Agenda packet — Hermosa Beach City Council, February 27, 2023 (part 1 of 6)

City Council
City of Hermosa Beach
Special Meeting Agenda - Final
City Hall
1315 Valley Drive
Hermosa Beach, CA
90254
Mayor
Ray Jackson
Mayor Pro Tem
Justin Massey
Councilmembers
Dean Francois
Rob Saemann
Mike Detoy
Monday, February 27, 2023 5:00 PM
CALL AND NOTICE OF SPECIAL MEETING:

APPLICANT INTERVIEWS FOR PLANNING COMMISSION AND

ONLY THOSE MATTERS SET FORTH ON THE AGENDA
1 City Council Special Meeting Agenda - Final February 27, 2023

PUBLIC MEETING VIEWING OPTIONS
The public may participate via the following:

1. IN PERSON - Council Chambers, 1315 Valley Drive, Hermosa Beach, CA 90254

2. ZOOM - https://us02web.zoom.us/j/89968207828?
pwd=bXZmWS83dmxHWDZLbWRTK2RVaUxaUT092.

3. PHONE - Toll Free: (833) 548-0276; Meeting ID: 899 6820 7828, then #; Passcode: 472825 As a courtesy, the City will also plan to broadcast the meeting via the following listed mediums.

However, these are done as a courtesy only and are not guaranteed to be technically feasible. Thus, in order to guarantee live-time viewing and/or public participation, members of the public shall attend in Council Chambers or log in via ZOOM.

4. CABLE TV - Spectrum Channel 8 and Frontier Channel 31 in Hermosa Beach

5. YOUTUBE - https://www.youtube.com/c/CityofHermosaBeach90254

6. LIVE STREAM - www.hermosabeach.gov and visit the Agendas/Minutes/Videos page If you experience technical difficulties while viewing a meeting on any of our digital platforms, please try another viewing option. View City Council staff reports and attachments at www.hermosabeach.gov and visit the Agendas/Minutes/Video page.

Council Chambers WiFi
Network ID: CHB-Guest
Password: chbguest
To comply with the Americans with Disabilities Act of 1990, Assistive Listening Devices (ALD) are available for check out at the meeting. If you require special assistance to participate in this meeting, you must call or submit your request in writing to the Office of the City Clerk at (310) 318-0204 or at [email protected] at least 48 hours before the meeting.

Submit Supplemental eComments
Submit an eComment via Speak Up Hermosa at hermosabeach.granicusideas.com by 3:00 p.m. on the meeting date.

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2 City Council Special Meeting Agenda - Final February 27, 2023

NOTICE OF SPECIAL MEETING AND AGENDA
NOTICE IS HEREBY GIVEN, that the Mayor of the City of Hermosa Beach has called a Special Meeting of the City Council to take place on Monday, February 27, 2023 at 5:00 p.m. to consider and take action on only those matters set forth on the agenda below.
5:00 PM - PLANNING COMMISSION INTERVIEWS
I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. APPROVAL OF AGENDA
V. PUBLIC COMMENT
Public comments are limited to the items listed on this special meeting agenda. Speakers can comment on an agenda item at this time or wait until the item is heard.

1. IN PERSON - Council Chambers, 1315 Valley Drive, Hermosa Beach, CA 90254

2. ZOOM - https://us02web.zoom.us/j/89968207828?
pwd=bXZmWS83dmxHWDZLbWRTK2RVaUxaUT09 and use 'Raise Hand' feature.

3. PHONE - Toll Free: (833) 548-0276; Meeting ID: 899 6820 7828, then #; Passcode: 472825 Press *9 to 'Raise Hand' and then *6 to unmute yourself line when prompted.

4. EMAIL - Email comments to [email protected] by 3:00 p.m. on the meeting date.

5. ECOMMENT - Submit an eComment via Speak Up Hermosa at hermosabeach.granicusideas.com by 3:00 p.m. on the meeting date.

