce the results of the election.

City Clerk Key announced that the City received one ballot in favor.

ACTION: Motion was made by Council Member Roberts , seconded by Council Member Cothran to move the following by a unanimous vote of 3-0 as follows:

1. Resolution No. 2026 -025 declaring the results of the special election and directing the recording of special tax lien.

2. Read by title only, and waive further reading of and introduce Ordinance No. 1986 levying special taxes within the City of Fontana Community Facilities District No. 117 (Southridge); and that the reading of the title constitutes the first reading thereof.

3. Resolution No. 2026 -026 authorizing the execution and delivery of a Letter of Credit Agreement and an Acquisition and Funding Agreement. 25

Page 10 of 12 ends

The motion carried by the following vote: AYES: Warren, Cothran, and Roberts; NOES:

None; ABSTAIN: None; ABSENT: Garcia and Sandoval

NEW BUSINESS:

A. Introduction and First Reading of Ordinance No. 1987, an 26-0911 Ordinance of the City Council of the City of Fontana, California, amending Article XIII of Chapter 15 of the Fontana Municipal Code to regulate social hosts who allow illegal fireworks.

Introduce and waive further reading of Ordinance No. 1987, Ordinance of the City Council of the City of Fontana, California, amending Article XIII of Chapter 15 of the Fontana Municipal Code to regulate social hosts who allow illegal fireworks.

Deputy City Manager Ray Ebert provided the staff report.

Council Member Roberts confirmed the proposed ordinance is consistent with measures already adopted by other California cities and is intended to enhance public safety ahead of the upcoming 250th anniversary of the United States . Deputy City Manager Ebert confirmed the ordinance was modeled after similar regulations implemented in other Southern California jurisdictions.

Council Member Cothran clarified that the ordinance applies year -round, including stricter no-fireworks zones. Deputy City Manager Ebert confirmed property owners or tenants can be held responsible for violations tied to their residence, with fines of $1,000 per illegal firework.

Homeowner supported the ordinance for safety reasons but raised concerns about outreach, enforcement methods, and the need for more community education.

ACTION: Motion was made by Council Member Roberts, seconded by Council Member Cothran, and passed unanimously by vote of 3 -0 to approve New Business Item “A.” The motion carried by the following vote: AYES: Warren, Cothran, and Roberts; NOES:

None; ABSTAIN: None; ABSENT: Garcia and Sandoval

CITY MANAGER COMMUNICATIONS:

City Manager Matt Ballantyne provided clarification on Consent Calendar ite ms: Item C involves acquiring a small parcel along the Juniper –Sierra trail to support a future market/affordable housing development, and Item D relates to the Navigation Center , noting a recent agreement signing with seven partner cities. He asked Deputy City Manager Burum to explain further.

Deputy City Manager Burum explained that the C ity acquired the property and is leading design work for the navigation center in coordination with the County, which will ultimately purchase and operate the facility after construction is complete. The C ity is advancing the project and updating the architect’s scope ( the change order) to reflect expanded needs, 26

Page 11 of 12 ends

including additional space and a sobering center. The County will reimburse all eligible development and construction costs upon completion. The facility will include 100 recuperative care beds, 100 navigation/wellness beds, and an added sobering component.

City Manager Ballantyne reported that Public Works has completed two soccer fields at Lewis Park and is moving forward with construction of two additional fields at an estimated cost of $1 million, noting appreciation for continued investment in City parks.

ELECTED OFFICIALS COMMUNICATIONS/REPORTS:

City Clerk Key offered condolences to Council Member Sandoval and his family and also shared a personal announcement congratulating h er two grandsons on their graduation from Summit High School —one accepted to Morehouse College and the other pursuing trade school to become a barber.

City Treasurer Koehler-Brooks also offered condolences to Council Member Sandoval and his family.

Council Member Roberts also offered condolences to Council Member Sandoval and his family.

Council Member Cothran also offered condolences and noted the importance of honoring the Sandoval family when appropriate. He emphasized the need for strong public education and outreach once the fireworks ordinance takes effect, including clear guidance on how residents should report issues (suggesting use of non-emergency or 311 instead of 911).

Mayor Warren announced that the meeting would be adjourned in memory of Council Member Sandoval’s mother, Eleanor Morales and thanked colleagues, staff, and regional partners for their work. She highlighted strong support for the Navigation Center and described it as part of the City’s broader strategy to address homelessness through coordinated services, funding, and partnerships. Sh e emphasized Fontana’s leadership in housing efforts, including affordable housing, and reiterated a long- term commitment to expanding solutions such as first-time homebuyer programs and veteran housing assistance.

ADJOURNMENT:

A. Adjournment
Mayor Warren and the City Council led a moment of silence in memory of the following individuals:

1. Eleanor Morales

Mayor Warren adjourned the meeting at 3:40 p.m. to the Regular City Council Meeting on Tuesday, April 28, 2026, at 2:00 p.m. in the Steelworkers’ Auditorium located at 8 437 Sierra Avenue, Fontana, California.
27

Page 12 of 12 ends

_______________________
Christina Rudsell, CMC
Chief Deputy City Clerk

THE FOREGOING MINUTES WERE ADOPTED AND APPROVED BY THE FONTANA CITY COUNCIL ON APRIL 28, 2026.

_______________________
Germaine Key
City Clerk

28 City of Fontana
Action Report
City Council Meeting
8437 Sierra Avenue
Fontana, CA 92335
File #: 26-0947 Agenda Date: 4/28/2026
Agenda #: B. Category: Consent Calendar
FROM:

City Clerk
SUBJECT:

Adoption of Ordinance No. 1985 (Second Reading), Amending Multiple Sections Of The Fontana Municipal Code Including Amendments To Sec. 30-12 Pertaining To The Definition Of Acute Care, Urgent Care And Business Park; Sec. 30-358 Pertaining To The Definition Of Frontage Coverage; Sec. 30-368 Pertaining To The Maximum Setback For Buildings In The Route 66 Gateway Subdistrict Of The Form-Based Code Zone; Sec. 30-386 Pertaining To The Minimum Glazing Standard For The Shopfront Frontage Type In The Form-Based Code Zone; Sec. 30-389 Pertaining To Required Landscaping In Parking Areas For Mixed-Use And Commercial Developments In The Form-Based Code Zone; Sec. 30-489 Pertaining To The Urgent Care And Acute Care Land Uses In The Commercial Zones; Sec. 30-538 Pertaining To Required Screening Of Loading Areas In Industrial Zones.

RECOMMENDATION:

Conduct a second reading by title only and adopt, Ordinance No. 1985, Amending Multiple Sections Of The Fontana Municipal Code, Including Amendments To Sec. 30-12 Pertaining To The Definition Of Acute Care, Urgent Care And Business Park; Sec. 30-358 Pertaining To The Definition Of Frontage Coverage; Sec. 30-368 Pertaining To The Maximum Setback For Buildings In The Route 66 Gateway Subdistrict Of The Form-Based Code Zone; Sec. 30-386 Pertaining To The Minimum Glazing Standard For The Shopfront Frontage Type In The Form-Based Code Zone; Sec. 30-389 Pertaining To Required Landscaping In Parking Areas For Mixed-Use And Commercial Developments In The Form-Based Code Zone; Sec. 30-489 Pertaining To The Urgent Care And Acute Care Land Uses In The Commercial Zones; Sec. 30-538 Pertaining To Required Screening Of Loading Areas In Industrial Zones”. And Finding The Action To Be Categorically Exempt From CEQA Under CEQA Sections 15060(C), 15378, and 15061(B)3).
..End
COUCIL GOALS:
· Promote economic development by pursuing business attraction, retention, and expansion. · Promote economic development by being business friendly at all levels and striving to constantly improve the city's competitiveness.
· Provide a diverse range of housing types and levels of affordability while addressing homelessness in the community by promoting diverse range of housing projects and levels of affordability.

DISCUSSION:

Ordinance No. 1985 was introduced by a vote of 3-0 at the April 14, 2026, Regular City Council Meeting.

City of Fontana Printed on 4/21/2026Page 1 of 2
powered by Legistar™
29 File #: 26-0947 Agenda Date: 4/28/2026
Agenda #: B. Category: Consent Calendar
FISCAL IMPACT:

There is no direct fiscal impact from this item.

MOTION:

Approve staff recommendation.

City of Fontana Printed on 4/21/2026Page 2 of 2
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30 ATTACHMENT NO. 1
ORDINANCE NO. 1985

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF FONTANA, CALIFORNIA,

AMENDING MULTIPLE SECTIONS OF THE FONTANA MUNICIPAL CODE, INCLUDING AMENDMENTS TO SEC. 30-12 PERTAINING TO THE DEFINITION OF ACUTE CARE, URGENT CARE AND BUSINESS PARK; SEC. 30-358 PERTAINING TO THE DEFINITION OF FRONTAGE COVERAGE; SEC. 30 -368 PERTAINING TO THE MAXIMUM SETBACK FOR BUILDINGS IN THE ROUTE 66 GATEWAY SUBDISTRICT OF THE FORM -BASED CODE ZONE; SEC. 30 -386 PERTAINING TO

THE MINIMUM GLAZING STANDARD FOR THE SHOPFRONT FRONTAGE TYPE IN THE FORM -BASED CODE ZONE; SEC. 30 -389 PERTAINING TO REQUIRED

LANDSCAPING IN PARKING AREAS FOR MIXED -USE AND COMMERCIAL DEVELOPMENTS IN THE FORM-BASED CODE ZONE; SEC. 30-489 PERTAINING TO THE URGENT CARE AND ACUTE CARE LAND USES IN THE COMMERCIAL ZONES; SEC. 30 -538 PERTAINING TO REQUIRED SCREENING OF LOADING AREAS IN

INDUSTRIAL ZONES , PURSUANT TO A CATEGORICAL EXEMPTION IN ACCORDANCE WITH CEQA GUIDELINES SECTIONS 15060(C), 15061(B)(3), AND SECTION 15378 AND DIRECTING STAFF TO FILE A NOTICE OF EXEMPTION.

WHEREAS, pursuant to Government Code section 37100, the legislative body of a city may pass ordinances not in conflict with the Constitution and laws of the State or the United States; and

WHEREAS, Government Code sections 50022.1 to 50022.10 authorize a city to codify and recodify its ordinances; and

WHEREAS, through Municipal Code Amendment (“MC A”) No. 26-0001, the City of Fontana (“City”) desires to restate without substantive revision, amend and recodify certain ordinances codified in the Fontana Municipal Code (“FMC”); and

WHEREAS, the City of Fontana General Plan (“General Plan”) includes policies and actions calling for numerous updates to the FMC; and

WHEREAS, Section 30-12. – List of definitions. is amended to add definitions for acute care and urgent care , to modify the definition of business park , and to eliminate additional definitions of business parks; and

WHEREAS, Section 30 -358. – List of definitions. is amended to modify the definition of frontage coverage; and

WHEREAS, Section 30-368. – Route 66 gateway district. is amended to modify the maximum building setback in the Route 66 Gateway subdistrict of the Form -Based Code zone; and

WHEREAS, Section 30-386. Shopfront. is amended to allow the use of spandrel glass, or similar, to fulfill the minimum glazing requirement; and 31 Ordinance No. 1985
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WHEREAS, Section 30-389. – Fences, hedges and walls. is amended to require landscaping in parking areas of commercial and mixed -use developments in the Form - Based Code zone; and

WHEREAS, Section 30-489. – Uses permitted. is amended to allow the urgent care land use in Commercial zones; and

WHEREAS, Section 30 -532. – Special use regulations . is amended eliminate business parks from warehousing distribution/logistics special use regulations; and

WHEREAS, Section 30-538. – Screening. is amended to clarify that screening of loading areas pertains to dock areas in Industrial zones; and

WHEREAS, the amendments in MCA No. 26-0001 are consistent and compatible with the General Plan and are in line with goals, policies and objectives of the City, the Housing Element policies and the Zoning and Development Code; and

WHEREAS, the amendments in MCA No. 26-0001 are in conformity with appropriate land use practices and will establish appropriate development standards for the land use designations; and

WHEREAS, the amendments in MCA No. 26-0001 attached hereto as Exhibit “A” and incorporated herein by reference, will not be detrimental to the public health, safety and general welfare, nor will it adversely affect the orderly development of property; and

WHEREAS, on March 17, 2026 , the Fontana Planning Commission (“Planning Commission”) held a public meeting on MCA No. 26-0001 where it received evidence and public testimony on the Code amendments and recommended that the Fontana City Council (“City Council”) determine that the amendments are exempt pursuant to the California Environmental Quality Act (CEQA) Guidelines Sections 15060(c), 15378, and 15061(B)(3) (the common-sense exemption), and Sections No. 3.01, 3.22, and 10.59 of the 2019 Local Guidelines for Implementing CEQA. in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be with certainty that there is no possibility that the activity in question m ay have a significant effect on the environment, the activity is not subject to CEQA; and
WHEREAS, the Planning Commission carefully considered all information pertaining to the municipal code amendments, including the staff report, and all the information, evidence, and testimony presented at its public hearing on March 17, 2026; and
WHEREAS, on April 14, 2026, the City Council held a public hearing on MCA No. 26-0001 where City Council received evidence and public testimony pertaining to the Zoning and Development Code amendments and documentation from the Planning Commission’s public hearing on March 17, 2026; and
32 Ordinance No. 1985
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WHEREAS, the City Council carefully considered all information pertaining to MCA No. 26-0001 that was presented at its public hearing on April 14, 2026; and

WHEREAS, all other legal prerequisites to the adoption of this Ordinance have occurred.

THE CITY COUNCIL OF THE CITY OF FONTANA DOES ORDAIN AS FOLLOWS:

Section 1. Recitals. The above recitals are true, correct and incorporated herein by reference.

Section 2. CEQA. The City Council hereby determines that the code amendments are exempt pursuant to the California Environmental Quality Act (CEQA) Guidelines Sections 15060(c), 1 5378, and 15061(B)(3) (the common -sense exemption) and Sections 3.01, 3.22, and 10.59 of the 2019 Local Guidelines for Implementing CEQA.

Staff is directed to file a Notice of Determination pursuant to the foregoing.

Section 3. Municipal Code Amendment Findings. The City council hereby makes the following finding for MCA No. 26-0001 in accordance with Section 30-40 “Purpose” of the Fontana Zoning and Development Code:

Finding: A Zoning and Development Code may be amended by changing the development st andards (text) or zoning designation map boundaries of any zone whenever such an amendment is
deemed necessary to protect or promote the public's health, safety or general welfare or when modification is viewed as appropriate in the context of generally ac cepted planning principles, surrounding land uses, and the General Plan.

Finding of Fact: The proposed Municipal Code Amendments will clarify and streamline the City’s development requirements and processes while facilitating housing, commercial development and supporting the business community. As such, they promote the General Plan goals of adequate housing to meet the needs of all residents in Fontana and promoting a diversified economy.

Section 4. Development Code Amendment Approval. Based on the foregoing, the City Council hereby approves the amendments as set forth in MCA No. 26-0001, which is attached hereto as Exhibit “A” and incorporated herein by reference as fully set forth herein.

The City Council further stipulates that the ordinance adopting the amendments to the Zoning and Development Code, under MCA No. 26 -0001, does not apply to development applications deemed complete by the City of Fontana Planning Department prior to the ordinance’s effective date. The City C ouncil also stipulates that any such completed pre -adoption applications not conforming to these amendments after the 33 Ordinance No. 1985
4 of 5
ordinance’s effective date, once approved by the appropriate approving body, be granted legal non -conforming status, with all applications deemed complete on or after the ordinance’s adoption being subject to its provisions.

Section 5. Effective Date/Publication. This Ordinance shall take effect thirty (30) days after the date of the adoption and prior to the expiration of fifteen (15) days from the passage thereof, shall be published by the City Clerk at least once in the Fontana Herald News, a local newspaper of the general circulation, published and circulated in the City of Fontana, and henceforth and thereafter the same shall be in full force and effect.

Section 6. Custodian of Records. The documents and materials that constitute the record of proceedings on which this Ordinance is based are located at the City Clerk’s office located at 16860 Valencia Avenue, Fontana, CA 92335. The custodian or records is the City Clerk.

Section 7. Certification. The City Clerk of the City Council shall certify to the adoption of this Ordinance.

Section 8. Severability. If any provision of this Ordinance or the application of any such provision to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications of this Ordinance that can be given effect without the invalid provision or application.

APPROVED AND ADOPTED this 14th day of April 2026.

READ AND APPROVED AS TO LEGAL FORM:

____________________________________
City Attorney

I, Germaine Key, City Clerk of the City of Fontana, and Ex-Officio Clerk of the City Council, do hereby certify that the foregoing Ordinance is the actual Ordinance adopted by the City Council and was introduced at a regular meeting on the 14th day of April 2026, and was finally passed and adopted not less than five days thereafter on the 28th day of April 2026, by the following vote to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

_____________________________________
City Clerk of the City of Fontana
34 Ordinance No. 1985
5 of 5

_____________________________________
Mayor of the City of Fontana

ATTEST:

_____________________________________
City Clerk
35 “EXHIBIT A”

AMENDMENT TO FONTANA MUNICIPAL CODE CHAPTER 30
(*Additions shown in underline, deletions shown in strikeout)

ARTICLE I. – GENERAL PROVISIONS AND DEFINITIONS

Sec. 30-12. – List of Definitions

Text prior to remain unchanged
…
Acreage, gross means all land within a defined area, including private ownerships and future public rights-of-way, easements, etc.

Acute care means a 24-hour facility licensed by the State to provide diagnostic, therapeutic, and rehabilitative services by or under the supervision of physicians. This use is characterized by inpatient beds for stays exceeding 24 hours, surgical suites, and intens ive care units. It may include "Emergency Services" (Level I-V Trauma Centers) as a primary or accessory use, along with helipads, laboratories, and specialized treatment wings.

Addition means any construction that is attached to an existing building and which increases the size of a building or facility in terms of site coverage, height, length, width, or gross floor area.

…
Bus terminal means a use that includes a building and area in which patrons of a private or semi- private for-pay passenger tra nsportation service may purchase tickets on site (or off site if the point of sale is the subject site) for passage on a motor carrier, may board or disembark such motor carrier, and which may allow such motor carrier to remain in a secured area for more than two hours at a time. For the purpose of this definition, "motor carrier" shall mean a bus, van, limousine, or similar multi -passenger vehicle. Bus terminals may provide for the storage, maintenance, and services of busses including repair, washing, and fueling facilities. A bus terminal may include a bus depot. (See definition of "bus depot".)