VI. INTERVIEWS
a) 23-0120 INTERVIEWS TO FILL ONE TERM ENDING
JUNE 30, 2023 ON THE PLANNING COMMISSION
Five applicants applied for the advertised vacancy and were notified of the date, time, and place of the scheduled interviews. The applicants (listed alphabetically) are:

Angie Silverman
Anne Williams
Jonathan Wicks
Kate Hirsch
Liliana Lettieri
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3 City Council Special Meeting Agenda - Final February 27, 2023 VII. MUNICIPAL MATTERS
a) REPORT
23-0081

APPOINTMENT TO PLANNING COMMISSION
(City Clerk Myra Maravilla)
Recommendation: Staff recommends City Council appoint one new member to the Planning Commission for the remainder of the term ending June 30, 2023.
b) REPORT
23-0080

ADOPTION OF UPDATED RECORDS RETENTION SCHEDULES
(City Clerk Myra Maravilla)
Recommendation: Staff recommends City Council adopt a Resolution of the City of Hermosa Beach, California, adopting a records retention schedule, authorizing destruction of certain City records (Attachment 2).
c) REPORT
23-0082

AWARD CONSTRUCTION CONTRACT TO JILK HEAVY
CONSTRUCTION, INC. AND APPROVE CONTRACT AMENDMENTS
WITH JMC2, INC. AND GHD FOR CIP 629 MUNICIPAL PIER
STRUCTURAL REPAIRS AND CIP 660 MUNICIPAL PIER

ELECTRICAL REPAIRS
(Public Works Director Joe SanClemente)
Recommendation: Staff recommends City Council:

1. Award a construction contract for CIP 629 Municipal Pier Structural Repairs and CIP 660 Municipal Pier Electrical Repairs to Jilk Heavy Construction, Inc. in the amount of $2,243,263 (Attachment 3);

2. Authorize the Director of Public Works to establish a 25 percent project contingency amount of $560,815;

3. Adopt the attached resolution entitled "A Resolution of the City Council of the City of Hermosa Beach Approving the Construction of CIP No. 629 and CIP 660 Municipal Pier Structural and Electrical Repairs Pursuant to Government Code Section 830.6 and Establishing a Project Payment Account" (Attachment 4);

4. Approve the First Amendment to an Agreement with GHD to provide professional services to process a Coastal Commission application and permit coordination for the Municipal Pier repairs to extend the term to March 21, 2024 and to increase the contract amount by $15,000, resulting in a total amended not-to-exceed contract amount of $43,480 (Attachment 5);

5. Approve the Second Amendment to an agreement with JMC2 to provide professional services for Municipal Pier structural assessment and inspection support and increase the amount by $35,330, resulting in a total amended not-to-exceed contract amount of $90,000 (Attachment 6);

6. Restore appropriated funds previously released in the amount of $1,300,000 for CIP 629 Municipal Pier Structural Repairs, CIP 660 Municipal Pier Electrical Repairs, and 623 Pier Structural Inspection and Evaluation as outlined in the fiscal impact to cover the increase in construction costs;

7. Authorize the Mayor to execute the proposed contracts and the City Clerk to attest, subject to approval by the City Attorney; and

8. Authorize the Director of Public Works to file a Notice of Completion following final completion of the project.

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4 City Council Special Meeting Agenda - Final February 27, 2023 d) REPORT
23-0071

AWARD OF PROFESSIONAL SERVICES AGREEMENTS

FOR ON-CALL CIVIL ENGINEERING SERVICES
(Public Works Director Joe SanClemente)
Recommendation: Staff recommends City Council:

1. Award a contract for on-call civil engineering services to KOA Corporation at a not-to-exceed amount of $1,000,000 for a term of five years ending February 28, 2028, with an option to allow the City Manager to extend up to one year (Attachment 8);

2. Award a contract for on-call civil engineering services to Psomas at a not-to-exceed amount of $1,000,000 for a term of five years ending February 28, 2028, with an option to allow the City Manager to extend up to one year (Attachment 9);

3. Award a contract for on-call civil engineering services to John M. Cruikshank Consulting, Inc. at a not-to-exceed amount of $1,000,000 for a term of five years ending February 28, 2028, with an option to allow the City Manager to extend up to one year (Attachment 10);

4. Award a contract for on-call civil engineering services to Michael Baker International at a not-to-exceed amount of $1,000,000 for a term of five years ending February 28, 2028, with an option to allow the City Manager to extend up to one year (Attachment 11);

5. Award a contract for on-call civil engineering services to Kimley-Horn & Associates, Inc. at a not-to-exceed amount of $1,000,000 for a term of five years ending February 28, 2028, with an option to allow the City Manager to extend up to one year (Attachment 12); and

6. Authorize the Mayor to execute and the City Clerk to attest the proposed agreements subject to approval by the City Attorney.
e) REPORT
23-0089

AWARD OF PROFESSIONAL SERVICES AGREEMENTS

FOR ON-CALL AMERICANS WITH DISABILITIES ACT (ADA)

EXPERTISE SERVICES
(Public Works Director Joe SanClemente)
Recommendation: Staff recommends City Council:

1. Award a contract for on-call ADA expertise services to Access Inc. at a not-to-exceed amount of $400,000 for a term of five years ending February 28, 2028, with an option to allow the City Manager to extend up to one additional year (Attachment 5);

2. Award a contract for on-call ADA expertise services to Bureau Veritas at a not-to-exceed amount of $400,000 for a term of five years ending February 28, 2028, with an option to allow the City Manager to extend up to one additional year (Attachment 6); and

3. Authorize the Mayor to execute and the City Clerk to attest the proposed agreements subject to approval by the City Attorney.
f) REPORT
23-0100

UPDATE AND DISCUSSION OF OPTIONS FOR
PARKING LOT D IMPROVEMENTS (CIP 682)
(Environmental Programs Manager Douglas Krauss)
Recommendation: Staff recommends City Council:

1. Receive an update on the Parking Lot D project and Conceptual Rendering (Attachment 1); and

2. Provide staff with feedback or direction on next steps, if so desired.

VIII. ADJOURNMENT
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5 City of Hermosa Beach
Staff Report
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Staff Report
23-0120
Honorable Mayor and Members of the Hermosa Beach City Council Special Meeting of February 27, 2023

INTERVIEWS TO FILL ONE TERM ENDING
JUNE 30, 2023 ON THE PLANNING COMMISSION
Five applicants applied for the advertised vacancy and were notified of the date, time, and place of the scheduled interviews. The applicants (listed alphabetically) are:

Angie Silverman
Anne Williams
Jonathan Wicks
Kate Hirsch
Liliana Lettieri
Attachments:

1. Planning Commission Application - Angie Silverman

2. Planning Commission Application - Anne Williams

3. Planning Commission Application - Jonathan Wicks

4. Planning Commission Application - Kate Hirsch

5. Planning Commission Application - Liliana Lettieri
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Anne S. Williams
(Continued)
and community outreach process for the 113-room hotel, 129- condominium project (including 11% Very Low-Income units). The 12- story project incorporates a substantial amount of space for incubation and development of creative industries, as well as world-class retail, restaurant and nightlife venues that will continue the transformation of the River-adjacent Arts District. Sited on land zoned for “Manufacturing” purposes, the project requires a General Plan amendment and faces a complicated approval process, amidst legal complications surrounding the implementation of the City’s Hybrid Industrial Zone Ordinance, as well as sensitivities around preservation of the area’s historic character.

Manhattan Beach Hotel – Manhattan Beach, CA: Senior Project Manager providing investigation of zoning and development ordinances.

Met with city officials to determine feasibility of hotel project, to include a public-private partnership that would enable a public parking component in the coastal zone.

THE BLOC (formerly known as Macy's Plaza) – Los Angeles, CA:

Senior Project Manager for the $160 million repositioning of the former Macy’s Plaza, a mixed-use project including nearly 400,000 SF of retail adjacent to a 33-story office tower, a 495-room Sheraton Hotel, and a 1,850-space parking structure occupying an entire city block. The Client is transforming the aging property into a vibrant regional entertainment center through the addition of nearly 30 new restaurants, nightlife and entertainment venues. Anne was responsible for all aspects of obtaining Master Conditional Use Permits for alcohol and related entertainment in connection with the project. She managed relationships with the City Council Member’s office and other key City officials, LAPD and local business and resident groups to garner support for the project. 845 South Olive Street and 842 South Grand – Los Angeles, CA: Senior Project Manager for a 29-story condominium/mixed-use project on a through-lot with frontage on two major streets in Downtown’s South Park neighborhood. The project will include a Transfer of Floor Area Ratio (TFAR) at a cost of nearly $1 million to maximize its development potential. Anne is responsible for all aspects of entitlement related to the project.

Private Estate Parcel Map Exemption – Beverly Hills and Los Angeles, CA: Senior Project Manager for assessing and advising Client on the viability of adjusting a lot line between adjacent single-family homes for one of the largest and most historic private estates in Los Angeles. The Client’s property straddles the cities of Beverly Hills and Los Angeles, adding an additional layer of jurisdictional complexity.