Business park , general means a group of three or more substantially compatible and cross - supporting uses, typically in separate buildings with multiple tenant spaces, on a single parcel or multiple contiguous parcels of land that are planned, developed, and operated as an integrated site with shared common areas for such uses and supporting ancillary uses. Special design attention is given to circulation, parking, utility needs, aesthetics, and compatibility. Basic elements of a business park include, but are not limited to, the following: developments that are themed to a particular profession or discipline and contain strong branding; shared open space, parking, and amenities; architectural, design, and signage consistency; on -site management, property owners associations (POAs), governing documents such as covenants, conditions and restrictions (CC&R's), and may be held in condominium or in fee ownership. A development containing a cluster of buildings designed for a mix of research and development, light manufacturing (involving no raw materials), and administrative and professional offices. Business parks are characterized by a campus -like setting with unified architectural design, extensive landscaping, and the excluding of heavy industrial activities that produce significant noise, odor, or outdoor storage.

36 Business park, industrial means a group of three or more industrial uses, typically in separate buildings with multiple tenant spaces, on a single parcel or multiple contiguous parcels of land, that are planned, developed, and operated as an integrated site with shared common areas for such uses and supporting ancillary uses with special attention given to circulation, parking, utility needs, aesthetics, and compatibility. Incidental supporting uses that are ancillary to the main business park, may be permitted by the Director of Community Development provided specific written findings.

Business park, logis tics means a group of three or more trucking related uses, typically in separate buildings with multiple tenant spaces, on a single parcel or multiple contiguous parcels of land, that are planned, developed, and operated as an integrated site with shared c ommon areas for such uses and supporting ancillary uses with special attention given to circulation, parking, utility needs, aesthetics, and compatibility. Incidental supporting uses that are ancillary to the main business park, may be permitted by the Director of Community Development provided specific written findings.

Business park, office means a group of three or more office uses, typically in separate buildings, on a single parcel or multiple contiguous parcels of land, that are planned, developed, a nd operated as an integrated site with shared common areas for such uses and supporting ancillary uses with special attention given to circulation, parking, utility needs, aesthetics, and compatibility.

Incidental supporting uses that are ancillary to the main business park, may be permitted by the Director of Community Development provided specific written findings. …

University or college means an educational institution of higher learning which offers a course of study designed to culminate in the issua nce of a degree as defined by the Education Code § 29002 of the State of California, or successor legislation.

Urgent care means an establishment providing immediate, short-term medical treatment for acute illness or injury on a walk-in basis, typically outside of standard business hours (8:00 am – 5:00 pm). Unlike a Medical Office , it does not primarily serve a permanent patient base through scheduled appointments; unlike an Emergency Room, it is not equipped to handle life-threatening trauma or overnight stays. These facilities may include diagnostic services such as imaging and laboratory testing as accessory uses.

Use means the purpose for which land or a building is occupied, arranged, designed or intended, or for which either land or building is, or may be, occupied or maintained.

…

Remainder of section to remain unchanged

37 ARTICLE III – FORM BASED CODE

Sec. 30-358. – List of definitions.
…
Frontage means a strip or extent of land abutting a thoroughfare, civic space or other public right- of-way.

(1) Frontage, private. The area between the building facade and the shared lot line between the public right-of-way and the lot.
(2) Frontage, public. The area between the curb of the vehicular lanes and the edge of the right-of-way.

Frontage coverage means the minimum percentage of the length of the frontage coverage zone that shall be occupied by a primary building façade(s) the minimum percentage of a lot’s width that must be occupied by a building façade, measured at the maximum setback line. This calculation ensures the continuity of the “street wall” and prevents excessive gaps between buildings that disrupt the pedestrian environment . Frontage coverage requirements shall not be applied to project sites less than 75 feet in width as measured at the front property line adjacent to the public right-of-way.

Frontage coverage zone means the space between the minimum and maximum front yard setback lines and the minimum size yard or front yard setback line.

Remainder of section to remain unchanged.

…

Remainder of section to remain unchanged

38 Sec. 30-368. Route 66 gateway district.

The Route 66 gateway district is primarily intended for commercial retail and personal service uses with incorporated automobile uses that have traditionally been located along the corridor.

Residential or Mixed-Use Density Minimum Maximum
18 units/acre 39 units/acre
Commercial Floor Area Ratio (without a
residential component)
— 2.0
Setback Building setback from PL
Front Side/Rear
Min. (ft.) Max. (ft.) Min. (ft.)
i. Front Street 0 10*/25 on
parcels
without
frontage on
Foothill Blvd.

—
ii. Side Street 0 10* —
iii. Side (Interior) — — 0
iv. Rear yard — — 5

* Required setbacks for civic buildings may be modified with Planning Commission approval.

Allowed
Building Types
Min Max.

Stories/ft. Lot W/D Stories/ft. Lot W/D
Flex 1/30 25/100 4/60 400/150
Hybrid 3/40 150/160 5/70 400/150
Liner 1/24 100/100 5/70 200/150
Live/Work 1/24 75/80 3/40 150/150
Rowhouse 2/24 75/80 3/40 150/150
Frontage Coverage 50% minimum
Story Height
Ground Floor Upper Stories
Min. Height 12 ft. Minimum Height 10 ft.

W = Building lot width along primary frontage; D = Building lot depth perpendicular to primary frontage.

Hotels may be allowed to a maximum of seven stories and 90 feet in height.

Remainder of section to remain unchanged.
39 Sec. 30-386. Shopfront.

In the shopfront
frontage type, the main facade of the building has an at-grade entrance along the public way.

This type is intended for retail and other commercial uses. It has substantial glazing at the sidewalk level and may include an awning that may encroach into the ROW. It may be used in conjunction with other frontage types.

Size
Ground floor transparency 40% min.

Ground floor transparency may be achieved through the use of spandrel glass or similar, to the satisfaction of the Director of Planning.

Awning
Depth 4 ft. min.

Setback from curb 2 ft. min.

Height, clear 8 ft. max.

40 Design Standard
Shopfront glass shall be clear without reflective glass frosting or dark tinting. Shopfront windows may be clerestory windows (horizontal panels) between the shopfront and second floor/top of single-story parapet. Glass clerestory may be of a char acter to allow light, while moderating it such as stained glass, glass block, painted glass, or frosted glass. Shopfronts with accordion - style doors/windows or other operable windows that allow the space to open to the street are encouraged. Operable awnings are encouraged.

Sec. 30-389. Fences, hedges and walls.

(a) Single-family and multi-family site walls and fencing.

(1) Low walls or hedges may be used to divide space, create a variety in landscaping and to define site edges.

(2) Locate fences or walls on the property line (excluding the front property line) to define private open space and common open space areas, protect privacy, and buffer residents from noise sources.

a. Use masonry materials for sound reduction purposes.
b. Masonry walls shall include a top or cap.
c. Wood and chain link fencing is prohibited. However, wood picket fencing shall be allowed in the front yard setback area of the neighborhood district.

41 (4) Design fences and walls to be an attractive part of t he project, with materials and designs that are compatible with the exterior building materials and demonstrate design integrity with the project as a whole.

(5) Front yard fencing and walls shall comply with the following requirements as applicable:
a. Single family. Open fencing and solid walls shall be setback from the sidewalk by at least two feet to allow for landscaping; not grass that must be mowed or trimmed; b. Multi-family. Open fencing and solid walls shall meet the standards in Table 30 - 389.A.
(6) The overall height of fencing, when present, shall not exceed the standards in Table 30-389.A. below:

Table 30-389.A.—Maximum Height of Fences or Walls

Location of Fence or Wall Maximum Height
Within front or side street setback
Solid wall 3 feet
Open fencing 4 feet
Not within front or side street setback 6 feet
Interior side and rear property line 6 feet

(b) Mixed-use or commercial site walls and fencing.
(1) Walls and fences shall meet the requirements of Section 30-494(g) and Section 30-500 of the Zoning and Development Code.
(2) Fence design. Fences shall be constructed, designed and maintained as follows:
a. Permitted materials. Fencing visible from public view should be open work such as wrought iron and metal (tube) fences with design features. Masonry, stucco and plaster are permitted when deemed more appropriate to the design of the building on the project site.
b. Fence maintenance. Every fence shall be kept in good repair, consistent with the design thereof. The property owner shall be responsible for landscaping and maintaining the area, if any, between the property line and the owner's fence. c. Hazardous and prohibited materials. Fences shall not incorporate barbed wire and razor wire, spiked tips, chain link of any kind, woven wire mesh ("chicken wire"), welded wire mesh, woven wire ("hog wire") rope, cable, railroad ties or any other similar materials or materials not specifically manufactured for permanent fencing. (3) Walls and fences in parking areas. Fencing and walls in parking areas shall be landscaped in adherence to standards in Sec. 30-670(a)(8). 42 ARTICLE VI. – COMMERCIAL AND MIXED-USE ZONING DISTRICTS

Sec. 30-489. Uses permitted.

(a) Uses by zoning district. Table No. 30-489, lists the uses permitted in each of the commercial and mixed-use zoning districts. A "P" indicates a use is permitted by right subject to design review by the Planning Commission, administrative site plan review by the Director of Planning, or regulatory permit issued by the City, an "M" indicates the use requires the granting of a minor use permit approved by the Director of Planning, a "C" indicates the use requires the granting of a conditional use permit approved by the Planning Commission, and "—" means the use is not permitted in that zoning district. (b) Uses subject to specific requirements. Permitted uses marked with an asterisk "*" indicate that the use is subject to special use regulations in Chapter 33, Section 30-491 and Chapter 15 of the Municipal Code. Conditional uses are subject to the provisions in Section 30-492. (c) Uses marked with a superscript ** indicate that the requirement pertains to parcels with frontage along Foothill Boulevard between Ilex Street to Maple Avenue.

Table No. 30-489
Allowed Uses within Commercial Zoning Districts
Use C-1 C-2 RMU
Retail Sales
Adult businesses P* P* —
Antique shop P P P
Automobile sales agency with or without incidental repair and sales display area
— C C
Automobile supply store (no machine shop) P P P
Bakery goods store P P P
Bar, cocktail lounge C C C
Bicycle shop P P P
Boat sales with incidental repair and sales display area — C C Book store P P P
Building materials, retail sale of (if contained within a completely enclosed building)
— P P
Building materials with outdoor storage — —**
/P*
P*
Blueprinting establishment — P P
Cannabis retailer, storefront (with City Permit) P* P* — Caterer P P P
Clothing store P P P
Computer store P P P
Convenience store P P P
Cafés (cyber, animal, gaming) P** /C P** /C C
Department store — P P
Discount store P P P
Drugstore P P P
43 Electrical Supply Store P P P
Feed store C M —
Florist shop P P P
Furniture store P P P
Garden furniture and supplies store P* P* P*
Glass or mirror store P P P
Grocery, fruit, vegetable, meat, fish, poultry, or delicatessen store P P C Hardware store P* P* P*
Hobby supplies store P P P
Home furnishing store P P P
Household appliance store P P P
Ice cream store P P P
Ice storage locker (if not more than five-ton capacity) P P P Interior decorating shop P P P
Jewelry and coin store P P P
Liquor store C C C
Micro-brewery — C C
Newsstand P P P
Novelties store P P P
Nursery, plant (includes statuary sales) P* P* P*
Paint and wallpaper shop P P P
Pawn shop — C C
Pet boarding — M —
Pet shop P P P
Plumbing supply store — P P
Radio, television, and small electrical appliance shop (including repair when incidental to retail sales)

P P P
Restaurant, café, excluding those having dancing and/or floorshows.

Alcohol beverages are not permitted.

P* P* P*
Restaurant and café with entertainment and/or dancing. Alcohol beverages permitted. (See Section 30-492 for alcohol beverage sales) P*/C* P*/C* C*
Restaurant, café, without entertainment an d/or dancing. alcohol beverages permitted. (See Section 30-492 for alcohol beverage sales)

Restaurant, drive-thru and take out P* P* P*
Secondhand store — P P
Shoe store P P P
Smoke/tobacco shop and vape shop C C C
Sporting goods store P P P
Swap meet (indoor/outdoor) — — —
Tattoo establishments P* P* P*
Trailer and mobile home sales and rental — P* C
Truck and trailer sales (Properties fronting vValley bBoulevard only) — C — Wholesale auto sales (requires one stall) C C —
Warehousing sales, retail C P* P*
44 Warehousing sales, wholesale — C P*
Business and Professional Offices
Administrative and professional offices involving no retail trade P P P Art gallery P P P
Financial institution P P P
Clinic, medical or dental, acupuncture ( not including acute and For urgent care, see land use below)

P P P
Convention centers — — P
Government offices P P P
Medical laboratory — P P
Optician P P P
Pharmacy P P P
Radio/television studio (with transmitter) — C C
Studio (without transmitter) P P P
Studios for professional work or teaching of any form of fine art P P P Urgent care P/—
**
P/—
**
P/—
**
Service Establishments
Ambulance service P P P
Animal hospital M P C
Animal hospital (with boarding) — M —
Assembly/meeting hall for, private clubs, religious services, or similar uses

C C C
Automobile fueling station C C C
Automobile and truck rental, two-ton, single unit maximum — C C Automobile/vehicle body and fender repair shop — C C Automobile/vehicle repair C C C
Automotive custom repair (includes lowering and lifting) C C C Automotive stereo, alarm and upholstery installation C M M Automobile wash — M M
Barber shop or beauty parlor P P P
Chemical substance abuse facility C C C
Cleaners P* P* P*
Clothing and costume rental establishment P P P
Community care facility C C C
Community center C C C
Construction trailer (temporary use permit) P* P* P* Convalescent hospital M M C
Copying, packing and mailing services P P P
Day care—Commercial M M M
Day care—Commercial (24-hour) — C C
Depot—Bus — P* P*
Depot—Railway, park-and-ride — P P
Dressmaker or millinery shop P P P
45 Equipment rental —**
/—
—**
/P*
P*
Fortune-telling P P P
Hospitals, acute, and urgent care —**
/—
—
—**
/M
M
Hotels — C C
Laundromat, self-service P P P
Locksmith P P P
Machine shop —**
/—
—
—**
/C
C
Masseur or masseuse, day spa, acupressure — C C
Self-storage facility — C C
Mortuaries — C C
Library P P P
Museums P P P
Motel — C C
Music and vocal instruction P P P
Nursing home M M C
Parks P P P
Photographer P P P
Pick-up truck rated over one ton (carrying weight), commercial truck or van, or trailer rental
— C C
Picture framing store P P P
Post office M M M
Printer, blueprint shop — P P
Private schools C C C
Public utility structures and facilities M M M
Publishing establishments — P P
Repair shop for household appliances —**
/P
—**
/P
P
Schools such as business colleges, music conservatories, dancing schools, and other schools that offer training in nonindustrial professions

P P P
Stenographic services P P P
Swimming pool, commercial P P P
Sign shop in enclosed structure — P P
Tailor P P P
Telephone answering service or exchange P P P
Ticket agency, travel bureau P P P
Tire shop — C C
Truck repair service — — —
Truck storage yard — — —
46 Upholstery shop —**
/—
—
—**
/P
P
Wedding chapel P P P
Amusement Establishments
Amusement enterprise for children including pony rides (no stables), merry-go-round, and the like when incidental to a permitted use

P P P
Amusement park P**
/—
P** /C C
Arcades—Pinball, video, and the like P**
/—
P** /C C
Archery range P**
/—
P** /C C
Baseball; batting range P**
/—
P** /C C
Bowling alley P** /C P** /C C
Boxing arena P**
/—
P** /C C
Banquet hall C**
/—
C C
Golf, driving range, miniature, pitch and putt P**
/—
P** /C C
Gymnasiums, health spas, or physical culture establishments under 4,000 square feet in floor area

P P P
Gymnasiums, health spas, or physical culture establishments over 4,000 square feet in floor area
P** /C P** /C C
Nightclub C**
/—
C C
Pool hall, billiard center C C C
Skating rink, roller or ice P** /C P** /C C
Smoking lounge, hookah lounge, vapor lounge, e-lounge (allowed only as a secondary use to a full-service restaurant)

C C C
Theater, indoor P** /C P** /C C
Indoor playground/recreation P P P
Residential uses
Senior housing M M M
Multiple-family dwellings with an area plan C
Other Uses
Animal kennel — C C
Animals, small—Keeping and raising P* P* P*
Antenna, transmitting C C C
Cemetery and related uses — M C
Construction trailer P* P* P*
Home occupation P* P* P*
Homeless shelters — — —
47 Emergency shelter subject to the activation of an emergency operation center

P P P
Metal storage containers (temporary storage only with a temporary use permit)
P* P* P*
Museum and art galleries P**
/—
P** /M M
Parking lots (not related to use on same property) — P P Parking structures — P P
Research and development — P P
48 ARTICLE VII. – INDUSTRIAL ZONING DISTRICTS

Sec. 30-532. – Special use regulations.
…

(7) Warehousing distribution/logistic/business park regulations in the M -1 Zone. The following does not apply to M-2 zoned parcels. M-2 zoned parcels shall be per the Development Code for warehousing.

Intent. The intent of allowing warehousing is to provide for well-planned and orderly development of business parks and warehousing distribution/logistic uses on properties within the M -1 industrial zone.

a. General standards. The development standards and design guidelines, including elevations herein, for warehousing distribution/logistics and business park type uses shall be considered the minimum standards and conform to the Fontana Municipal Code and the following additional requirements.

Remainder of section to remain unchanged

Sec. 30-538. – Screening.
(a) Adjacent to residential zoning district. All industrial uses adjoining or abutting a residential zoning district shall be screened by a solid masonr y wall not less than ten feet in height. However, in the front yard area abutting the residential lot, the fence or wall may be lower as determined through the site plan review process. Any masonry wall shall be constructed with decorative block (split -face or slump stone, or equal, or finished on both sides with plaster, stucco.
(b) Rooftop mechanical equipment. All rooftop mechanical equipment, with the exception of solar panels, shall be screened on all sides by screening not less than the height of the equipment being screened. The screening devices shall be well incorporated into the design of the building through such features as parapet walls, false roofs, or equipment rooms.
(c) Mechanical equipment, ground. All mechanical equipment shall be screened to the extent feasible on all sides by a decorative screen wall not less than the height of the equipment being screened in conjunction with landscaping, subject to approval of the Director of Planning. The decorative screen wall shall be located between the street and the mechanical equipment not less than three -foot. The decorative screen wall shall be well incorporated into the design of the building. The other side of the equipment shall be screened with landscaping not less than ten -gallon shrubs or approved landscaping. (d) Loading areas screening.
(1) All loading dock areas shall be screened from off-site viewing view from the public right-of-way. The purpose of loading area screening is to allow for loading areas to be screened from view from the public right -of-way and to utilize screening that is architecturally compatible with the surrounding environment. (2) Where loading dock doors face a public street, any openings in the screen wall shall be positioned such that neither the loading dock doors nor the loading areas are visible from the street.
(3) All loading dock areas and all loading dock doors shall be screened from the view of the public street by decorative screen walls in combination with dense 49 landscaping, inclusive of trees, shrubs and berming, or by portions of the building such that the loading areas and doors are not visible from the public right-of-way. (4) A line-of-sight analysis shall be required with all development applications, and shall show that all loading dock areas and roll up doors are screened from view from the public right -of-way.
• A line-of-sight analysis shall at a minimum contain a site plan and cross section graphics demonstrating the line -of-sight from the right-of-way to the loading dock or storage areas at six feet above the right -of-way surface at three distinct points: The c enterline of the right -of-way and the property lines on either side of the right -of-way. The graphics shall be to scale, fully dimensional, and contain all building elevations, berms, walls, landscaping, setbacks, fences, and other structures as they are b eing proposed to be built.

50 City of Fontana
Action Report
City Council Meeting
8437 Sierra Avenue
Fontana, CA 92335
File #: 26-0949 Agenda Date: 4/28/2026
Agenda #: C. Category: Consent Calendar
FROM:

City Clerk
SUBJECT:

Adoption of Ordinance No. 1986 (Second Reading), levying special taxes within the City of Fontana Community Facilities District No. 117 (Southridge).

RECOMMENDATION:

Conduct a second reading by title only and adopt, Ordinance No. 1986, levying special taxes within the City of Fontana Community Facilities District No. 117 (Southridge). ..End
COUCIL GOALS:
· Practice sound fiscal management by developing long-term funding and debt management plans.

DISCUSSION:

Ordinance No. 1986 was introduced by a vote of 3-0 at the April 14, 2026, Regular City Council Meeting.

FISCAL IMPACT:

This District will provide annual funding for maintenance costs, administration and debt service costs once bonds are issued.

MOTION:

Approve staff recommendation.

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ORDINANCE NO. 1986

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF FONTANA,

CALIFORNIA LEVYING A SPECIAL TAX WITHIN C ITY OF FONTANA COMMUNITY FACILITIES DISTRICT NO. 117 (SOUTHRIDGE)
WHEREAS, on March 10, 2026, the City Council (the “City Council”) of the City of Fontana (the “City”), pursuant to the Mello -Roos Community Facilities Act of 1982 (the “Act”), adopted a resolution entitled “ A Resolution of the City Council of the City of Fontana, California of Intention to Establish a Community Facilities District Proposed to be Named City of Fontana Community Facilities District No. 117 (Southridge) and to Authorize the Levy of a Special Tax Therein,” stating its intention to establish City of Fontana Community Facilities District No. 117 (Southridge) (the “Community Facilities District”), to authorize the Community Facilities District to levy a special tax (the “Special Tax”) within the Community Facilities District for the purpose of financing certain public facilities (the “Facilities”) and services (the “Services”); WHEREAS, on April 14, 2026 , the City Council held a noticed public hearing on the establishment of the Community Facilities District, as required by the Act; WHEREAS, subsequent to the close of said hearing, the City Council adopted resolutions entitled “A Resolution of the City Council of the City of Fontana, California of Formation of City of Fontana Community Facilities District No. 117 (Southridge), Proposing that the Community Facilities District Be Authorized to Levy a Special Tax and Proposing that an Appropriations Limit of the Community Facilities District Be Established” (the “Resolution of Formation”), “A Resolution of the City Council of the City of Fontana, California Deeming it Necessary for City of Fontana Community Facilities District No. 117 (Southridge) to Incur Bonded Indebtedness” and “A Resolution of the City Council of the City of Fontana, California Calling Special Election for City of Fontana Community Facilities District No. 117 (Southridge),” which resolutions established the Community Facilities District, proposed that the Community Facilities District be authorized to levy the Special Tax within the Community Facilities District, proposed that an appropriations limit of the Community Facilities District be established and called a special election to submit to the qualified electors of the Community Facilities District the combined ballot proposition to authorize the Community Facilities District to incur bonded indebtedness, to authorize the Community Facilities District to levy the Special Tax and to establish the appropriations limit of the Community Facilities District; WHEREAS, on April 14, 2026, an election was held in which the qualified electors of the Community Facilities District approved said proposition by more than the two-thirds vote required by the Act; and
WHEREAS, the City Council is the legislat ive body of the Community Facilities District;

52 Ordinance No. 1986

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THE CITY COUNCIL OF THE CITY OF FONTANA, CALIFORNIA DOES ORDAIN AS FOLLOWS:

Section 1. The City Council hereby authorizes and levies the Special Tax within the Community Facilities District pursuant to Sections 53328 and 53340 of the Act, at the rate and in accordance with the method of apportionment set forth in Exhibit B to the Resolution of Formation (the “Rate and Method”). The Special Tax is hereby levied commencing in fiscal year 20 26-27 and in each fiscal year thereafter until the last fiscal year in which the Special Tax is authorized to be levied pursuant to the Rate and Method.

Section 2. The City Council may, pursuant to subdivision (b) of Section 53340 of the Act, provide, by resolution, for the levy of the Special Tax in the current tax year or in future tax years at the same rate or at a lower rate than the rate provided by this Ordinance. In no event shall the Special Tax be levied on any parcel within the Community Facilities District in excess of the maximum tax specified therefor in the Rate and Method.

Section 3. The Special Tax shall be levied on all of the parcels in the Community Facilities District, unless exempted by law or by the Rate and Method.

Section 4. The proceeds of the Special Tax shall only be used to pay, in whole or in part, the cost of providing the Facilities and Services and incidental expenses pursuant to the Act.

Section 5. The Special Tax shall be collected in the same manner as ordinary ad valorem property taxes are collected and shall be subject to the same penalties and the same procedure, sale and lien priority in the case of delinquency as is provided for ad valorem taxes or in such other manner as the City Council shall determine, inclu ding direct billing of the affected property owners.

Section 6. If for any reason any portion of this Ordinance is found to be invalid, or if the Special Tax is found inapplicable to any particular parcel within the Community Facilities District, by a court of competent jurisdiction, the balance of this Ordinance and the application of the Special Tax to the remaining parcels within the Community Facilities District shall not be affected.

Section 7. This Ordinance shall take effect and shall be in force 30 days after the date of its adoption and prior to the expiration of 15 days from the passage thereof shall be published at least once in the Fontana Herald News , a newspaper of general circulation, printed and published in the City of Fontana, State of California, together with the names of the City Council members voting for and against the same.

53 Ordinance No. 1986

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APPROVED AND ADOPTED this 28th day of April 2026.

READ AND APPROVED AS TO LEGAL FORM:

City Attorney

I, Germaine Key, City Clerk of the City of Fontana , and Ex-Officio Clerk of the City Council, do hereby certify that the foregoing Ordinance is the actual Ordinance introduced at a regular meeting of said City Council on the 14th day of April 2026, and was finally passed and adopted not less than five days thereafter on the 28th day of April, 2026, by the following vote, to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

City Clerk of the City of Fontana

Mayor of the City of Fontana

ATTEST:

City Clerk
54 City of Fontana
Action Report
City Council Meeting
8437 Sierra Avenue
Fontana, CA 92335
File #: 26-0950 Agenda Date: 4/28/2026
Agenda #: D. Category: Consent Calendar
FROM:

City Clerk
SUBJECT:

Adoption of Ordinance No. 1987 (Second Reading), amending Article XIII of Chapter 15 of the Fontana Municipal Code to regulate social hosts who allow illegal fireworks.

RECOMMENDATION:

Conduct a second reading by title only and adopt, Ordinance No. 1987, amending Article XIII of Chapter 15 of the Fontana Municipal Code to regulate social hosts who allow illegal fireworks. ..End
COUCIL GOALS:
· Improve public safety by maximizing fire and emergency medical service resources. · Operate in a businesslike manner by correcting problems immediately.

DISCUSSION:

Ordinance No. 1987 was introduced by a vote of 3-0 at the April 14, 2026, Regular City Council Meeting.

FISCAL IMPACT:

The Ordinance would require some administrative costs related to the processing and data entry of citations and payments collected on behalf of this ordinance as well as education about the ordinance. These costs are not known at this time but likely to be minimal. Citations/fines issued to violators would likely offset these costs to the City related to enforcement of the Ordinance and illegal fireworks activity in general.

MOTION:

Approve staff recommendation.

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ORDINANCE NO. 1987

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF FONTANA,

CALIFORNIA, AMENDING ARTICLE XIII (FIREWORKS) OF CHAPTER 15 OF THE FONTANA MUNICIPAL CODE TO REGULATE SOCIAL

HOSTS WHO ALLOW ILLEGAL FIREWORKS
WHEREAS, the discharge of illegal fireworks is a common problem faced by many jurisdictions in California, including the City of Fontana (“City”) and surrounding communities; and
WHEREAS, the upcoming holiday season —particularly Independence Day and other celebrations such as New Year’s Eve—present an immediate and recurring threat of catastrophic wildfires caused by illegal fireworks, especially given California’s extended fire season and climate conditions that create extreme fire dangers; and WHEREAS, the City of Fontana currently allows “Safe and Sane” fireworks and prohibits illegal fireworks within the city limits; and WHEREAS, the City’s Police Department responds to numerous fireworks complaint calls during holiday periods; and
WHEREAS, the City’s existing illegal fireworks prohibition lacks adequate enforcement mechanisms to hold social hosts accountable, resulting in continued illegal fireworks activity that poses an immedia te threat to life and property during high -risk fire periods; and
WHEREAS, fireworks can cause serious burns, eye injuries, and other traumatic injuries requiring immediate medical attention, and delayed implementation of this Ordinance would risk continue d illegal fireworks activity during upcoming holidays, directly threatening public health; and
WHEREAS, the City wishes to adopt this Illegal Fireworks Social Host Ordinance as an ordinance to help deter illegal fireworks activity and provide enhanced enforcement mechanisms during the upcoming holiday season; and
WHEREAS, the City Council finds that illegal fireworks also pose significant year- round risks to public health, safety, and welfare, including fire hazards, property damage, and disturbances to residents and pets.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF FONTANA, HEREBY ORDAINS AS FOLLOWS:

Section 1. Recitals. The above recitals are true and correct and are incorporated herein by this reference.
56 Ordinance No. 1987

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Section 2. Section 15-601 (Definitions) of Article XIII (Fireworks) of Chapter 15 of the Fontana Municipal Code is hereby amended to add these additional Definitions as follows:

Department means the Police Department or any other department designated by the City Manager to administer this Chapter.

Fireworks means any device containing chemical elements and chemical compounds capable of burning independently of the oxygen of the atmosphere and producing audible, visual, mechanical, or thermal effects which are useful as pyrotechnic devices or for entertainment. The term “fireworks” includes, but is not limited to, devices designated by the manufacturer as fireworks, firecrackers, torpedoes, skyrockets, roman candles, rockets, sparklers, party poppers, pape r caps, chasers, fountains, smoke sparks, aerial bombs, and fireworks kits. The term “fireworks” shall also include both Illegal Fireworks and Safe and Sane Fireworks.

Response Costs means those reasonable and necessary costs directly incurred by the Code Enforcement Officer for a response to a violation of this Chapter, and include the cost of providing law enforcement, firefighting, and/or other emergency services at the scene of the violation, including, without limitation, the following:
(1) Salaries a nd benefits of the Code Enforcement Officer for the time spent responding to, remaining at, or otherwise dealing with the violation, and the administrative costs attributable to the responses; and (2) The cost of any medical treatment to , or for, any Code Enforcement Officer injured responding to, remaining at, or leaving the scene of the violation; and (3) The cost of repairing any equipment used by the Code Enforcement Officer or damage to City property, and the cost of the use of any such equipment, in responding to, remaining at, or leaving the scene of the violation; and (4) The costs of disposal of any fireworks seized in accordance with this Chapter.

Social Host means:
(1) Any owner of private property as listed on the most recent assessment roll; and/or
(2) Any person who has the right to use, possess , or occupy public or private property under a lease, permit, license, rental agreement, or contract; and/or (3) Any person who hosts, organizes, supervises, officiates, conducts, or accepts responsibility for a gathering on public or private property.

A government entity, including, but not limited to, the City, a school district, and/or a political subdivision of the State of California, is not a social host. 57 Ordinance No. 1987

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Strictly Liable means non-criminal administrative or civil liability for a violation of this Chapter regardless of the liable person’s intent, knowledge, negligence, or lack thereof in committing that violation.

Spectator means any person present during a n illegal fireworks discharge for the purpose of viewing, observing, or watching the event. A person is “present” during an illegal fireworks discharge if that person is within 200 feet of the location of the illegal fireworks discharge. Peace officers and their agents, and City employees designated to enforce the provisions of this Code, who are acting in the course of their official duties, are not considered “spectators”. Members of the public that witness a violation of this Chapter and either report it to law enforcement, or immediately leave the area, are not considered “spectators”.

Section 3. Section 15-624 is hereby added to Article XIII (Fireworks) of Chapter 15 of the Fontana Municipal Code as follows:

Sec. 15-624. Social Host, Minor, and Spectator Liability. (a) Except as may be permitted by this Code or State law, no social host shall use, possess, sell, display, detonate, nor discharge any illegal fireworks anywhere on the social host’s property, nor on any immediately adjacent public or private street or sidewalk.
(b) Except as may be permitted by this Code or State law, no social host shall permit nor allow anyone to use, possess, sell, display, detonate, or discharge any illegal fireworks anywhere on the social host’s property, or on any immediately adjacent public or private street or sidewalk.
(c) It is the duty of all social hosts to take all reasonable steps necessary to prevent a violation of this Section.
(d) A social host shall be deemed to have permitted a violation of this Section if the social host has not taken all reasonable steps necessary to prevent a violation of this Section.
(e) Social host shall be strictly liable for any violation of this Section occurring on or near that social host’s property.
(f) Any person having the care, custody, or control of a minor who violates this Chapter shall be strictly liable for th at minor’s violation of this Chapter. The person having the care, custody, or control of a minor who violates this Chapter need not be present when that minor violates this Chapter to be held strictly liable for that violation. (g) It shall be unlawful for any person to be knowingly present as a Spectator during an unauthorized illegal fireworks discharge in violation of this Chapter. (h) No person who has the right to use, possess, or occupy a unit in a multifamily residential property under a lease, rental agreement, or contract shall be liable for 58 Ordinance No. 1987

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violations of this Chapter occurring in the common areas of the property unless th at person is a social host or Spectator as defined by this Chapter. (i) The provisions of this Section shall not apply to:
(1) Activities conducted by pyrotechnic operators licensed by the State Fire Marshal when operating pursuant to that license and with proper City permits, nor to the Spectators present during such activities.
(2) A social host who initiates contact with law enforcement or fire officials to assist in removing any person, or illegal fireworks, from the social host’s property or terminating the activity to comply with this Chapter.
(3) The possession, transport, manufacture, storage, display, sale, use, or discharge of fireworks as permitted under Federal or State law.

Section 4. Section 15-625 is hereby added to Article XIII (Fireworks) of Chapter 15 of the Fontana Municipal Code as follows:

Sec. 15 -625. Penalties for Violations of Section 15 -624 (Illegal Fireworks Social Host).
(a) Misdemeanor & Public Nuisance . Any person violating any of the provisions of Section 15-624, or failing to comply with any of the mandatory requirements of Section 15-624, is deemed guilty of a misdemeanor and a public nuisance. Any person convicted of a misdemeanor under the provisions of this Section shall be subject to punishment by a fine, or by imprisonment in the county jail for a period not exceeding six months, or by both fine and imprisonment. (b) Administrative Fines . A violation of Section 15 -624 shall be subject to an administrative fine of up to $1,000 per violation, up to a maximum of $10,000 per calendar day. Administrative fines issued pursuant to this Section shall be administered in accordance with Article XI of Chapter 2 of this Code. (c) Penalties Cumulative . The penalties set forth herein are not intended to be exclusive of other penalties and remedies and are intended to be in addition to any other remedies provided in this Code or any other law, statute, ordinance , or regulation, including, without limitation, the California Health and Safety Code and the California Penal Code with regard to the unlawful sale, use, possession, delivery, storage, and/or transportation of illegal fireworks. (d) Separate Offenses. Any person violating the provisions of Section 15-624 shall be deemed guilty of a separate offense for each violation that is committed, continued, or permitted by that person, and shall be punish ed accordingly. Each and every unlawful firework discharge shall constitute a separate offense. (e) Response Costs. In addition to any fines or penalties which may otherwise be levied by the City pursuant to this Chapter, the City shall be entitled to recover from 59 Ordinance No. 1987

5 of 6

any person found to be in violation of any provision of this Chapter, the City’s full response costs.
(f) Seizure. Any Code Enforcement Officer may seize, take, remove, or cause to be removed, at the expense of the violator, all stocks of illegal fireworks offered or exposed for sale, stored , or held in violation of this Chapter when such violation creates an imminent threat to public health or safety.

Section 5. CEQA. Because of the facts set forth in the Recitals and Section 1, the proposed text amendments of this Ordinance are exempt from further environmental review under the California Environmental Quality Act (“CEQA”) (Pub. Resources Code, § 21000 et seq.) and CEQA Guidelines (Cal. Code Regs., tit. 14, § 15000 et seq.) because it can be seen with certainty that there is no possibility that the enactment of this Ordinance would have a significant effect on the environment (Pub. Resources Code , § 21065; CEQA Guidelines, §§ 15378(b)(5), 15061(b)(3)).

Section 6. Interpretation. This Ordinance must be broadly construed to achieve the purposes stated in this Ordinance. It is the City Council’s intent that the provisions of this Ordinance be interpreted or implemented by the City and others in a manner that facilitates the purposes set forth in this Ordinance.

Section 7. Preservation. Repealing of any provision of the Fontana Municipal Code, or of any previous Fontana Municipal Code sections, does not affect any penalty, forfeiture, nor liability incurred before, nor preclude pros ecution and imposition of penalties for any violation occurring before this Ordinance’s effective date. Any such repealed part will remain in full force and effect for sustaining action or prosecuting violations occurring before the effective date of this Ordinance.

Section 8. Effect of Invalidation. If this entire Ordinance, or its application , is deemed invalid by a court of competent jurisdiction, any repeal or amendment of the Fontana Municipal Code or other City Ordinance by this Ordinance will be rendered void and cause such previous Fontana Municipal Code provision or other City Ordinance to be reinstated to full force and effect for all purposes.

Section 9. Severability. If any part of this Ordinance, or its application, is deemed invalid by a court of competent jurisdiction, the City Council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to this end, the provisions of this Ordinance are severable.

Section 10. Notice. The City Clerk is directed to certify the passage and adoption of this Ordinance, cause it to be entered into the City of Fontana’s book of original ordinances, make a note of the passage and adoption in the records of this meeting and within 15 days after the passage and adoption of this Ordinance, and cause it to be published or posted in accordance with California law.

Section 11. Effective Date. This Ordinance shall be effective thirty days (30) following its adoption.
60 Ordinance No. 1987

6 of 6

APPROVED AND ADOPTED this 28th day of April 2026.