Olympic Tower – Los Angeles, CA: Senior Project Manager for a proposed 57-story hotel/condominium/mixed-use project at the corner of Olympic & Figueroa, on the site of an existing car wash. The nearly 800,000 SF project sits on less than an acre and includes 374 condominiums, a 373-room hotel, over 100,000 SF of commercial and office space, and nearly 850 parking spaces. To achieve the City Chartermaximum 13:1 FAR, the project involves the purchase of over 550,000 SF of Floor Area Ratio (TFAR), at a cost of over $24M. Embracing a structural exoskeleton design that enables a 140-foot tall atrium at the middle of the slender structure, Olympic Tower would be the 6th tallest in Southern 15 Anne S. Williams
(Continued)
California. Anne leads the project’s entitlements, political, and community outreach efforts.
222 West Second Street – Los Angeles, CA: Senior Project Manager for this 56-story mixed-use development includes 680 rental units and 10,000 SF of ground-floor commercial space along with 2nd and Spring Streets. This architecturally significant office/residential tower is located on a key site directly above Metro’s under-construction Regional Connector station, which will bridge the long-disconnected Civic Center and Historic Core neighborhoods of DTLA. Due to its location on Broadway, the project is subject to five different design standards, including the Broadway Signage Supplemental Use District and the Broadway Community Design Overlay. The project is tasked with integration into the Metro station, due to the shared physical footprint and the flow of thousands of public transit riders to the site each day.

Psomas prepared and processed a subdivision map and provided related planning and entitlement services, as well as civil engineering services for infrastructure analysis, street improvement assessment, preliminary low impact development (LID), and grading review.

Main Street Mixed Use and Park – Los Angeles, CA: Senior Project Manager for residential project including nearly 400 residential units (including 11% Very Low Income units) and 25,000 SF of ground floor commercial space, spanning almost an entire city block in the heart of Downtown Los Angeles' fast-evolving Fashion District. Anne is responsible for an entitlement process that includes a request for a General Plan amendment, which will enable the desired residential development on land presently zoned for “Manufacturing” purposes. 16 17
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26 City of Hermosa Beach
Staff Report
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Staff Report
REPORT 23-0081
Honorable Mayor and Members of the Hermosa Beach City Council Special Meeting of February 27, 2022

APPOINTMENT TO PLANNING COMMISSION
(City Clerk Myra Maravilla)
Recommended Action:

Staff recommends City Council appoint one new member to the Planning Commission for the remainder of the term ending June 30, 2023.

Executive Summary:

At its February 27, 2023 special meeting, City Council conducted interviews for one Planning Commission vacancy to fill the position for the remainder of the term ending June 30, 2023. Council interviewed five applicants: Angie Silverman (Attachment 1); Anne Williams (Attachment 2); Jonathan Wicks (Attachment 3); Kate Hirsch (Attachment 4); and Liliana Lettieri (Attachment 5).

Staff recommends City Council appoint one member to the Planning Commission for the remainder of the term ending June 30, 2023.

Background:

In accordance with Hermosa Beach Municipal Code Chapter 2.32, the Planning Commission shall consist of five members appointed by the City Council. Members of the Planning Commission shall be qualified electors of the City, and a vacancy outside of the expiration date should be filled by the City Council for the unexpired portion of the term, June 30, 2023.

Key duties of the Planning Commission are to maintain and enhance the environment of the community, which entails advance or long-range planning (updating of the General Plan and specific elements), current planning (short-range projects), and land use controls (administering to the code and review of all subdivisions and zoning petitions). The Commission serves as an advisory board to the City Council on all matters pertaining to zoning, conditional use permit process, and more. The Planning Commission meets regularly in the Council Chambers at 6:00 p.m. on the third Tuesday of each month.

At its January 10, 2023 meeting, the City Council directed the City Clerk to advertise the Planning Commission vacancy through February 10, 2023. Applications were received from Angie Silverman, Anne Williams, Jonathan Wicks, Kate Hirsch, and Liliana Lettieri.

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Staff Report
REPORT 23-0081
Past Council Actions
Meeting Date Description
December 12, 2023 Councilmember Saemann was sworn into his City Cou January 10, 2023 City Council directed the City Clerk to advertise for app June 30, 2023.

Discussion:

Having conducted interviews at a special meeting on February 27, 2023, staff recommends City Council appoint one member to the Planning Commission for the remainder of the term ending June 30, 2023.