READ AND APPROVED AS TO LEGAL FORM:

City Attorney

I, Germaine Key, City Clerk of the City of Fontana, and Ex -Officio Clerk of the City Council, do hereby certify that the foregoing Ordinance is the actual Ordinance introduced at a regular meeting of said City Council on the 14 th day of April 2026, and was finally passed and adopted not less than five days thereafter on the 28th day of April, 2026, by the following vote, to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

City Clerk of the City of Fontana

Mayor of the City of Fontana

ATTEST:

City Clerk

61 City of Fontana
Action Report
City Council Meeting
8437 Sierra Avenue
Fontana, CA 92335
File #: 26-0915 Agenda Date: 4/28/2026
Agenda #: E. Category: Consent Calendar
FROM:

City Clerk
SUBJECT:

Approval of a Resolution Amending and Updating the City’s Records Retention Schedule RECOMMENDATION:

Approve Resolution No. 2026-027, adopting a revised Records Retention Schedule for the retention and destruction of obsolete records.

COUNCIL GOALS:
· To create a team by working together to provide stability and consistent policy direction. · Operate in a businesslike manner by correcting problems immediately.

DISCUSSION:

California Government Code section 34090 et seq., provides that, with the approval of the City Council by resolution and with the written consent of the City Attorney, the head of a City department may destroy any City record after a set amount of time, consistent with State statutory requirements and best practices.

The City of Fontana (" City") retains records pursuant to the city- wide Records Retention Schedule.

The purpose of the City-wide Record Retention Schedule is to establish consistent standards for all City records in line with applicable law; and to ensure the disposal of obsolete records in line with that adopted schedule so City is not expending unnecessary resources for a longer retention period than is necessary.

Section 2- 298 of the City of Fontana Municipal Code requires that any amendments to the City's Records Retention Schedule be adopted by resolution of the City Council. The revisions to the Records Retention Schedule reflected in this item are the result of comprehensive internal discussions with City departments to ensure that recordkeeping requirements remain current, practical, and aligned with operational needs. Departments were consulted to identify gaps, clarify existing retention periods, and address evolving administrative practices.

As a result of this collaborative review, updates have been incorporated across most departments to improve consistency, enhance compliance with applicable legal and regulatory standards, and better reflect how records are created, maintained, and utilized in the course of City business. The proposed changes are intended to provide clearer guidance to staff, support efficient records management practices, and reduce the risk associated with either premature destruction or unnecessary retention of records. The updated schedule reflects a coordinated effort to modernize City of Fontana Printed on 4/23/2026Page 1 of 2
powered by Legistar™
62 File #: 26-0915 Agenda Date: 4/28/2026
Agenda #: E. Category: Consent Calendar
unnecessary retention of records. The updated schedule reflects a coordinated effort to modernize the City’s records management framework while maintaining accountability and transparency.

FISCAL IMPACT:

None
MOTION:

Approve staff recommendation.

City of Fontana Printed on 4/23/2026Page 2 of 2
powered by Legistar™
63

Page 1 of 4 ends

RESOLUTION NO. 2026-027

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FONTANA,

CALIFORNIA, ADOPTING A REVISED RECORDS RETENTION

SCHEDULE FOR THE RETENT ION AND DESTRUCTION OF
OBSOLETE RECORDS.

WHEREAS, California Government Code section 34090, et seq. provides that, with the approval of the City Council by resolution and the written consent of the City Attorney, the head of a City department may destroy any City record, document, instrument, book or paper, under his or her charge, without making a copy thereof, after the same is no longer required, provided that certain records are exempt from such destruction; and

WHEREAS, on July 1, 1988 the City of Fontana (“City”) adopted a records program which included a Records Retention S chedule that established City -wide standards for the retention and destruction of City records; and

WHEREAS, Section 2-298 of the City of Fontana Municipal Code requires that any amendments to the City’s Records Retention S chedule shall be adopted by r esolution; and

WHEREAS, the City’s Records Retention Schedule was last updated in 2020; and

WHEREAS, due to changes in state and federal law regarding the retention of public agency records, City staff has determined that the Records Retention Schedule requires further amendments in order for the City to be in legal compliance regarding the retention and destruction of obsolete records; and

WHEREAS, to this end, City staff has prepared a revised City-wide Records Retention Schedule for consideration and adoption by the City Council; and

WHEREAS, the City Attorney has reviewed and approves the revised Records Retention Schedule, as evidenced by his signature on this Resolution, in accordance with the provisions of California Government Code section 34090; and

WHEREAS, the City Attorney and City Council hereby acknowledge that the City Attorney’s signatur e on this Resolution constitutes written consent under California Government Code section 34090 for the destruction of obsolete and unnecessary records and documents in accordance with the City-wide Records Retention Schedule.

NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Fontana, California as follows:

64 Resolution No. 2026-027

Page 2 of 4 ends

Section 1. Incorporation of Recitals . The City Council hereby finds and determines that the recitals of this Resolution are true and correct and are hereby incorporated in this Resolution.

Section 2. Approval of the Revised Records Retention Schedule. The City Council hereby approves and adopts the revised R ecords Retention schedule, attached hereto as Exhibit "A" and incorporated herein by this reference. All records of the City shall be maintained in accordance with the revised Records Retention S chedule. The City Council’s approval of the revised Records Retention Schedule and adoption of this Resolution shall constitute approval, as required by statute, of the destruction of any and all obsolete City records that have been maintained in accordance with the Records Retention Schedule.

Section 3. Grant of Authority . The City Council hereby grants to the City Manager, or his or her designee, ongoing authority without further approval required by the City Council, and with the written consent of the City Attorney provided herein, to authorize the destruction of any and all obsolete City records that have been maintained in accordance with the Records Retention Schedule approved by the City Council and adopted by this Resolution.

Section 4. Custodian of Records. The Deputy City Clerk is hereby designated the official “Custodian of Records” and shall develop policies and procedures for the implementation of the City-wide records program and Records Retention Schedule. The Custodian of Records is hereby authorized to carry out the City -wide records program and any related policies and procedures under the direction of the City Manager. The Custodian of Records i s further authorized to update the Records Retention Schedule from time to time to incorporate changes in local, state and federal laws affecting retention of City records.

Section 5. Rescinding Prior Resolutions. The City Council hereby rescinds any and all previous resolutions or portions thereof to the extent that they conflict with this Resolution and the revised Records Retention Schedule adopted herein.

Section 6. Certification. The City Clerk shall certify to the adoption of this Resolution.

Section 7. Effective Date. This Resolution shall become effective immediately upon its adoption.

65 Resolution No. 2026-027

Page 3 of 4 ends

APPROVED AND ADOPTED this 28th day of April 2026.

READ AND APPROVED AS TO LEGAL FORM:

_______________________________
City Attorney

I, Germaine Key, City Clerk of the City of Fontana, and Ex-Officio Clerk of the City Council, do hereby certify that the foregoing resolution is the actual resolution duly and regularly adopted by the City Council at a regular meeting held on the 28th day of April 2026, by the following vote to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

_______________________________
City Clerk of the City of Fontana

_______________________________
Mayor of the City of Fontana

ATTEST:

_______________________________
City Clerk

66 Resolution No. 2026-027

Page 4 of 4 ends

EXHIBIT “A”

RECORDS RETENTION SCHEDULE

[ATTACHED]
67 The City of Fontana
Records Retention Schedules and UFIRST™ Index

Page 1 ends

01-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
01-01-00 Administrative Records Group
01-01-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
01-01-02 Correspondence & Reports - External All Depts MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement.

Administrative Record., State of California Guidelines
01-01-03 Correspondence & Reports - Internal All Depts MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement.

Administrative Record., State of California Guidelines
01-01-04 Departmental Goals/Objectives All Depts MX S+2 S+2 GC 34090(d); 2 year minimum requirement.

Administrative Record., State of California Guidelines
recommends retaining for 2 years after superseded.
01-01-05 Administrative Policies & Procedures Includes office procedures specific to a department.

All Depts V MX S 5 S+5 GC 34090(d); 2 year minimum requirement.

CCP 343; 4 years to commence after the cause of
action shall have occurred (ADD)*
Administrative Record., State of California Guidelines
recommends retaining for 5 years after superseded.
01-01-06 Staff Meetings All Depts MX EY 2 EY+2 GC 34090(d); 2 year minimum requirement.

Administrative Record., State of California Guidelines
01-01-07 Calendars/Schedules All Depts MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement.

Administrative Record., State of California Guidelines
01-01-08 General Surveys & Studies Not related to construction or environmental projects
All Depts MX AC+2 AC+2 GC 34090(d); 2 year minimum requirement.

State of California Guidelines; 2 years after completion for general studies and surveys
01-02-00 Reference Materials Group
01-02-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
01-02-02 Chronological Files May contain duplicate files and documents. All Depts MX ACT ACT GC 34090.7; Duplicate copies may be destroyed at any time if the City Council has prescribed a
procedure for destruction of duplicates per GC
34090.7.

Non-records may be destroyed at any time.
01-02-03 Professional Associations/Organizations All Depts MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement.

Administrative Record., State of California Guidelines
General Administrative Function
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 68 The City of Fontana
Records Retention Schedules and UFIRST™ Index

Page 2 ends

01-00-00
Legend:

Administrative Record., State of California Guidelines
01-02-05 County/City Fee Schedules Schedules for outside services. May contain duplicate documents
All Depts MX S S GC 34090.7; Duplicate copies may be destroyed at any time if the City Council has prescribed a
procedure for destruction of duplicates per GC
34090.7.

Non-records may be destroyed at any time.
01-02-06 Suggestions/Complaints Does not include requests for service or complaints against safety employees/officers
All Depts MX AC+2 5 AC+7 42 USC 1983; Settlement of complaint plus 7 years. 01-02-07 Mailing Lists All Depts MX S S GC 34090.7; Duplicate copies may be destroyed at any time if the City Council has prescribed a
procedure for destruction of duplicates per GC
34090.7.

Non-records may be destroyed at any time.
01-02-08 Community Information/Events All Depts H MX CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.

Administrative Record., State of California Guidelines
Review annually for historical content.
01-02-09 Historical Information/Events All Depts H MX CY+2 P P GC 34090(d); 2 year minimum requirement.

Administrative Record., State of California Guidelines
Administrative Decision: Retain permanently for
historical value.
01-02-10 Public Relations Information/Handouts/Speeches/Biographies All Depts H MX EY+2, AR 5 EY+7, AR GC 34090(d); 2 years minimum.

State of California Guidelines; Current year plus 7
Administrative Decision: Review before destruction for
potential historical content and reclassification to
Historical Information/Events as a permanent record.
01-02-11 Technical Reference All Depts MX S S GC 34090.7; Duplicate copies may be destroyed at any time if the City Council has prescribed a
procedure for destruction of duplicates per GC
34090.7.

Non-records may be destroyed at any time.
01-02-12 Dues/Subscriptions All Depts MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement Administrative Record., State of California Guidelines
™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 69 The City of Fontana
Records Retention Schedules and UFIRST™ Index

Page 3 ends

01-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
General Administrative Function
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 01-03-00 Records Management Program Group
01-03-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
01-03-02 Inactive Records and Archives Includes listings of box contents and organization of the records storage center.

All Depts MX P P P GC 34090(d); 2 years minimum.

Administrative Policy: Permanent for inventory
tracking purposes. (ADD)*
State of California Guidelines; 2 years after
superseded
01-03-03 Active Filing System Includes listings of active files, the file plan, the UFIRST™ Index and filing systems.

All Depts MX S+2 S+2 GC 34090;(d) 2 years minimum.

State of California Guidelines; 2 years after
superseded.
01-03-04 Certificates of Destruction CC EL P P P GC 34090(d); 2 years minimum.

State of California Guidelines; 2 years after
superseded
Administrative Policy: Permanent for destruction
tracking purposes.
01-03-05 Vital Records Protection Program Part of the City business continuation plan All Depts V MX S+2 S+2 GC 34090(d); 2 year minimum requirement. 01-04-00 Forms/Label/Graphics Management Group
01-04-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 01-04-02 Forms & Graphics Samples All Depts MX ACT ACT Non-record. Administrative Record., State of California Guidelines
01-04-03 Blank Forms All Depts MX S S Non-record. Administrative Record., State of California Guidelines
01-04-04 Form Letters All Depts MX S S Non-record. Administrative Record., State of California Guidelines
01-04-05 Forms & Graphics Master/Originals All Depts MX S S Non-record. Administrative Record., State of California Guidelines
01-04-06 Labels All Depts MX S S Non-record. Administrative Record., State of California Guidelines
™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 70 The City of Fontana
Records Retention Schedules and UFIRST™ Index

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02-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
02-01-00 City Council Group Includes related bodies such as Successor Agency, Housing Authority, Fire Protection
District, Industrial Development Authority,
Public Financing Authority, and Fontana
Community Foundation
02-01-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
02-01-02 Agendas/Agenda Packets Includes letters/memos to council submitted prior to or during meetings regarding agenda
items, staff reports, agendas, legal and
meeting Notices, affidavits of posting, speaker
cards, meeting handouts, the packet and
other related documents. Meetings include
closed sessions and special meetings/work
study sessions.

CC EL ACT CY+10 CY+10 GC 34090(d); 2 year minimum requirement.

State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain while active on
website for reference purposes.(ADD)*
02-01-03 Minutes CC V, H PA P P P GC 34090e; Minutes of governing bodies, Permanent.

GC 36814; Maintain record of proceedings.

GC 40801; Maintain record of proceedings.

State of California Guidelines; Permanent
02-01-04 Agenda Notification/Minute Requests Requests from outside agencies/companies for copies of agendas, agenda packets and/or
minutes.

CC PA CY+1 CY+1 GC 34090(d); 2 year minimum requirement.

Administrative Record., State of California Guidelines
02-01-05 Electronic Meeting Recordings Audio and video recordings of public meetings. Kept by KFON and maintained on
the website for the current month plus 6
monthswhile active. Includes Successor
Agency, Housing Authority, Fire Protection
District, Industrial Development Authority,
Public Financing Authority, and Fontana
Community Foundation recordings.

CC EL CM+12 CM+12 GC 54953.5; 30 days after recording.

Administrative Decision: Maintain electronic meeting
recordings for 12 months plus the current month for
reference purposes while active on website for
reference purposes.(ADD)*
02-01-06 Council Policy Meeting policies developed by the Council, including policies related to the Brown Act and
Roberts Rules of Order.

CC PA S+2 S+2 GC 34090(d); 2 year minimum requirement.

State of California Guidelines; 2 years after
superseded for policies and directives rendered by
Council not assigned a resolution or ordinance
number.
02-01-07 Proclamations & Certificates CC PA EY+2 EY+2 GC 34090(d); 2 years minimum. 02-01-08 Meeting Adjournment Certificates Used to commemorate a citizen's passing. CC H PA EY+2 EY+2 GC 34090(d); 2 years minimum.

Administrative Decision: Check annually for historical
content.

City Management Function
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 71 The City of Fontana
Records Retention Schedules and UFIRST™ Index

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02-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
City Management Function
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 02-02-00 Boards, Commissions & Committees - Membership
02-02-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
02-02-02 Planning Commission Commissioner Applications: Commissioner listings, appointments, resignations, Maddy
Act postings, rosters and other membership
information
CC EL LOB 5 LOB+5 GC 34090(d); 2 years minimum.

State of California Guidelines; 5 years after board,
commission or committee is dissolved.

Administrative Decision: Keep applications for 5 years
after the end of the commissioner's term.
02-02-03 Parks & Community Services Commission Commissioner Applications: Commissioner listings, appointments, resignations, Maddy
Act postings, rosters and other membership
information
CC EL LOB 5 LOB+5 GC 34090(d); 2 years minimum.

State of California Guidelines; 5 years after board,
commission or committee is dissolved.

Administrative Decision: Keep applications for 5 years
after the end of the commissioner's term.
02-02-04 Other Appointed Boards, Commissions, Committees & Subcommittees
Commissioner Applications: Commissioner
listings, appointments, resignations, Maddy
Act postings, rosters and other membership
information
CC EL LOB 5 LOB+5 GC 34090(d); 2 years minimum.

State of California Guidelines; 5 years after board,
commission or committee is dissolved.

Administrative Decision: Keep applications for 5 years
after the end of the commissioner's term.
™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 72 The City of Fontana
Records Retention Schedules and UFIRST™ Index

Page 6 ends

02-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
City Management Function
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 02-03-00 Parks & Community Services Commission Group
02-03-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 02-03-02 Agendas/Agenda Packets CC EL ACT CY+10 CY+10 GC 34090(d); 2 year minimum requirement.

State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain while active on
website for reference purposes.(ADD)*.
02-03-03 Minutes CC EL P P P GC 34090e; Minutes of governing bodies, Permanent.

State of California Guidelines; Permanent
02-03-04 Electronic Meeting Recordings Recorded separately from City Council meetings.

CC EL CM+12 CM+12 GC 54953.5; 30 days after recording.

Administrative Decision: Maintain electronic meeting
recordings for 12 months plus the current month for
reference purposes.
™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 73 The City of Fontana
Records Retention Schedules and UFIRST™ Index

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02-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
City Management Function
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 02-04-00 Planning Commission Group
02-04-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 02-04-02 Agendas/Agenda Packets CC EL ACT CY+10 CY+10 GC 34090;(d) 2 year minimum requirement.

State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain while active on
website for reference purposes.(ADD)*.
02-04-03 Minutes CC EL P P P GC 34090e; Minutes of governing bodies, Permanent.

State of California Guidelines; Permanent.
02-04-04 Electronic Meeting Recordings Recorded separately from City Council meetings.

CC EL CM+12 CM+12 GC 54953.5; 30 days after recording.

Administrative Decision: Maintain electronic meeting
recordings for 12 months plus the current month for
reference purposes.
™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 74 The City of Fontana
Records Retention Schedules and UFIRST™ Index

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02-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
City Management Function
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 02-05-00 Elections Group
02-05-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 02-05-02 Nomination Papers/Candidates Statements Folder contains candidate files and the candidate binder. Nomination papers and
candidates statements for successful
candidates.

Documents for unsuccessful nominations are
kept 2 Years After Election Closes.

CC PA AC+2
AC+2
2 AC+4
AC+2
EC 17100; 4 years after expiration of term, nomination
documents and signatures.

State of California Guidelines; 2 years after election
closes for unsuccessful nominations.
02-05-03 Municipal Elections Proof of publication, copies of documents, records used to compile final election results,
including tally sheets, voting machine
tabulation, detailed breakdown of results,
special election results, and campaign reports
are kept 5 Years After Election Closes.

Originals are kept with the County.