General Plan Consistency:

This report and associated recommendation have been evaluated for their consistency with the City’s General Plan. Relevant Policies are listed below:

Governance Element
Goal 1. A high degree of transparency and integrity in the decision-making process.

Policies:
· 1.1 Open meetings. Maintain the community’s trust by holding meetings in which decisions are being made, that are open and available for all community members to attend, participate, or view remotely.
· 1.4 Consensus oriented. Strive to utilize a consensus-oriented decision-making process. · 1.7 Diversity of representation. Strive to reflect a comprehensive cross-section of the community in appointments to Commission and Advisory Committees.

Goal 2. The community is active and engaged in decision-making process.

Policies:
· 2.3 Public participation guidelines. Establish parameters and guidelines to ensure public participation is promoted through diverse methods.
· 2.6 Responsive to community needs. Continue to be responsive to community inquiries, providing public information and recording feedback from community interactions.

Fiscal Impact:

There is no fiscal impact associated with the recommended action.

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Staff Report
REPORT 23-0081
Attachments:

1. Application for Angie Silverman

2. Application for Anne Williams

3. Application for Jonathan Wicks

4. Application for Kate Hirsch

5. Application for Liliana Lettieri

6. Link to December 12, 2022 City Council Agenda

7. Link to January 10, 2023 City Council Staff Report
Respectfully Submitted by: Myra Maravilla, City Clerk
Approved: Suja Lowenthal, City Manager
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Manhattan Beach Hotel – Manhattan Beach, CA: Senior Project Manager providing investigation of zoning and development ordinances.

Met with city officials to determine feasibility of hotel project, to include a public-private partnership that would enable a public parking component in the coastal zone.

THE BLOC (formerly known as Macy's Plaza) – Los Angeles, CA:

Olympic Tower – Los Angeles, CA: Senior Project Manager for a proposed 57-story hotel/condominium/mixed-use project at the corner of Olympic & Figueroa, on the site of an existing car wash. The nearly 800,000 SF project sits on less than an acre and includes 374 condominiums, a 373-room hotel, over 100,000 SF of commercial and office space, and nearly 850 parking spaces. To achieve the City Chartermaximum 13:1 FAR, the project involves the purchase of over 550,000 SF of Floor Area Ratio (TFAR), at a cost of over $24M. Embracing a structural exoskeleton design that enables a 140-foot tall atrium at the middle of the slender structure, Olympic Tower would be the 6th tallest in Southern 38 Anne S. Williams
(Continued)
California. Anne leads the project’s entitlements, political, and community outreach efforts.
222 West Second Street – Los Angeles, CA: Senior Project Manager for this 56-story mixed-use development includes 680 rental units and 10,000 SF of ground-floor commercial space along with 2nd and Spring Streets. This architecturally significant office/residential tower is located on a key site directly above Metro’s under-construction Regional Connector station, which will bridge the long-disconnected Civic Center and Historic Core neighborhoods of DTLA. Due to its location on Broadway, the project is subject to five different design standards, including the Broadway Signage Supplemental Use District and the Broadway Community Design Overlay. The project is tasked with integration into the Metro station, due to the shared physical footprint and the flow of thousands of public transit riders to the site each day.

BOARD/COMMISSION APPLICATION
Name Of Board/Commission PLANNING COMMISSION
Name Jonathan Wicks Phone Number
Address
Email
Hermosa Beach, CA 90254
Occupation/Profession Consultant
Employer Name & Address Walker Consultants, LA, CA 90017 REFERENCES (Please List Three References)
Personal: Jason McDevitt, HB resident,
Professional: Sirinya Matute, HB staff,
Other: Ed Hart, HB business owner,
COMMUNITY PARTICIPATION AND SERVICE (Past and Present)
Why do you wish to become a Commission member?
I wish to become a Planning Commissioner to serve my community and neighbors. As a long time resident and renter, younger voices are needed on commissions to better represent the under served members of our best little beach city. Meeting the Regional Housing Needs Assessment goals and adding housing supply are critical to keeping young professionals in our city.

What do you feel are the duties and responsibilities of a Commission member? Commissioners are tasked with maintaining and enhancing the built environment of the community. This includes Plan Hermosa generally, and other specific plans, such as Coastal zone. Commissioners advise electeds on council with regard to zoning, municipal codes, and long range planning.

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City Council Special Meeting
02-27-23 17:00
Agenda Name Comments Support Oppose Neutral
a) REPORT 23-0081 APPOINTMENT TO PLANNING COMMISSION
(City Clerk Myra Maravilla)
1 0 0 1
Sentiments for All Agenda Items
The following graphs display sentiments for comments that have location data. Only locations of users who have commented will be shown.

Overall Sentiment
Agenda Item: eComments for a) REPORT 23-0081 APPOINTMENT TO PLANNING COMMISSION (City Clerk Myra Maravilla)
Overall Sentiment
Howard L
Location:

Submitted At: 2:46pm 02-27-23
There was not an eComment handle for Oral comments. This meeting and all meetings should have such in the future, not just on "Regular Meetings". This meeting should have been for interviews only. Adding all this other stuff is an outrage. Special meetings are being abused and are becvoming just more of a scam on the people and for that matter the City Council. This other stuff should have been held off for and Adjourned Regular Meeting following Tuesday night's meeting, perhaps a week out. This stuff was not properly all shown on the Future Agenda Items either. Btw if you don't like any of the applicants for the Planning Commission, you can readvertise and hope to get more. Howard L. 50 City of Hermosa Beach
Staff Report
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Staff Report
REPORT 23-0080
Honorable Mayor and Members of the Hermosa Beach City Council Special Meeting of February 27, 2023

ADOPTION OF UPDATED RECORDS RETENTION SCHEDULES
(City Clerk Myra Maravilla)
Recommended Action:

Staff recommends City Council adopt a Resolution of the City of Hermosa Beach, California, adopting a records retention schedule, authorizing destruction of certain City records (Attachment 2) .

Executive Summary:

On October 1, 2022, the City entered into contract with Gladwell Governmental Services, Inc. to comprehensively update the City’s current records retention schedule adopted by Resolution No. 10- 6699 (Attachment 1). The records retention schedule was last updated in April 2010. Over the past thirteen years, many departments have operationally restructured and modified the records they manage, resulting in many record titles and retention schedules out of compliance with governing laws. The newly proposed records retention schedule, included in Attachment 2, complies with current law and reflects current City operations.

Background:

The statutes of the State of California prescribe the basic functions and duties of the City Clerk, and the Government Code and Election Code provide precise and specific responsibilities and procedures to follow. There are three pillars to the City Clerk function-elections, legislation, and records. The City Clerk is the City’s elections official, legislative administrator, and records manager.

As the City’s records manager, the City Clerk embarked on an overarching review of the City’s existing record management procedures, resulting in a comprehensive update of the records retention schedules.

The City Clerk’s office began working with Gladwell Governmental Services, Inc., an expert in local government records, to update its records management program in October 2022. An update to the existing program, including the records retention schedule, was necessary to reduce current and future records storage costs, clarify the records each department oversees, increase efficiency, take advantage of emerging technology, and reflect changes in law.

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Staff Report
REPORT 23-0080
Discussion:

The updates to the current records management systems are driven by many factors, including:
· Limited space for physical storage in City facilities; · Duplication in records filing and storing by multiple departments; · Production and management of many permanent records;
· Escalating records storage expenses;
· Technology advancements; and
· Changes in law.

The purpose of the records management program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation, and disposal of all records managed by the City. The proposed retention periods associated with each record title are in compliance with all laws and are standard business practice for California cities.

The new retention schedules were written interactively with representatives from each department to reflect current organizational structures, and include any new records not currently listed. The updated schedule provides clear and specific records descriptions and retention periods and applies current law and technologies to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, the City would realize significant savings in operational and storage costs, physical office space, and operational efficiencies.

It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period. Destruction would only take place upon the request of the department head and with the consent in writing of the department head, City Clerk, and City Attorney. This requirement is provided in Section 2 of the draft resolution. It is also standard business practice for California cities to authorize updates to the approved records retention schedule without further action of the City Council. Authorization for these updates is outlined in Section 3 of the draft resolution (Attachment 2).

General Plan Consistency:

This report and associated recommendation have been evaluated for their consistency with the City’s General Plan. Relevant Policies are listed below:

Governance Element
Goal 1. A high degree of transparency and integrity in the decision-making process.

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Staff Report
REPORT 23-0080
Policy:
· 1.10 Record systems and technology. Maintain record systems and utilize technology that promotes public access.

Goal 3. Excellent customer service through the use of emerging technologies.