Any original canvass information including
records used to compile final election results,
tally sheets, voting machine tabulation,
detailed breakdown of results and special
election results, are also kept at the County.

The City will maintain copies of these
documents for 5 years after the election
closes.

CC PA AC+2 3 AC+5 EC 17000-1; Affidavits and indexes are 5 years.

EC 17300; 5 years after election for election rosters.

EC 17302-6; 6 months after election, if no contest, for election records.

GC 81009; Original (ADD)* Campaign reports, not
including candidate's campaign statements
GC 34090.7; Duplicate copies may be destroyed at
any time if the City Council has prescribed a
procedure for destruction of duplicates per GC
34090.7.

Non-records may be destroyed at any time.

For all election documents where the State's
requirement is permanent, but for which the County
maintains the original documents.
02-05-04 Initiative/Referendum/Recall Petitions CC PA AC+8M AC+8M EC 17200; 8 months after election closes for initiative and referendum petitions.

EC 17400; 8 months after election/final examination
for election recall petitions.
02-05-05 Candidate Binders CC PA MX AC+2 AC+2 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period.

Administrative Decision: Maintain for 2 years after
election closes for relevance to subsequent elections.
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Legend:

CC PA AT+2 4 AT+6 GC 34090; 2 year minimum requirement. 29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 6 years after termination 02-05-07 Appointment Process Applications, procedures and interview schedules for Council vacancies to appoint
the vacant position. Successful Applicants:

Unsuccessful Applications.

CC PA AC+2
AC+2
2 AC+4
AC+2
EC 17100; Similar to successful nominations; 4 years
after expiration of term
GC 34090; 2 year minimum requirement.
02-06-00 General City Management Group
02-06-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
02-06-02 City Manager Memorandum CM PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement.

State of California Guidelines; 2 years for
management reports
02-06-03 Department Work Plans Yearly plan for department projects. All Depts PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement.

State of California Guidelines; 2 years for
management reports.
02-06-04 State of the City Yearly report on the state of the City. CM PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement.

State of California Guidelines; 2 years for
management reports
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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
03-01-00 General Accounting Group
03-01-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
03-01-02 Sungard Pentamation Database Enterprise Resource Planning (ERP) System
FN EL ACT ACT Transitory Record; Databases are maintained while active.
03-01-03 Journal Entries FN EL P P P GC 34090(d); 2 years minimum.

State of California Guidelines; 2 years after audit
Administrative Decision: Maintain permanently for 5
years after annual audit as supporting information.
03-01-04 Annual Popular Financial Report FN EL AA+1 6 AA+7 GC 34090(d); 2 years minimum.

Administrative Decision: Maintain for 7 years after
annual audit as supporting information. (ADD)*
State of California Guidelines; 7 years after audit.
03-01-05 Monthly Financial Performance Report FN EL AA+2 AA+2 GC 34090(d); 2 years minimum State of California Guidelines; 2 years after audit.
03-01-06 Annual Cost Allocation FN EL AA+1 6 AA+7 GC 34090(d); 2 years minimum.

State of California Guidelines; 7 years after audit
Administrative Decision: Maintain for 7 years after
annual audit as supporting information.(ADD)*
03-01-07 User Fee Schedules FN EL S+2 S+2 GC 34090(d); 2 years minimum. 03-01-08 Cell Tower Leasing Includes copies of the agreement, amendments and recorded memorandums
FN MX P P P GC 34090(d); 2 year minimum requirement.

CCP 337; 4 years for action on a contract.

Administrative Decision: Maintain permanently after
annual audit as supporting information.(ADD)*
State of California Guidelines; Current Year plus 3
03-02-00 Audit Group
03-02-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
03-02-02 Annual Financial Statement (CAFR) (ACFR) FN EL AA+1 P P GC 34090(d); 2 years minimum.

State of California Guidelines; 7 years after audit.

Administrative Decision: Maintain permanently after
annual audit as supporting information. (ADD)*
03-02-03 Audit Mailing List FN EL S S Administrative Reference Record; maintain while current.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 77 The City of Fontana
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State of California Guidelines; After audit plus 2 years for review workpapers.
03-02-05 Single Audit FN EL AA+1 P P GC 34090(d); 2 years minimum.

State of California Guidelines;
Administrative Decision: Maintain permanently after
annual audit as supporting information.(ADD)*
03-02-06 Fixed Assets FN PA AA+1 P P GC 34090(d); 2 years minimum.

State of California Guidelines; Permanent
Administrative Decision: Maintain permanently after
annual audit as supporting information.(ADD)*
03-02-07 RDA Annual Financial Statements/Compliance Reports Although the RDA has been dissolved, maintain record series until all records have
been destroyed.

FN EL AA+1 P P GC 34090(d); 2 years minimum.

State of California Guidelines; Permanent
Administrative Decision: Maintain permanently after
annual audit as supporting information.(ADD)*
03-02-08 AQMD Audit FN EL AA+1 6 AA+7 GC 34090(d); 2 years minimum.

State of California Guidelines; Current year plus 7
years.

Administrative Decision: Maintain for 7 years after
annual audit as supporting information.(ADD)*
03-02-09 Measure I/Article 3 Audits FN PA AA+1 P P GC 34090(d); 2 years minimum.

State of California Guidelines; Permanent
Administrative Decision: Maintain permanently after
annual audit as supporting information.(ADD)*
03-03-00 Banking/Investing Group
03-03-01 General information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 03-03-02 Bank Statements / Fiscal Agent Statements FN MX AA+1 4 AA+5 GC 34090(d); 2 years minimum. 26 CFR 31.6001-1(e)(2); 4 years.

Administrative Decision: Maintain for 5 years after
annual audit as supporting information.(ADD)*
State of California Guidelines; 5 years after audit
03-03-03 Investments FN P P P GC34090(d); 2 year minimum requirement.

CCP 337; Statutes of limitations, 4 years for action.

State of California Guidelines; Permanent
Administrative Decision: Maintain permanently as
supporting information.(ADD)*
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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-03-04 Financial Advisors MS CY+2 CY+2 GC 34090(d); 2 year minimum requirement. 03-04-00 Bonds Group
03-04-01 General information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
03-04-02 Bond Agreements Maintained by Management Services FN PA AC+1 9 AC+10 GC 34090(d); 2 years minimum.

GC 43900-43903; Destruction guidelines for bonds.

CCP 337.5; Statutes of limitations.

FC 30210; Maintain.

State of California Guidelines; 10 years after
closure/expiration
03-04-03 Letters of Credit FN PA AC+1 9 AC+10 GC 34090(d); 2 years minimum.

GC 43900-43903; Destruction guidelines for bonds.

CCP 337.5; Statutes of limitations.

FC 30210; Maintain.

State of California Guidelines; 10 years after
closure/expiration
03-04-04 Bond Issues - Development FN PA P P P GC 34090(d); 2 years minimum.

GC 43900-43903; Destruction guidelines for bonds.

CCP 337.5; Statutes of limitations.

FC 30210; Maintain.

State of California Guidelines; Permanent for
development bond issues
03-04-05 Annual Disclosure Reports FN EL AC+1 9 AC+10 GC 34090(d); 2 years minimum.

GC 43900-43903; Destruction guidelines for bonds.

CCP 337.5; Statutes of limitations.

FC 30210; Maintain.

State of California Guidelines; 10 years after
closure/expiration
03-04-06 California Debt & Investment Advisory Commission Reports - CDIAC
FN EL P P P GC34090(d); 2 year minimum requirement.

CCP 337; Statutes of limitations, 4 years for action.

Administrative Decision: Maintain permanently as
supporting information.(ADD)*
03-05-00 Payroll & Employee Tax Group
03-05-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
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LC 1174; 3 years for payroll records.

LC 1197.5(d); 2 years for payroll records.
22 CCR 1085.2(c); 4 years for unemployment
contributions.
29 CFR 516.2(a)(10); Maintain.
29 CFR 516.6; 2 years.

LC 1174; 2 years after pay period.
29 USC 255(a); 2 to 3 years statute of limitations for
minimum and unpaid wages.

State of California Guidelines; 4 years after termination 03-05-03 Deduction Registers FN PA P P P GC 34090(d); 2 year minimum requirement.

LC 1174; 3 years for payroll records.

LC 1197.5(d); 2 years for payroll records.
22 CCR 1085.2(c); 4 years for unemployment
contributions.
29 CFR 516.2(a)(10); Maintain.
29 CFR 516.6; 2 years.

LC 1174; 2 years after pay period.
29 USC 255(a); 2 to 3 years statute of limitations for
minimum and unpaid wages.

State of California Guidelines; 4 years after termination 03-05-04 Payroll Files - Active & Terminated Filed by employee. Includes W-4s, personnel action forms, café plan forms, employee
deduction authorizations, direct deposit
authorizations, involuntary deductions, copies
of social security cards, copy of BSO
verifications, corrections to Pentamation
database, payroll corrections/modifications
and paycheck pickup authorizations
FN PA AT+1 9 AT+10 29 CFR 1627.3 - 4; 3 years after termination. 29 CFR 1602.30 - 32; 2 - 3 years after termination.
29 CFR 1650.202; 10 years from date of action for tax
payments.
29 CFR 516.5 - 6; 3 years after action.
29 USC 1113; 6 years after date of last action.

GC 12946; 2 4 years after termination or action.
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GC 12946; 4 years after termination( CA Leg indicates
4 years)(ADD)*
29 CFR 516.2-6; 4 years after tax return filing.
29 CFR 1627; 3 years.

State of California Guidelines; Permanent
Administrative Decision: Maintain permanently in
electronic form. Electronic storage started in 2008/09
fiscal year; earlier paper registers are maintained
offsite.
03-05-06 Tax Forms / Records Includes W-2s, W-2 reports, and federal and state quarterly tax reports
FN PA AA+4 2 AA+6 GC 34090(d); 2 year minimum requirement. 29 USC 436; 5 years.
26 CFR 31.6001; 4 years after tax return is filed.

R&T 19530; 3 years after tax return is filed.

R&T 19704; 6 year statute of limitations.
29 CFR 516.2-6; Maintain at least 3 years.

State of California Guidelines; 4 years after audit
03-05-07 Time Cards, Time Sheets, & Check Registers Information transferred into Pentamation FN PA AA+4 2 AA+6 GC 34090(d); 2 year minimum requirement. 29 CFR 516.2; Maintain.
29 CFR 516.6; 2 years.

R&T 19530; 3 years after tax return due.

LC 1174; 2 years after pay period.
26 CFR 31.6001-1; 4 years after tax return due.
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages.

State of California Guidelines; 6 years after audit
03-05-08 Work Papers Work papers include W-2 backup information, Federal and State Quarterly Report Backup,
Child Support and Garnishment support
records.

FN PA AA+1 5 AA+6 GC 34090(d); 2 year minimum requirement. 29 CFR 516.2; Maintain.
29 CFR 516.6; 2 years.

R&T 19530; 3 years after tax return due.

LC 1174; 2 years after pay period.
26 CFR 31.6001-1; 4 years after tax return due.

State of California Guidelines; 6 years after audit.
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GC 12946; 4 years after termination (CA Leg indicates
4 years)(ADD)*
29 CFR 516.5; 3 years
29 USC 1027; 6 years
State of California Guidelines; Permanent
Administrative Decision: Maintain permanently in
electronic form. Electronic storage started in 2008/09
fiscal year; earlier paper registers are maintained
offsite.
03-05-10 PERS Audit FN PA AA+4 P P GC 34090(d); 2 years minimum.

Administrative Decision: Maintain PERS audits
permanently.
03-05-11 Garnishments Kept separate from the individual Payroll file while active, then filed by person
FN PA AFP AT+10 AT+10 GC 34090(d); 2 years minimum.

R&T 19704; 6 year statute of limitations.
29 USC 436; 5 years.
26 CFR 31.6001-1; 4 years.
29 CFR 516.5; Maintain at least 3 years.

State of California Guidelines; 3 years after
termination.

Administrative Decision: Garnishments maintained
until final payment is made, then filed in the person's payroll file.
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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-06-00 Budget Group
03-06-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
03-06-02 Operating Budget Includes the budget and quarterly updates FN MX CY+1 P P GC 34090(d); 2 years minimum.

GC 53901; Budgets copy must be filed with the
County.

State of California Guidelines; Permanent
Permanent refers to one final copy of the approved
budget. Working copies can be destroyed after use.
03-06-03 Operating Budget Workpapers Includes staff reports, adjustments and budget work papers.

All Depts PA AA+2 AA+2 GC 34090;(d) 2 years minimum
State of California Guidelines; 2 years after audit
03-06-04 Capital Improvement Projects Budget Includes the budget and quarterly updates FN PA CY+1 P P GC 34090(d); 2 years minimum.

CCP 337.15; 10 years after project completion.

State of California Guidelines; Permanent for budgets
Administrative Decision: Maintain permanently as
supporting information.(ADD)*
03-06-05 CIP Budget Workpapers Includes staff reports, adjustments and budget work papers.

All Depts PA AA+2 AA+2 GC 34090(d); 2 years minimum.
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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-07-00 Business Licenses & Permits Group
03-07-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 03-07-02 HDL Business License Software System FN EL ACT ACT Transitory Record; Databases are maintained while active.
03-07-03 Business License Applications & Supporting Documents Includes renewal notices, application workpapers, trade licenses / certifications,
articles of incorporation, alarm company
permits and backup documentation.

FN PA ACT+1 3 ACT+4 GC 34090(d); 2 year minimum requirement.

CCP 337; Statute of limitations.

State of California Guidelines; 4 years after termination 03-07-04 Firework Permits FN PA AE+2 AE+2 GC 34090(d); 2 years minimum.

State of California Guidelines; Current year plus 2
years for temporary use permits
03-07-05 Transient Occupancy Tax Forms Form for payment of the transient occupancy tax by hotels and motels.

FN PA AA+1 2 AA+3 GC 34090(d); 2 year minimum requirement.

CCP 338; Statute of limitations, 3 years for action.

State of California Guidelines; 3 years after audit
03-07-06 Animal Licenses To track payment of the animal license.

License is closed when the animal no longer
resides in the City.

FN EL ACT+3 ACT+3 GC 34090(d); 2 year minimum requirement.

PC 597.1(d); 3 years after animal's impoundment
ends.
03-08-00 Customer Services Group
03-08-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 03-08-02 Sewer Billing Stored electronically in Pentamation FN V EL AA+2 AA+2 GC 34090(d); 2 year minimum requirement.

State of California Guidelines; 2 years after audit.
03-08-03 Miscellaneous Billing Billing for weed abatement, code enforcement, engineering, collections, alarm billing and any
other invoicing and any related backup
documentation.

FN V MX AA+2 AA+2 GC 34090(d); 2 year minimum requirement.

State of California Guidelines; 2 years after audit.
03-08-04 Cash Receipts Stored electronically in Pentamation FN MX AA+2 2 AA+4 GC 34090(d); 2 years minimum.

State of California Guidelines; 4 years after audit.

Administrative Decision: Maintain for 4 years after
annual audit as supporting information.(ADD)*
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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-09-00 Accounts Payable Group
03-09-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 03-09-02 Invoices Paid Departments are responsible for maintaining copies of invoices paid toward grants and
longer retention term records series, as
needed.

FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement.

State of California Guidelines; 4 years after audit.

Administrative Decision: Maintain for 4 years after
annual audit as supporting information.(ADD)*
03-09-03 Warrant Listing (Checklist) / Check Registers FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement.

State of California Guidelines; After audit plus 2 years for warrant registers.

Administrative Decision: 4 years after audit for warrant listings and check registers to coincide with retention for Invoices Paid.
03-09-04 1099's Issued FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement. 26 CFR 31.6001; 4 years after tax return is filed.

R&T 19530; 3 years after tax return is filed.
29 CFR 516.5; Maintain at least 3 years.

State of California Guidelines; 4 years after audit.
03-09-05 Vendor Information Updated by vendors FN EL AR AR Administrative Record; Review annually for activity.

Keep while current.
03-10-00 Revenue Group
03-10-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
03-10-02 Mandated Costs FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement.

CCP 337; Statute of limitations of 4 years.
03-10-03 Police Services FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement.

CCP 337; Statute of limitations of 4 years.
03-10-04 Growth Impact Fees FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement.

CCP 337; Statute of limitations of 4 years.
03-10-05 Parkland Dedication Fees FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement.

CCP 337; Statute of limitations of 4 years.
03-10-06 Rental of Property FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement.

CCP 337; Statute of limitations of 4 years.
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Keep while current.
03-11-02 Sales Tax FN PA AA+1 2 AA+3 GC 34090(d); 2 year minimum requirement.

CCP 338; Statute of limitations, 3 years for action.

State of California Guidelines; 3 years after audit
03-11-03 Transient Occupancy Tax FN PA AA+1 2 AA+3 GC 34090(d); 2 year minimum requirement.

CCP 338; Statute of limitations, 3 years for action.

State of California Guidelines; 3 years after audit
03-11-04 Franchise Fees FN PA AA+1 2 AA+3 GC 34090(d); 2 year minimum requirement.

CCP 338; Statute of limitations, 3 years for action.

State of California Guidelines; 3 years after audit.
03-11-05 Property Tax FN PA AA+1 2 AA+3 GC 34090(d); 2 year minimum requirement.

CCP 338; Statute of limitations, 3 years for action.

State of California Guidelines; 3 years after audit.
03-11-06 Motor Vehicle Tax FN PA AA+1 2 AA+3 GC 34090(d); 2 year minimum requirement.

CCP 338; Statute of limitations, 3 years for action.

State of California Guidelines; 3 years after audit
03-12-00 Grants Group
03-12-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-12-02 Police (COPS) Departments are responsible for maintaining copies of invoices paid toward grants and
longer retention term records series, as
needed. Departments should maintain grant
applications, financial and performance
reports, and any purchasing documents that
support the procurement process (quotes,
bids, purchase orders, contracts, etc.) in
addition to any documents that relate to the
grant award, from application to closeout.

FN PA AFP+5 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are
renewed quarterly or annually, from the date of the
submission of the quarterly or annual financial report, respectively.
2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken.
2 CFR 200.333(c); For real property or equipment
acquired with federal funds, 3 years after final
disposition.
2 CFR 200.333(f)(1); For indirect cost rate proposals
and cost allocation plans submitted for negotiation, 3
years from the date of submission.
2 CFR 200.333(f)(2); For indirect cost rate proposals
and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the
proposal.
03-12-03 Federal Emergency Management Agency Departments are responsible for maintaining copies of invoices paid toward grants and
longer retention term records series, as
needed. Departments should maintain grant
applications, financial and performance
reports, and any purchasing documents that
support the procurement process (quotes,
bids, purchase orders, contracts, etc.) in
addition to any documents that relate to the
grant award, from application to closeout.

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-12-04 Community Services Departments are responsible for maintaining copies of invoices paid toward grants and
longer retention term records series, as
needed. Departments should maintain grant
applications, financial and performance
reports, and any purchasing documents that
support the procurement process (quotes,
bids, purchase orders, contracts, etc.) in
addition to any documents that relate to the
grant award, from application to closeout.

FN PA AFP+5 * AFP+5 * 45 CFR 75.361; 3 years after submission of final expenditure report or, for federal awards that are
renewed quarterly or annually, from the date of the
submission of the quarterly or annual financial report, respectively.
45 CFR 75.361(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken.
45 CFR 75.361(b); For real property or equipment
acquired with federal funds, 3 years after final
disposition.
45 CFR 75.361(f)(1); For indirect cost rate proposals
and cost allocation plans submitted for negotiation, 3
years from the date of submission.
45 CFR 75.361(f)(2); For indirect cost rate proposals
and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the
proposal.
03-12-05 Fire Departments are responsible for maintaining copies of invoices paid toward grants and
longer retention term records series, as
needed. Departments should maintain grant
applications, financial and performance
reports, and any purchasing documents that
support the procurement process (quotes,
bids, purchase orders, contracts, etc.) in
addition to any documents that relate to the
grant award, from application to closeout.

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-12-06 Public Works Departments are responsible for maintaining copies of invoices paid toward grants and
longer retention term records series, as
needed. Departments should maintain grant
applications, financial and performance
reports, and any purchasing documents that
support the procurement process (quotes,
bids, purchase orders, contracts, etc.) in
addition to any documents that relate to the
grant award, from application to closeout.

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03-00-00 Management Services Finance Function
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-12-07 Community Development Block Grants Departments are responsible for maintaining copies of invoices paid toward grants and
longer retention term records series, as
needed. Departments should maintain grant
applications, financial and performance
reports, and any purchasing documents that
support the procurement process (quotes,
bids, purchase orders, contracts, etc.) in
addition to any documents that relate to the
grant award, from application to closeout.

FN PA AFP+5 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are
renewed quarterly or annually, from the date of the
submission of the quarterly or annual financial report, respectively.
2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken.
2 CFR 200.333(c); For real property or equipment
acquired with federal funds, 3 years after final
disposition.
2 CFR 200.333(f)(1); For indirect cost rate proposals
and cost allocation plans submitted for negotiation, 3
years from the date of submission.
2 CFR 200.333(f)(2); For indirect cost rate proposals
and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the
proposal.
24 CFR 570.502(a)(7)(i); 4 years after execution of
closeout agreement.
24 CFR 570.502(a)(7)(ii); For records for individual
activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no
longer apply.
24 CFR 570.502(a)(7)(iii); For records for individual
activities for which there are outstanding loan
balances/other receivables/contingent liabilities, 3
years after receivables/liabilities satisfied.
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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-12-08 Fontana Community Foundation Grants Departments are responsible for maintaining copies of invoices paid toward grants and
longer retention term records series, as
needed. Departments should maintain grant
applications, financial and performance
reports, and any purchasing documents that
support the procurement process (quotes,
bids, purchase orders, contracts, etc.) in
addition to any documents that relate to the
grant award, from application to closeout.

State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
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03-00-00 Management Services Finance Function
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-12-09 Miscellaneous Grants Departments are responsible for maintaining copies of invoices paid toward grants and
longer retention term records series, as
needed. Departments should maintain grant
applications, financial and performance
reports, and any purchasing documents that
support the procurement process (quotes,
bids, purchase orders, contracts, etc.) in
addition to any documents that relate to the
grant award, from application to closeout.

FN PA AFP+5 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are
renewed quarterly or annually, from the date of the
submission of the quarterly or annual financial report, respectively.
2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken..
2 CFR 200.333(c); For real property or equipment
acquired with federal funds, 3 years after final
disposition.
2 CFR 200.333(f)(1); For indirect cost rate proposals
and cost allocation plans submitted for negotiation, 3
years from the date of submission.
2 CFR 200.333(f)(2); For indirect cost rate proposals
and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the
proposal.
24 CFR 570.502(a)(7)(i); 4 years after execution of
closeout agreement.
24 CFR 570.502(a)(7)(ii); For records for individual
activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no
longer apply.
24 CFR 570.502(a)(7)(iii); For records for individual
activities for which there are outstanding loan
balances/other receivables/contingent liabilities, 3
years after receivables/liabilities satisfied.
29 CFR 97.42(b)(1), (c)(1); Generally, 3 years after
submission of final expenditure report or, for federal
awards that are renewed quarterly or annually, from
the date of the submission of the quarterly or annual
financial report, respectively
03-13-00 Mandated Reports Group
03-13-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
03-13-02 State Controllers Reports - City FN EL CY+1 P P GC 34090(d); 2 years minimum.

State of California Guidelines; Permanent
Administrative Decision: Maintain permanently as
supporting information.(ADD)*
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FN EL CY+1 P P GC 34090(d); 2 years minimum.

State of California Guidelines; Permanent
Administrative Decision: Maintain permanently as
supporting information.(ADD)*
03-13-04 Annual Street Reports FN EL AA+7 AA+7 GC 34090(d); 2 years minimum.

State of California Guidelines; 7 years after audit for annual financial reports
Administrative Decision: Maintain for 7 years after
annual audit as supporting information.(ADD)*
03-13-05 Housing/Commercial Development Reports FN EL AA+7 AA+7 GC 34090(d); 2 years minimum.

State of California Guidelines; 7 years after audit for annual financial reports
Administrative Decision: Maintain for 7 years after
annual audit as supporting information.(ADD)*
03-13-06 Statement of Indebtedness FN EL AA+7 AA+7 GC 34090(d); 2 years minimum.

State of California Guidelines; 7 years after audit for annual financial reports
Administrative Decision: Maintain for 7 years after
annual audit as supporting information.(ADD)*
03-13-07 SBE Returns FN EL CY+1 P P GC 34090(d); 2 years minimum.

State of California Guidelines; Permanent
Administrative Decision: Maintain permanently as
supporting information.(ADD)*
03-13-08 State Controllers Reports - Fire District FN EL CY+1 P P GC 34090(d); 2 years minimum.

State of California Guidelines; Permanent
Administrative Decision: Maintain permanently as
supporting information.(ADD)*
03-13-09 State Controllers Reports - Public Financing Authority FN EL CY+1 P P GC 34090(d); 2 years minimum.

State of California Guidelines; Permanent
Administrative Decision: Maintain permanently as
supporting information.(ADD)*
03-13-10 Federal/State Tax Returns - Community Foundation FN EL AA+1 4 AA+5 GC 34090(d); 2 year minimum requirement. 29 USC 436; 5 years.
26 CFR 31.6001; 4 years after tax return is filed.

R&T 19530; 3 years after tax return is filed.
29 CFR 516.5; Maintain at least 3 years.

State of California Guidelines; 4 years after audit
03-13-11 Miscellaneous Reporting Includes Strong Motion Tax, Prop 172, Ten- Ninety and other miscellaneous reports
FN MX AA+2 5 AA+7 GC 34090(d); 2 years minimum.

State of California Guidelines; 7 years after audit for annual financial reports
Administrative Decision: Maintain for 7 years after
annual audit as supporting information.(ADD)*
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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-14-00 Purchasing Group
03-14-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
03-14-02 RFP/RFQ/RFI All Depts EL AC+5 AC+5 GC 34090(d); 2 years minimum.

CCP 337; Statute of limitations.

State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
03-14-03 Bids - Successful All Depts EL AC+5 AC+5 GC 34090(d); 2 years minimum.

CCP 337; Statute of limitations.

State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
03-14-04 Bids - Unsuccessful All Depts EL AC+5 AC+5 GC 34090(d); 2 years minimum.

State of California Guidelines; Current year plus 2 for unsuccessful bids
Administrative Decision: Maintain unsuccessful bids as
long as the successful bids for simplicity in destruction of documents.
03-14-05 Bid Protests All Depts EL AC+5 AC+5 GC 34090(d); 2 years minimum.

State of California Guidelines; Current year plus 2 for unsuccessful bids
Administrative Decision: Maintain bid protests as long
as the successful bids for simplicity in destruction of documents.
03-14-06 Purchase Orders Purchasing EL AC+5 AC+5 GC 34090(d); 2 year minimum requirement.

CCP 337; Statute of limitations.

State of California Guidelines; 4 years after audit
Administrative Decision: Maintain purchase orders for
5 years after closure to coincide with project files and for simplicity in destruction of documents.
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Legend:

CCP 337; Statute of limitations.

State of California Guidelines; 4 years after audit
03-14-08 Purchase Order Amendments Purchasing EL AC+2 3 AC+5 GC 34090(d); 2 year minimum requirement.

CCP 337; Statute of limitations.

State of California Guidelines; 4 years after audit
Administrative Decision: Maintain purchase orders for
5 years after closure to coincide with project files and for simplicity in destruction of documents.
03-14-09 Contract Change Orders / Amendments Purchasing EL AC+2 5 AC+7 CCP 337.2; Statutes of limitations.

CCP 343; Statutes of limitations.
48 CFR 4.6; 5 years for procurements exceeding
$25,000.
48 CFR 4.703 - 4.705-3; up to 4 years.
48 CFR 4.805; up to 6 years and 3 months.

Administrative Decision: Maintain for 7 years after
annual audit as supporting information.(ADD)*
03-14-10 Cal Card / Credit Cards Records of purchases made with City credit card. Includes receipts, purchase orders, etc.

Purchasing EL AA+2 2 AA+4 GC 34090(d); 2 year minimum requirement.

State of California Guidelines; 4 years after audit
Administrative Decision: Maintain for 4 years after
annual audit as supporting information.(ADD)*
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03-00-00 Management Services Finance Function
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-15-00 Assessment/Community Facilities Districts Group 03-15-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
03-15-02 Formation Documents Includes Community Facilities Districts, Landscape & Lighting Districts and
Landscape, Lighting & Maintenance Districts
FN PA P P P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
03-15-03 Annual Levy Resolutions & Attachments Annual levy resolutions and attachments FN EL P P P GC 34090(e); Permanent for resolutions.

State of California Guidelines; Permanent
03-15-04 Annual Engineer's Report Annual Engineer's reports for LMD's and LLMD's. Reports are for annual levy, which
are attached to annual resolutions.

FN EL P P P GC 34090(e); Permanent for resolutions.

State of California Guidelines; Permanent
03-15-05 Delinquency Reports FN EL AA+2 2 AA+4 GC 34090(d); 2 year minimum requirement.

Administrative Decision: Maintain for 4 years after
audit to follow receipt and collections retention.
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04-00-00 Legislative and Legal Function
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
04-01-00 Legislative Group
04-01-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
04-01-02 Ordinances - City Council Includes the proof of publication CC V EL P P P GC 34090(e); Permanent for decisions of the City.

GC 40806; Maintain.

State of California Guidelines; Permanent.
04-01-03 Resolutions - City Council Includes the proof of publication CC V EL P P P GC 34090(e); Permanent for decisions of the City.

GC 40801; Maintain.

State of California Guidelines; Permanent.
04-01-04 Resolutions - Planning Commission Includes the proof of publication CC V EL P P P GC 34090(e); Permanent for decisions of the City.

GC 40801; Maintain.

State of California Guidelines; Permanent.
04-01-05 Resolutions - City Council Related Bodies Includes the proof of publication. For the Successor Agency, Housing Authority, Public
Financing Authority, Fire Protection District,
Industrial Development Authority, and Fontana
Community Foundation.

CC V EL P P P GC 34090(e); Permanent for decisions of the City.

GC 40801; Maintain.

State of California Guidelines; Permanent.
04-01-06 Municipal Code & Supplements Maintained electronically online by the codifier (Quality Codes). Paper copies maintained for
reference. Includes supplements.

CC V EL S P P GC 34090(e); Permanent for decisions of the City.

State of California Guidelines; Permanent.
04-01-07 State & Federal Legislation Informational reference to state legislation, including lobbying documents, copies of
proposed laws, League of California Cities
conference, appointed voting delegates and
other related documents.

Depts PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement 04-01-08 Oaths - Deputization Oaths to deputize staff, attorneys CC PA AT+2 4 AT+6 GC 34090(d); 2 year minimum requirement.

State of California Guideline; 6 years after termination Administrative Decision: Maintain for 6 years after
termination as supporting information.(ADD)*
04-01-09 Lobbyists CC PA CY+2 5 CY+7 GC 81009(e); 7 years for other reports and statements.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 97 The City of Fontana
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04-00-00 Legislative and Legal Function
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 04-02-00 Agreements/Contracts/Memorandums of Understanding Group
04-02-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
04-02-02 General City Contracts & Agreements - City Manager Authorized
For amounts under $25,000. Includes
Community Services agreements.

CC EL AC+5 AC+5 CCP 337.2; Statutes of limitations, leases 4 years.

CCP 343; Statutes of limitations, general 4 years.

Administrative Decision: Maintain for 5 years after
closure/completion to coincide with other general city
agreements.
04-02-03 General City Contracts & Agreements - City Council Authorized
For amounts over $25,000. CC EL P P P CCP 337.2; Statutes of limitations.

CCP 343; Statutes of limitations.
48 CFR 4.601; 5 years for procurements exceeding
$25,000.

Administrative Decision: Maintain permanently after
closure/completion to coincide with other general city
agreements.
04-02-04 Capital Improvement Project Agreements Agreement only. Project files maintained by the coordinating department.

CC EL P P P Authority- GC 34090a; Real property records, maintain.

H&S 19850; Life of Building, with exceptions.

CCP 337.15; 10 years.

State of California Guidelines; Permanent
Administrative Decision: Maintain permanently after
annual audit as supporting information.(ADD)*
04-02-05 Development Agreements Includes development & disposition agreements (DDAs)
CC EL AC+2 P P GC 34090a, Real property records, maintain.

CCP337, 337.1(a), 337.15; Statutes of limitations.
48 CFR 4.703; 3 years after final payment.
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

H&S 19850; Life of Building, with exceptions.

Administrative Decision: Maintain permanently after
annual audit as supporting information.(ADD)*
04-02-06 Lease Agreements CC EL P P P CCP 337.2; Statutes of limitations, leases 4 years.

CCP 343; Statutes of limitations, general 4 years.
48 CFR 4.601; 5 years for procurements exceeding
$25,000.

Administrative Decision: Maintain permanently after
closure/completion to coincide with other general city
agreements.
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04-00-00 Legislative and Legal Function
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 04-02-07 Non-CIP Construction Contracts & Agreements CC EL P P P CCP 337.15; 10 years State of California Guidelines; 10 years after project
completion
Administrative Decision: Maintain permanently after
closure/completion to coincide with other general city
agreements.(ADD)*
04-02-08 Owner Participation Agreements CC EL AC+2 3 AC+5 CCP 337.2; Statutes of limitations, leases 4 years.

CCP 343; Statutes of limitations, general 4 years.
48 CFR 4.601; 5 years for procurements exceeding
$25,000.

Administrative Decision: Maintain for 5 years after
closure/completion to coincide with other general city
agreements.
04-02-09 Settlement Agreements General settlements
Recorded settlements
CC C EL AC+2
P
3 AC+5
P
CCP 343; Statutes of limitations, general 4 years.

State of California Guidelines; Permanent for recorded
documents.

Administrative Decision: Maintain general settlement
agreements for 5 years after closure/completion to
coincide with other general city agreements.
04-02-10 Subdivision Agreements CC EL AC+4 P P GC 34090a, Real property records, maintain.

CCP337, 337.1(a), 337.15; Statutes of limitations.
48 CFR 4.703; 3 years after final payment.
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

H&S 19850; Life of Building, with exceptions.
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04-00-00 Legislative and Legal Function
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 04-03-00 City Attorney Group
04-03-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
04-03-02 Legal Opinions All Depts C PA S S GC 34090; 2 year minimum requirement.

Administrative Decision: Maintain legal opinions until
superseded.
04-04-00 General Legal Group
04-04-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
04-04-02 Claims Filed Against the City (Tort Claims Act) CC EL AC+2 4 AC+6 GC 34090(d); 2 year minimum requirement. 29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
04-04-03 Litigation/Lawsuits - City as Named Party General cases High profile cases
CC PA AC+2
AC+2
5 P
AC+7
P
GC 34090(d); 2 year minimum requirement.

State of California Guidelines; 7 years after closure for case records; maintain high profile cases permanently.

Administrative Decision: Maintain permanently after
closure/completion.(ADD)*
04-04-04 Legal Notices Includes adjudication and other general legal notices.

CC PA CY+2 2 CY+4 GC 34090(d); 2 year minimum requirement.

CCP 343; Statutes of limitations, 4 years
04-04-05 Subpoenas - Received CC PA EY+2 EY+2 GC 34090(d); 2 year minimum requirement.

State of California Guidelines; Current Year plus 2
years for copies of subpoenas.
04-04-06 Public Records Act Requests - Received CC EL AC+2 AC+2 GC 34090(d); 2 years minimum.

State of California Guidelines; 2 years after completion 04-04-07 Pitchess Motions (Notice of Motion for Pre-trial Discovery) Requesting information and appearance from Police Department by an outside agency or
organization
CC PA AC+2 5 AC+7 GC 34090(d); 2 years minimum.

State of California Guidelines; 7 years after
completion/closure
Administrative Decision: Maintain for 7 years after
closure/completion.(ADD)*
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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 04-05-00 Property Related Documents Group
04-05-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
04-05-02 Grant Deeds & Easements Filed by APN number. Includes title insurance policy for the property.

CC V EL P P P GC 34090(a); Permanent for land and property related documents.
24 CFR 1710; Permanent.
04-05-03 Annexations Reports, agreements and public notices CC EL P P P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
04-05-04 Street Vacations Temporary or permanent closure of streets CC PA AC+2 P P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
04-06-00 Agencies/Other Cities Group
04-06-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
04-06-02 Federal Agencies Correspondence & reports not attached to contracts, agreements or specific projects.

Review annually for content.

All Depts PA CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.

State of California Guidlines; Administrative Record
04-06-03 State Agencies Correspondence & reports not attached to contracts, agreements or specific projects.

Review annually for content.

All Depts PA CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.

State of California Guidlines; Administrative Record
04-06-04 Regional/National Agencies Correspondence & reports not attached to contracts, agreements or specific projects.

Review annually for content.

All Depts PA CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.

State of California Guidlines; Administrative Record
04-06-05 County Agencies Correspondence & reports not attached to contracts, agreements or specific projects.

Review annually for content.

All Depts PA CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.

State of California Guidlines; Administrative Record
04-06-06 Adjacent Cities Correspondence & reports not attached to contracts, agreements or specific projects.

Review annually for content.

All Depts PA CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.

State of California Guidlines; Administrative Record
04-06-07 Special Districts Correspondence & reports not attached to contracts, agreements or specific projects.