Policies:
· 3.1 Increased access to services. Strive to provide access to facilities, programs, and services at times and locations that are convenient for residents and businesses. · 3.3 Online materials. As feasible, continue to expand the City’s website with data and materials for residents and people doing business with the City, including City Council and Commission agenda packets, permit application forms, web-based geographic information systems (GIS), and use of new technologies as appropriate. · 3.5 Expanded digital archive. As feasible, expand the use of document imaging to maintain and provide access to vital records.

Fiscal Impact:

There is no fiscal impact associated with the recommended action.

Attachments:

1. Resolution No. 10-6699

2. Draft Resolution
Respectfully Submitted by: Myra Maravilla, City Clerk
Concur: All Department Directors
Legal Review: Patrick Donegan, City Attorney
Approved: Suja Lowenthal, City Manager
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CITY OF HERMOSA BEACH
RESOLUTION NO. 23-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH,

CALIFORNIA, ADOPTING A RECORDS RETENTION SCHEDULE,

AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Hermosa Beach; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City of Hermosa Beach previously adopted Resolution No. 10- 6699, approving Records Retention Schedules;

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

SECTION 1. Resolution No. 10-6699 is hereby repealed.

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

SECTION 3. Updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager. 85

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SECTION 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.

SECTION 5. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

SECTION 6. This resolution shall become effective immediately upon its passage and adoption.

PASSED, APPROVED and ADOPTED on this 28th day of February, 2023.

Raymond A. Jackson
PRESIDENT of the City Council and MAYOR of the City of Hermosa Beach, CA ATTEST: APPROVED AS TO FORM:
________________________________ ________________________________ Myra Maravilla Patrick Donegan
City Clerk City Attorney
86 HOW TO USE RETENTION SCHEDULES
©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.

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

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

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

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

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

AUTHORIZATION TO DESTROY RECORDS:

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

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

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).”
EXHIBIT "A"
87 RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).

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

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

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

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

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

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

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) 88
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

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

Human
Resources /
Risk
Management
CW-001 Accident Reports / Incident Reports (Members
of the Public - Whether or Not a Claim is Filed)
Send to Risk
Management
Mag,
Ppr GC §34090
Finance /
Accounts
Payable
CW-002 Accounts Payable / Invoices and Backup
When No
Longer
Required
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Departments scan invoices to Finance
database, which meets regulations for
Trustworthy Electronic Records. Finance is
the Office of Record; CCP §337 et. seq.;
GC §34090.7
Lead Dept. CW-003
Agreements & Contracts ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Certified Payrolls, RFP -
Request for Proposal, etc.)
Send all Final Agreements or Contracts and
Certiicates of Insurance to the City Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years;
Statewide guidelines propose termination +
5 years; CCP §337 et. seq., GC §34090
Lead Dept. CW-004
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Certified Payrolls, RFP -
Request for Proposal.)
Send all Final Agreements or Contracts and
Certificates of Insurance to the City Clerk
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR 91.105(h),

92.505, & 570.502(b), 29 CFR 97.42; OMB
Circular A-133GC §34090
Lead Dept. CW-005
Agreements & Contracts: UNSUCCESSFUL
BIDS, PROPOSALS or RESPONSES to RFPs
(Request for Proposals) and/or RFQs (Request
for Qualifications) that don't result in a contract
2 years Mag,
Ppr
Yes: After
QC & OD GC §34090
CITY-WIDE (Used by All Departments)
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
89 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

CITY-WIDE (Used by All Departments)
CW-006
Boards, Commissions, & Committees:

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

Mag,
Ppr Non-records
Staffing Dept. CW-007
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council - AGENDAS & STAFF REPORTS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090 et seq.

Staffing Dept. CW-008
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council - AUDIO or VIDEO

RECORDINGS
Minimum 10
years

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

QC & OD
Department preference; Audio Required for
30 days; GC §54953.5(b); video recordings
of meetings are required for 90 days; GC
§34090.6
Staffing Dept. CW-009
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council - MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Staffing Dept. CW-010 Committees: City Council Subcommittees, AGENDAS and MINUTES 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Staffing Dept. CW-011
Committees: Employee Committees, Employee
Staff Meetings / Department Staff Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead
(Responding)
Dept.