Review annually for content.

All Depts PA CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.

State of California Guidlines; Administrative Record
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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 04-07-00 Fair Political Practices Commission Group
04-07-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
04-07-02 Blank Forms CC PA ACT ACT State of California Guidelines; Administrative Record 04-07-03 Campaign Statements - Elected Officials Including committees supporting elected officials
CC EL P P P GC 81009(b); maintain elected indefinitely. 04-07-04 Campaign Statements - Political Action Committees PAC that do not support a candidate and only support an issue.

CC EL AC+2 3 AC+5 GC 81009(b); 5 years for unsuccessful. 04-07-05 Campaign Statements - Unsuccessful Candidates Includes unsuccessful candidates and committees supporting unsuccessful
candidates.

CC PA AC+2 3 AC+5 GC 81009(b); 5 years for unsuccessful candidates. 04-07-06 Statement of Economic Interest (Form 700) - All Filers CC / FPPC EL AC+2 5 AC+7 GC 81009(e); 7 year requirement for originals.

GC 81009(f); 4 year requirement for copies.

Administrative Decision: Maintain all forms for 7 years per GC 81009(e) for consistency.
04-07-07 Ethics Training Attended by elected officials and designated employees. Records or certificates showing
dates of attendance and the entity that
provided training. Records must be disclosed
under the Public Records Act.

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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
05-01-00 Personnel Data Group
05-01-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 05-01-02 Individual Personnel Data - Full Time Employees Includes retirees and terminated employees.

Documents include I-9 forms. Retirees are
maintained in active files until death or health
coverage ends.

HR C PA AT+3 3 AT+6 29 CFR 1627.3 - 4; 3 years after termination. 29 CFR 1602.30 - 32; 2 - 3 years after termination.
29 CFR 516.5 - 6; 3 years after action.
29 USC 1113; 6 years after date of last action.

GC 12946; 2 4 years after termination or action.

State of California Guidelines; 3 years after
termination for non-safety employees; 5 years after
termination for safety employees.
05-01-03 Individual Personnel Data - Part Time Employees Includes City Council and commissioners HR C PA AT+3 3 AT+6 29 CFR 1627.3 - 4; 3 years after termination. 29 CFR 1602.30 - 32; 2 - 3 years after termination.
29 CFR 516.5 - 6; 3 years after action.
29 USC 1113; 6 years after date of last action.

GC 12946; 2 4 years after termination or action.

State of California Guidelines; 3 years after
termination for non-safety employees; 5 years after
termination for safety employees.
05-01-04 Individual Personnel Data - Volunteers Includes fingerprinting information, applications, acknowledgements, record of
hours, and other volunteer position related
documents. Waivers are part of the
application. Accepted Applications:

Denied Application:

HR C PA
AT+3
AC+3
AT+3
AC+3
GC 12946; 2 4 years after completion/position filled.
29 CFR 1602.14; 1 year after position filled.
29 CFR 1627.3(a); 3 years.

State of California Guidelines; 2 years for Public
Safety volunteers
05-01-05 Personnel Medical File Includes full time, part time and elected officials. Retiree files are stored in active files
until coverage ceases. For employees of less
than 1 year, no need to retain medical records
if they are returned to the employee upon
termination.

HR C PA 3 27 AT+30 8 CCR 15400.2; Maintain workers compensation claims.
8 CCR 10102; 5 years after injury.
8 CCR 3204(d)(1)(A), (B); 30 years after termination.
29 CFR 1910.1020; 30 years after employee
termination.

State of California Guidelines; 30 years after
termination
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 103
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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-02-00 Personnel Management / Salary / Wages Group
05-02-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
05-02-02 Position Information/Specifications/Job Descriptions Includes quarterly organizational changes an surveys.

HR C MX P P GC 34090(d); 2 year minimum requirement.

State Recommendation; 2 years after superseded
Administrative Decision: Maintain position information, etc. permanently for historical purposes.
05-02-03 Rules, Regulations & Policies City personnel rules and regulations, and HR department policies.

HR C MX P P GC 34090(d); 2 year minimum requirement.

State Recommendation; 2 years after superseded.

Administrative Decision: Maintain rules, regulations &
policies permanently for historical purposes.
05-02-04 Reclassifications Approved reclassifications are maintained in the employee's file.

Unapproved reclassifications are maintained
with the quarterly organizational changes. May
include salary survey information.

HR C PA 3
AC+2
7 AT+10
AC+2
GC 34090(d); 2 year minimum requirement.

GC 12946; 2 4 years after termination/separation.
29 CFR 516.6(a)(2); 2 years for wage rate tables, etc.
29 CFR 1602.14; 1 year after action/change.

State of California Guidelines; Retain records for the
current year they are drafted, plus two additional
years.

Administrative Decision: Maintain approved
reclassifications for 10 years after termination/
separation for simplicity in destruction since approved reclassifications are kept in the individual personnel
file.
05-02-05 Temporary Agencies Includes agreements and record of hours HR C PA AC+4 AC+4 CCP 337, 343; Keep agreements and record of hours for statute of limitations of 4 years.

Administrative Decision: Maintain 4 years after
completion of use of services.
05-02-06 Position Control Documents Database of position information, including position control number, department, position
approved, current position, name of occupant,
underfill status, and position approved date.

Dynamic document kept up to date as the
position changes. Snapshots of the database
are created and maintained permanently.

HR EL ACT ACT Transitory Record; Databases are maintained while active.

Administrative Decision: Maintain snapshots of the
database permanently for historical tracking purposes.
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GC 12946; 2 4 years after completion/position filled.
29 CFR 516.6(2); 2 years for wage rate tables, etc.
29 CFR 1602.14; 1 year after action/change.

State of California Guidelines; Retain records for the
current year they are drafted, plus two additional
years.

Administrative Decision: Maintain pay & classification
plan permanently for historical purposes.
05-02-08 EE04 Category Department of Justice annual report for demographics.

HR C PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement State of California Guidelines; Current year plus 2
years for employee statistics reports.
05-02-09 DMV Pull Notice Program Kept separately from the employee file. HR C PA S+2 S+2 VC 1808.1; must pull record at least every 12 months.

Administrative Decision: DMV Pull Notice is a
supplemental personnel record. Keep until superseded
plus 2 years. Bureau of National Affairs recommends
2 years for supplemental personnel records.
05-02-10 Drug / Alcohol Program DOT program maintained in separate DMV file.

Includes records of negative and cancelled
drug test results and alcohol test results with a
concentration of less than 0.02, records of
alcohol test results indicating an alcohol
concentration of 0.02 or greater; records of
verified positive drug test results;
documentation of refusals to take required
alcohol and/or drug tests (including
substituted or adulterated drug test results);
SAP reports; and all follow-up tests and
schedules for follow-up tests.

HR C MX 3 7 AT+10 GC 34090(d); 2 year minimum requirement.

GC 12946; 2 4 years after completion/position filled.
49 CFR 40.333; 1 to 5 years depending upon
document type. All documents must be maintain in a
secured area.

State of California Guidelines; Maintain for 2 years
after completion of the program
Administrative Decision: Maintain for 10 years after
termination/separation for simplicity in destruction
since program documents are kept in the individual
personnel file.
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Legend:

Hired employees, sworn:

Applicants who filed a complaint:

HR PA 3
3 AC+2
AT+2
AT+5
AT+2
AT+5
AC+2
GC 34090(d); 2 year minimum requirement.

GC 12946; 4 years and Until complaint and appeals
are resolved.
29 CFR 1602.14; Until final disposition, approx 18
months.
29 USC 211c; Maintain records per regulations.

State of California Guidelines; 2 years after
termination for general employees, 5 years after
termination for safety employees
05-02-12 Training General City training. Does not include safety personnel.

HR MX CY+7 CY+7 GC 34090(d); 2 year minimum requirement. 29 CFR 1627.3(b); 1 year for training records.

GC 12946; 2 4 years after termination, general
personnel records retention.

State of California Guidelines; 7 years after
termination, no specific citation given. 2 years after
termination for certificates and designations training.

Administrative Decision: Maintain for 7 years after
termination/separation.(ADD)*
05-03-00 Personnel Recruitment Group
05-03-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
05-03-02 Position Recruitment Includes job flyers, announcements, advertising, applications, statistical survey
sheets, demographic information, oral board
data and examinations, advertising/hiring
sources and background investigation
inquiries.

HR PA AC+3 AC+3 GC 12946; 2 4 years after completion/position filled. 29 CFR 1602.14; 1 year after position filled.
29 CFR 1627.3; 1 year after position filled.

State of California Guidelines; 3 years after
completion/position filled
05-03-03 Application Assessment Chart Chart of ethnicity and recruitment sources HR MX AC+3 4 AC+ 3 4 GC 12946; 2 4 years after completion/position filled. 29 CFR 1602.14; 1 year after position filled.
29 CFR 1627.3; 1 year after position filled.

State of California Guidelines; 3 years after
completion/position filled
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All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
05-04-02 Benefit Broker Agreement Workpapers HR PA AE+5 AE+5 CCP 343; Statutes of limitations, general 4 years. 48 CFR 4.601; 5 years for procurements exceeding
$25,000.

State of California Guidelines; 5 years after
termination
Administrative Decision: Maintain for 5 years after
closure/completion to coincide with other general city
agreements.
05-04-03 Cafeteria Plan Documents Plan documents define the cafeteria plan including flex spending and Section 125.

Original plan contracts are maintained by
Human Resources.

HR PA S+2 * S+2 * GC 34090(d); 2 year minimum requirement.

GC 12946; 2 4 years after submission or creation.
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year
after benefit plan termination.

State of California Guidelines; 2 years after action.

Administrative Decision: Maintain all benefit plan
contracts permanently for historical purposes. Other
superseded plan documents may be destroyed after 2
years.
05-04-04 Deferred Compensation - 457, 401, 529 Includes original contracts, plan review, reports, fund performance and miscellaneous
documents.

HR PA S+2 * S+2 * GC 34090(d); 2 year minimum requirement.

GC 12946; 2 4 years after submission or creation.
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year
after benefit plan termination.

State of California Guidelines; 2 years after action
Administrative Decision: Maintain all deferred
compensation contracts permanently for historical
purposes. Other superseded plan documents may be
destroyed after 2 years.
05-04-05 Health Benefits - Medical/Dental/Vision/LTD/Life Includes original contracts, plan review, reports, fund performance and miscellaneous
documents.

HR PA S+5 * S+5 * GC 34090(d); 2 year minimum requirement.

GC 12946; 2 4 years after submission or creation.
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year
after benefit plan termination.

State of California Guidelines; 2 years after action
Administrative Decision: Maintain all benefit plan
contracts permanently for historical purposes. Other
superseded plan documents may be destroyed after 5
years for historical tracking.
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Legend:

GC 12946; 2 4 years after submission or creation.
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year
after benefit plan termination. Maintain.

State of California Guidelines; Permanent.
05-04-07 Other Employee Services Flexible spending, dependent care HR PA S+2 S+2 GC 34090(d); 2 year minimum requirement.

GC 12946; 2 4 years after submission or creation.
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year
after benefit plan termination.

State of California Guidelines; 2 years after action
05-04-08 Employee Discount Information Includes agreements on discount programs. HR PA AE+5 AE+5 CCP 343; Statutes of limitations, general 4 years. 48 CFR 4.601; 5 years for procurements exceeding
$25,000.

State of California Guidelines; 2 years after
superseded.

Administrative Decision: Current year plus 2 years,
review for historical content.
05-05-00 Worker's Compensation Group
05-05-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
05-05-02 Annual State of California Report HR PA CY+10 P P 8 CCR 15400; Maintain reports.

State of California Guidelines; Permanent
05-05-03 Workers Compensation Claim Files HR C PA AT+2 P P 8 CCR 15400; Maintain reports. 8 CCR 15400.2; 5 years.
8 CCR 10102; 5 years.

LC 129(a); 5 years for auditing.

State of California Guidelines; Permanent for workers
compensation working files (claim files, reports,
incidents). Originals filed with third party administrator. ™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 108
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State of California Guidelines; 5 years after
termination
Administrative Decision: Maintain for 5 years after
closure/completion to coincide with other general city
agreements.
05-05-05 OSHA 300 Reports HR PA CY+5 CY+5 GC 34090(d); 2 year minimum requirement. 29 CFR 1904.33; 5 years for OSHA reports.
8 CCR 14300.33; 5 years for OSHA 300 reports.
8 CCR 10102;5 years from date of injury.

State of California Guideline: 5 years after completed
05-05-06 Workers Compensation Loss Reports HR EL CY+5 CY+5 8 CCR 15400; Maintain reports. 8 CCR 15400.2; 5 years.
8 CCR 10102; 5 years.

LC 129(a); 5 years for auditing.

State of California Guidelines; State recommends
Permanent retention, but no relevant statues; Risk
Management Reports (including Loss Analysis
Reports) are 5 years after completion/closure.
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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-06-00 Liability Group
05-06-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
05-06-02 General Insurance Policies Includes facilities, auto and other general insurance policies
HR PA AE+2 AE+2 GC 34090(d); 2 year minimum requirement. 05-06-03 Certificates of Insurance Departments should submit all certificates of insurance to the Risk Manager for long term
retention. Documents may be scanned and
submitted electronically or sent as paper.

All Depts MX AE+2 AE+2 GC 34090(d); 2 year minimum requirement. 05-06-04 Third Party Contractors HR PA AE+2 3 AE+5 CCP 337.2; Statutes of limitations.

CCP 343; Statutes of limitations.
48 CFR 4; 5 years for procurements exceeding
$25,000.

State of California Guidelines; 5 years after
termination
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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-07-00 Safety Group
05-07-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
05-07-02 Safety Training HR PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for certifications and designations.
05-07-03 Safety Meetings Includes tailgate meetings. HR PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement 05-07-04 Policies HR PA P P GC 34090(d); 2 year minimum requirement Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.

Administrative Decision: Maintain permanently for
historical reference.
05-07-05 Newsletter HR PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement. 05-07-06 Safety Fair / Wellness HR PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement. 05-08-00 Labor Relations Group
05-08-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
05-08-02 Employee Bargaining / Labor Relations Salary surveys, job description surveys, classification surveys, benefit surveys,
negotiations, etc. completed within the labor
relations process.

HR PA P P GC 34090(d); 2 year minimum requirement
GC 12946; 2 years after completion/position filled
29 CFR 516.6(2); 2 4 years for wage rate tables, etc.
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional
years.

Administrative Decision: Maintain general and salary
surveys relating to labor relations negotiations
permanently to support the negotiation.
05-08-03 Memorandums of Understanding / Employee Bargaining HR PA P P 29 USC 211c; Maintain, indefinite. 29 CFR 516.5(b); 3 years.

State of California Guidelines; Recommend
Permanent retention without relevant statutes or
regulations cited.
05-08-04 Employee/Employer Resolution HR PA P P GC 34090(e); Permanent for decisions of the City.

State of California Guidelines; Permanent
05-08-05 Workforce Reduction Plan and Documents HR PA AC+4 AC+4 CCP 434; 4 years. ™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 111
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State of California Guidelines; 2 years after
termination for general employees, 5 years after
termination for safety employees
Administrative Decision: Maintain for 10 years after
termination/separation to coincide with destruction of
the individual personnel file.
05-09-00 Rideshare Group
05-09-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
05-09-02 Monthly Monitoring forms Day by day monitoring of rideshare HR PA CY+3 CY+3 GC 34090(d); 2 year minimum requirement.

Rule 2202 Guidelines; Maintain for 3 compliance
years.

State of California Guidelines; Maintain for 2 years
after completion of the program.
05-09-03 Monthly Incentive forms Request form for individual quarter incentive (gift cards)
HR PA CY+3 CY+3 GC 34090(d); 2 year minimum requirement.

Rule 2202 Guidelines; Maintain for 3 compliance
years.

State of California Guidelines; Maintain for 2 years
after completion of the program
05-09-04 Rule 2202 AQMD Annual Report Annual report with guidelines of program HR PA AC+3 AC+3 GC 34090(d); 2 year minimum requirement Rule 2202 Guidelines; Maintain for 3 compliance years
05-09-05 Marketing Brochures Posters, flyers and memos regarding events HR MX S+3 S+3 GC 34090(d); 2 year minimum requirement Rule 2202 Guidelines; Maintain for 3 compliance years
State of California Guidelines; Maintain for 2 years
after completion of the program
05-09-06 Demographic Log Annual report of current participants residence HR PA CY+3 CY+3 GC 34090(d); 2 year minimum requirement Rule 2202 Guidelines; Maintain for 3 compliance years
State of California Guidelines; Maintain for 2 years
after completion of the program
05-09-07 Registration Log Names and addresses of participant and rideshare partners.

HR PA CY+3 CY+3 GC 34090(d); 2 year minimum requirement GC 12946; 2 4 years after completion
Rule 2202 Guidelines; Maintain for 3 compliance years
State of California Guidelines; Maintain for 2 years
after completion of the program
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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-09-08 Plan document HR PA S+3 S+3 GC 34090(d); 2 year minimum requirement Rule 2202 Guidelines; Maintain for 3 compliance years
State of California Guidelines; Maintain for 2 years
after completion of the program
05-09-09 Annual Update HR PA S+3 S+3 GC 34090(d); 2 year minimum requirement Rule 2202 Guidelines; Maintain for 3 compliance years
State of California Guidelines; Maintain for 2 years
after completion of the program
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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
06-01-00 General Planning & Community Development Group 06-01-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
06-01-02 Tidemark Software-as-a Service (SaaS) Database (Accela) Plng EL ACT ACT Transitory Record; Databases are maintained while active.
06-01-03 CRW Database - Confirming w/ Planning on this item. CR Plng EL ACT ACT Transitory Record; Databases are maintained while active.
06-01-04 Studies & Surveys General studies and surveys, not project related.

Plng MX CY+2, AR CY+2, AR GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for general studies and reports.

Administrative Decision; Current year plus 2 years,
review annually for relevance to projects.
06-02-00 Planning Applications & Projects Group
06-02-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
06-02-02 Planning Projects - Master Number Includes projects with a unique master number is assigned to most new planning/entitlement
applications. This number is in addition to the
specific entitlement application.

Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.

GC 4003, 4004; Maintain costs, records and plans.

H&S 19850; Building plans - Life of Building, with
exceptions.

State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format
for the Current Year plus 5 years, then scanned to
Laserfiche for permanency.

Planning & Community Development Function
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 114
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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
Planning & Community Development Function
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 06-02-03 Planning Projects - General Includes projects with a unique identification number given to projects that do not fit any of
the entitlement application description.

Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.

GC 4003, 4004; Maintain costs, records and plans.

H&S 19850; Building plans - Life of Building, with
exceptions.

Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.

GC 4003, 4004; Maintain costs, records and plans.

H&S 19850; Building plans - Life of Building, with
exceptions.

State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format
for the Current Year plus 5 years, then scanned to
Laserfiche for permanency.
06-02-05 Appeals Includes projects with a unique number given to an application that allows someone the
ability to appeal the approval body’s decision.

Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.

GC 4003, 4004; Maintain costs, records and plans.

H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format
for the Current Year plus 5 years, then scanned to
Laserfiche for permanency.
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GC 4003, 4004; Maintain costs, records and plans.

H&S 19850; Building plans - Life of Building, with
exceptions.

State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format
for the Current Year plus 5 years, then scanned to
Laserfiche for permanency.
06-02-07 Annexations Plng PA AC+10 P P GC 34090a; Real property records, maintain Permanently
State of California Guidelines; Permanent
06-02-08 Density Bonus Plng MX CY+5 P P H&S 19850; Building plans - Life of Building, with exceptions.

CC 1351; definitions, community property.

Administrative Decision: Maintained in paper format
for the Current Year plus 5 years, then scanned to
Laserfiche for permanency.
06-02-09 Design Review Projects Plng MX CY+5 P P H&S 19850; Building plans - Life of Building, with exceptions.

CC 1351; definitions, community property.

Administrative Decision: Maintained in paper format
for the Current Year plus 5 years.

GC 34090; 2 year minimum requirement.
06-02-11 Development Agreement Applications Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.

CC 1351; definitions, community property.

State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format
for the Current Year plus 5 years, then scanned to
Laserfiche for permanency.
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City Clerk &
Plng
PA AP+2
CY+2
P P
CY+2
GC 34090(e); maintain Permanently.

State of California Guidelines; Permanent.

GC 34090; 2 year minimum requirement.
06-02-13 Environmental Reviews (CEQA or NEPA) Records may include initial studies, environmental checklists, negative
declarations, mitigated negative declarations,
mitigated monitoring programs, EIRs,
Environmental Assessments and EISs.

Plng MX CY+5 P P State of California Guidelines; Permanent Administrative Decision: Maintained in paper format
for the Current Year plus 5 years, then scanned to
Laserfiche for permanency.
06-02-14 General Applications Approved
Denied
Includes miscellaneous applications not listed
within this group.

Plng MX CY+5
CY+2
P P
CY+2
H&S 19850; Building plans - Life of Building, with
exceptions.

GC 34090; 2 year minimum requirement.

Administrative Decision: Maintained approved
applications in paper format for the Current Year plus
5 years, then scanned to Laserfiche for permanency.

Historical value.
06-02-15 Historic Preservation Applications Approved
Denied
Plng H MX CY+5
CY+2
P P
CY+2
H&S 19850; Building plans - Life of Building, with
exceptions.

GC 34090; 2 year minimum requirement
Administrative Decision: Maintained approved
applications in paper format for the Current Year plus
5 years, then scanned to Laserfiche for permanency.

Historical value.
06-02-16 Irrevocable Agreement to Annex Applications Plng PA AC+5 P P GC 34090a, Real property records, maintain. 06-02-17 Lot Line Adjustments Plng MX CY+5 P P GC 34090a, Real property records, maintain.

Administrative Decision: Maintained in paper format
for the Current Year plus 5 years, then scanned to
Laserfiche for permanency.
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Legend:

CC 1351; definitions, community property.

State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format
for the Current Year plus 5 years, then scanned to
Laserfiche for permanency.
06-02-22 Water Quality Plans Plans for stormwater flow treatment prior to leaving a specific property. Part of the state-
wide clean water program.

Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.

CC 1351; definitions, community property.

State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format
for the Current Year plus 5 years, then scanned to
Laserfiche for permanency.
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CC 1351; definitions, community property.

State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format
for the Current Year plus 5 years, then scanned to
Laserfiche for permanency.
06-02-24 Zoning Letters Letters to the public about their specific zones. CY+2 CY+2 GC 34090; 2 year minimum requirement. ™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 119
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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
Planning & Community Development Function
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 06-03-00 Permits Group
06-03-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
06-03-02 Adult Oriented Business Plng MX AE+2 AE+2 GC 34090; 2 years minimum.

State of California Guidelines; Current year plus 2
years for Temporary Use Permits
06-03-03 Building Relocation Permits Plng MX CY+2 CY+2 GC 34090; 2 years minimum.

State of California Guidelines; Current year plus 2
years for Temporary Use Permits
06-03-04 Conditional Use Permits & Alcoholic Beverage Licenses Plng MX CY+5 P P GC 34090; 2 years minimum.

State of California Guidelines; Current year plus 2
years for forms and documents related to federal and
state agency permits
Administrative Decision: Maintained in paper format
for the Current Year plus 5 years, then scanned to
Laserfiche for permanency since permit lasts for the
life of the property unless revoked.
06-03-05 Home Occupation Permits Plng MX AP+5 P P GC 34090; 2 years minimum.

State of California Guidelines; Current year plus 2
years for Use Permits.

Administrative Decision: Maintained in paper format
for the Current Year plus 5 years, then scanned to
Laserfiche for permanency since permit lasts for the
life of the property unless revoked.
06-03-06 Minor Use Permits Commercial and industrial Plng MX CY+5 P P GC 34090; 2 years minimum.

State of California Guidelines; Current year plus 2
years for forms and documents related to federal and
state agency permits
Administrative Decision: Maintained in paper format
for the Current Year plus 5 years, then scanned to
Laserfiche for permanency since permit lasts for the
life of the property unless revoked.
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State of California Guidelines; Current year plus 2
years for Temporary Use Permits
06-04-00 General Plan Group
06-04-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 06-04-02 General Plan & Elements Plng V PA AP+10 P P GC 34090a; Real property records, maintain.

State of California Guidelines; Permanent
06-04-03 General Plan Amendments Approved
Denied
Plng V PA AC+5
CY+5
P
P
GC 34090a; Real property records, maintain.

State of California Guidelines; Permanent
06-05-00 Building & Safety Group
06-05-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
06-05-02 Building Permits Filed by address B&S EL ACT P P H&S 19850; Building plans - Life of Building, with exceptions.

CC 1351; definitions, community property.

State of California Guidelines; Permanent
06-05-03 Plans - Residential Residential blueprints submitted with applications
B&S EL AC P P GC 34090; 2 years minimum.

H&S 19850; Building plans - Life of Building, with
exceptions.

State of California Guidelines; 2 years after
completion for blueprints and specifications submitted
with applications, yet states Permanent for plans
associated with permits.

Administrative Decision: Permanent for general and
internal reference. Scanned after project completion.
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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
Planning & Community Development Function
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 06-05-04 Plans - Commercial Includes Site Plan, Floor Plan, Structural Plans, Structural Calculations, Soils Reports,
Title 24 Energy Report, Land Surveys,
Floodplain Documents, and Tenant
improvement plans within existing buildings.

B&S EL AC P P H&S 19850; Building plans - Life of Building, with exceptions.

CCP 337.15; 10 years for construction defects.

State of California Guidelines; Permanent.

Administrative Decision: Permanent for general and
internal reference. Scanned after project completion.
06-06-00 Development Services Group
06-06-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
06-06-02 Right-of-Way Projects Filed by project or parcel number. Includes background documents for grant deeds,
deeds, easements, lot line adjustments,
permanent utility easements, permanent
maintenance easements, eminent domain and
other recorded documents maintained by the
City Clerk. Also includes copies of the
recorded documents.

Dev Svcs PA P P P GC 34090a; Real property records, maintain.

State of California Guidelines; Permanent
06-06-03 Appraisals Dev Svcs C PA AC+2 AC+2 GC 34090; 2 year minimum requirement.

GC 6254(h); PRA, confidential record designation
until acquisition complete.

State of California Guidelines; 2 years after
completion
Administrative Decision: Maintain appraisals for 2
years after completion of the related project.
06-06-04 Title Reports Dev Svcs PA AC+2 AC+2 GC 34090; 2 year minimum requirement.

GC 6254(h); PRA, confidential record designation
until acquisition complete.

Administrative Decision: Maintain title reports for 2
years after completion of the right of way.
06-06-05 Litigation Guarantees Type of insurance policy relating to Right of Way.

Dev Svcs PA AC+2 AC+2 GC 34090; 2 years minimum.
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Legend:

CCP 343, 349; Statutes of limitations, 4 years.

Administrative Decision: Maintain legal and public
hearing notices for 4 years after completion of the
project to account for potential litigation.
06-06-07 City Manager Authorization Memos / Letters Approval letters for authorization of compensation or negotiation exchange
between the property owner and the City.

Dev Svcs PA AC+2 2 AC+4 GC 34090(d); 2 year minimum.

CCP 343; Statutes of limitations, 4 years.

Administrative Decision: Maintain authorization letters for 4 years after completion of the project to account
for potential litigation.
06-06-08 Sales of Surplus City Owned Property Dev Svcs PA AC+2 2 AC+4 GC 34090(d); 2 years minimum.

CCP 337; Statute of limitations, 4 years.

State of California Guidelines; 4 years after audit
Administrative Decision: Maintain sales of surplus
property for 4 years after sale to meet statute of
limitations.
06-06-09 Street Vacations Dev Svcs PA AC+2 P P GC 34090(d); 2 year minimum requirement.

GC 34090(a); Real property records, maintain.

State of California Guidelines; Permanent
06-07-00 Development Advisory Board Group
06-07-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
06-07-02 Agendas Plng PA CY+2 CY+2 GC 34090(d); 2 year minimum. ™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 123
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07-00-00 Engineering Function
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
07-01-00 General Engineering Group
07-01-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
07-01-02 GIS/Mapping Includes truck routes, all master plans, circulation maps, FEMA maps. Hosted on GIS
web server.

Eng EL ACT ACT Transitory Record; Databases are maintained while active.
07-01-03 Surveys & Studies - General General Studies and Reports Drainage Studies and Water Quality
Management Plans (WQMPs)
Eng PA CY+2, AR CY+2, AR
P
GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for general studies and reports.

Administrative Decision; Current year plus 2 years,
review annually for relevance to projects.
07-01-04 Master Plans Eng EL S+2 P P GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years after master
plan is superseded.

Administrative Decision: Maintain permanently for
reference purposes.
07-01-05 FEMA/Flood Mapping Includes elevation, CLOMA, LOMA, LOMR, and other flood related documents.

Eng PA S P P GC 34090; 2 year minimum requirement.

State of California Guidelines; Permanent for flood
maps.
07-02-00 Public Improvement Projects Group
07-02-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
07-02-02 1 Safety Emergency information form Eng PA AC+2 8 AC+10 CCP 337.15; 10 years.

State of California Guidelines; 10 years after project
completion for capital improvement projects
07-02-03 2 Service Contracts Geotechnical reports, surveying/field notes, design consultant and reproduction services.

Eng PA AC+2 P P GC 4003, 4004, Maintain.

CCP 337.15; 10 years.

State of California Guidelines; Permanent for capital
improvements
07-02-04 3 General Correspondence To and from CalTRANS, property owners, utility companies, county and/or SANBAG
Eng PA AC+2 8 AC+10 CCP 337.15; 10 years.

State of California Guidelines; 10 years after project
completion for capital improvement projects
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999-2011. All rights reserved. 124
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Legend:

State of California Guidelines; 2 years
Administrative Decision: Maintain for 10 years after
project completion to support the construction project
files.
07-02-06 5 Pre Bid Activities Bid advertisements, bidders lists, pre bid addendum, bid summary reports, bid
tabulations, project cost estimates and
engineers estimates
Eng PA AC+2 8 AC+10 CCP 337.15; 10 years.

State of California Guidelines; 10 years after project
completion for capital improvement projects
07-02-07 6 Start of Project Information Project requirements and information, list of submittals, CEQA, NOI and other
environmental documents
Eng PA AC+4 P P GC 4003, 4004, Maintain.

CCP 337.15; 10 years.

State of California Guidelines; Permanent for capital
improvements.
07-02-08 7 Contractor Council agenda items and action reports, contract documents, bid specs, pre-
construction meetings, correspondence
to/from contractor, 20-day preliminary and stop
notices, notices to proceed, notices of
completion, bond inquires and as built
drawings
Eng PA AC+4 6 AC+10 GC 4003, 4004, Maintain.

CCP 337.15; 10 years.

State of California Guidelines; 10 years after
completion for capital improvement projects.
07-02-09 8 Photograph Records Eng PA AC+4 P P GC 4003, 4004, Maintain.

CCP 337.15; 10 years.

State of California Guidelines; Permanent for capital
improvements
07-02-10 9 Utility Work Performed Notifications, responses and utility agreements Eng PA AC+4 6 AC+10 CCP 337.15; 10 years.

State of California Guidelines; 10 years after project
completion for capital improvement projects
07-02-11 10 License Agreements/Permits City construction permits, business licenses, CalTRANS encroachment permits, SBC
Trans/Flood Control permits, NPDES permits,
railroad license agreements and other
agreements
Eng PA AC+4 P P GC 4003, 4004, Maintain.

CCP 337.15; 10 years.

State of California Guidelines; Permanent for capital
improvements
07-02-12 11 Agreements Right of way, right of entry, and temporary construction easements (TCE)
Eng PA AC+4 P P GC 4003, 4004, Maintain.

CCP 337.15; 10 years.

State of California Guidelines; Permanent for capital
improvements
07-02-13 12 Funding Applications Eng PA AC+4 6 AC+10 CCP 337.15; 10 years.

State of California Guidelines; 10 years after project
completion for capital improvement projects
07-02-14 13 Labor Compliance and EEO Employee interviews, EEO and contractor's certified payroll
Eng PA AC+4 6 AC+10 CCP 337.15; 10 years.

State of California Guidelines; 10 years after project
completion for capital improvement projects
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07-00-00 Engineering Function
Legend:

State of California Guidelines; 10 years after project
completion for capital improvement projects
07-02-16 15 Weekly Statement of Working Days Eng PA AC+4 6 AC+10 CCP 337.15; 10 years.

State of California Guidelines; 10 years after project
completion for capital improvement projects
07-02-17 16 Material Submittal/Assurance Tests Material submittals, certificates of compliance, independent assurance tests and special
inspection reports
Eng PA AC+4 P P GC 4003, 4004, Maintain.

CCP 337.15; 10 years.

State of California Guidelines; Permanent for capital
improvements
07-02-18 17 City Furnished Materials Includes any materials that the City provides to contractors to complete an installation as part
of a project, such as traffic signal poles, traffic
signal controllers, etc.

Eng PA AC+4 P P GC 4003, 4004, Maintain.

CCP 337.15; 10 years.

State of California Guidelines; Permanent for capital
improvements
07-02-19 18 Inspector's Daily Reports Inspector's daily reports Eng PA AC+4 P P GC 4003, 4004, Maintain.

CCP 337.15; 10 years.

State of California Guidelines; Permanent for capital
improvements
07-02-20 19 Contract Change Orders Change orders and extra work reports Eng PA AC+4 P P GC 4003, 4004, Maintain.

CCP 337.15; 10 years.

State of California Guidelines; Permanent for capital
improvements
07-02-21 20 Protests/Potential Claims/Claims Eng PA AC+4 P P GC 4003, 4004, Maintain.

CCP 337.15; 10 years.

State of California Guidelines; Permanent for capital
improvements
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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-03-00 Project Studies & Analysis Group
07-03-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
07-03-02 Completed Projects May include special studies, feasibility studies, constraints studies, general studies and/or
analyses.

Eng PA AC+4 6 AC+10 CCP 337.15; 10 years.

State of California Guidelines; 10 years after project
completion
07-03-03 In Progress / Abandoned Projects May include special studies, feasibility studies, constraints studies, general studies and/or
analyses.

Eng PA CY+3 6 CY+3 GC 34090; 2 year minimum requirement Administrative Decision: Maintain transitory/abandoned
projects for the Current Year plus 3 years to account
for project
07-04-00 Land Development Group
07-04-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
07-04-02 Design Review Eng EL AC P P H&S 19850; Building plans - Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
Administrative Decision: Documents scanned after
project completion. Some supporting documents
maintained in a skeleton file for reference purposes.
07-04-03 Plan Check & Inspections Eng EL AC P P H&S 19850; Life of Building, with exceptions CC 1351; definitions, community property
Administrative Decision: Documents scanned after
project completion. Some supporting documents
maintained in a skeleton file for reference purposes.
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07-00-00 Engineering Function
Legend:

Eng EL AC P P GC 34090a; Real property records, maintain Permanently
H&S 19850; Building plans - Life of Building, with
exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
Administrative Decision: Documents scanned after
project completion. Some supporting documents
maintained in a skeleton file for reference purposes.
07-05-00 Subdivisions Group
07-05-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.

Keep while current.
07-05-02 Tract Map Files Eng EL AP P P GC 34090a; Permanent for land related documents.

State of California Guidelines; Permanent for maps
and plans.

Administrative Decision: Maps are scanned after
approved and recorded, then maintained electronically
for reference.
07-05-03 Parcel Map Files Eng EL AP P P GC 34090a; Permanent for land related documents.

State of California Guidelines; Permanent for maps
and plans.

Administrative Decision: Maps are scanned after
approved and recorded, then maintained electronically
for reference.
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07-00-00 Engineering Function
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Media
Format
Active
Retention
Inactive
Retention
Total
Retention
Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-06-00 Traffic & Traffic Maintenance Group
07-06-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
07-06-02 Traffic Studies Stored in Traffic Engineering. Received from Planning and from developers - Entitlement
Projects.

Independent Traffic Studies
Eng PA ACT+2 ACT+2
ACT+5
GC 34090; 2 year minimum requirement
State of California Guidelines; Completion of survey
plus 2 years
07-06-03 Traffic Counts Stored in Traffic Engineering. Received from consultants.

Eng EL AC+2 3 AC+5 GC 34090; 2 year minimum requirement.

State of California Guidelines; Completion of survey
plus 2 years
Administrative Decision: Maintain for 5 years after
completion for trending purposes.
07-06-04 Citizen Requests Stored in an Access database to respond to citizens. Received as paper form and via the
City website
Eng PA CY+2 8 CY+10 GC 34090; 2 year minimum requirement.

State of California Guidelines; Current Year plus 2
years for maintenance projects.

Administrative Decision: Maintain for the Current Year
plus 10 years for potential litigation support.
07-06-05 Speed Zones Eng PA ACT+7 ACT+7
ACT+28
GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years after
superseded
Administrative Decision: Maintain for 7 years after
superseded for historical tracking.
07-06-06 Signal Maintenance Logs Preventative maintenance cycle Eng PA CY+2 CY+2 CY+4
GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2
years for maintenance projects.
07-06-07 Equipment Inventory Includes controllers, LED systems and equipment.

Eng PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement State of California Guidelines; Current Year plus 2
years for equipment inventories
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Fontana City CouncilApril 28, 2026

Fontana City Council
April 28, 2026