CW-012 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years

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

QC & OD
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP
§§338 et seq., 340 et seq., 342, GC
§34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
90 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-013 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - ROUTINE (Content relates
in a substantive way to the conduct of the
public's business)
(e.g. Letters, Memorandums, Administrative,
Chronological, General Files, Reading File,
Working Files, etc.)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
91 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

CITY-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, speaker cards,
staff videoconference chats, notes and
recordings, supply inventories, staff
videoconferences, chats, notes, recordings,
telephone messages, text messages,
transmittal letters, thank yous, requests from
other cities, preliminary notices for construction
projects, undeliverable envelopes, visitors logs,
voice mails, webpages, etc.)
When No
Longer
Required

Mag,
Ppr
Electronic and paper records are filed and
retained based upon their CONTENT.

Records, e-mails, electronic records, or
social media postings where the Content
relates in a substantive way to the
conduct of the public's business, or that
ARE made or retained for the purpose
of preserving the informational content
for future reference are saved by printing
them out and placing in a file folder, or
saving them electronically in a folder
outside the e-mail system; If not mentioned
here, consult the City Attorney to determine
if a record is considered transitory /
preliminary drafts. GC §34090, GC §6252;
64 Ops. Cal. Atty. Gen. 317 (1981)); City of
San Jose v. Superior Court (Smith).

S218066. Supreme Court of California,
2017
Lead Dept. CW-016 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required

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

GC §§34090, 6252, 6254(a)
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
92 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-017 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Lead Dept. CW-018 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-019
Grants / CDBG (Community Development Block
Grant) / Reimbursable Claims / FEMA
Reimbursements / OES Reimbursements
(SUCCESSFUL Reports, other records required
to pass the funding agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years

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

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

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB Circular
A-110 & A-133; GC §34090
Lead Dept. CW-020 Newspaper Clippings
When No
Longer
Required

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

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Human
Resources CW-021 Personnel Files (Department Copies)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
93 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-022 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-023 Photographs
When No
Longer
Required

Mag,
Ppr
Preliminary Drafts; destroy unnecessary
photographs. GC §§34090, 6252, 6254(a)
Lead Dept.
(Who Uses the
Vehicle)
CW-024
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-025 Public Relations / Press Releases 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-026 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; Statewide
Guidelines show 2 years; GC §§34090,
6254(h)
Lead Dept.
(Who Ordered
the Appraisal)
CW-027 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

91.105(h), & 570.502(b); 29 CFR 97.42, GC
§34090
CW-028
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, etc:

Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required

Mag,
Ppr Non-Records
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
94 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-029
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
YOUR Department
Minimum 2
years

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

QC & OD
Statewide guidelines propose superseded +
2 or 5 years; GC §34090
Lead Dept. CW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-031 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Administratively and Historically significant,
therefore retained permanently; GC §34090
Lead Dept. CW-032 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Information is outdated after 10 years;
statewide guidelines propose 2 years; If
historically significant, retain permanently;
GC §34090
Lead Dept. CW-033 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090 et seq.

Lead Dept. CW-034
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
95 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-035
Training Presented by City Staff - COURSE

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

QC & OD
Department preference; Ethics Training is 5
years; Statewide guidelines propose 7
years; Calif. Labor Division is required to
keep their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer, selection,
or discharge; State Law requires 2 -3 years
for personnel actions; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(ii), LC §6429(c);
GC §§12946, 34090, 53235.2(b)
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
96 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

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

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

CITY CLERK
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
97 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-004
Agreements & Contracts - ALL (NONINFRASTRUCTURE, Professional Services Agreements, Tenant / Lease
Agreements - NOT IMAGED)
Agreement or Contract includes insurance
certificates, and all contractual obligations
(e.g. Specifications and Successful
Proposal or Scope of Work)
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Long-Term
Facility Rentals, Personnel, Professional
Services, etc.

Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of
Limitations is 4 years; 10 years for Errors &
Omissions; land records are permanent by
law; CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention
requirements in 48 CFR 4.703(a)
City Clerk CC-005 Board & Commission / Committee Maddy
Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-006 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-007 Claim Forms 2 years Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Human Resources retains full claim file; GC
§34090
City Clerk CC-008
Filing System / Subject Files / Function
Filing System - HISTORICALLY

SIGNIFICANT, LAND, PLANNING,

CAPITAL IMPROVEMENT

INFRASTRUCTURE PROJECTS
P Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-009
Filing System / Subject Files / Function
Filing System - NOT HISTORICALLY

SIGNIFICANT
Minimum 2
years
Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
98 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-010
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-011 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
City Clerk CC-012 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC
§81009(e)
City Clerk CC-013 FPPC Form 803 (Behested Payment
Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e) City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2
CCR 18702.5(b)(3); GC §34090; GC
§81009(e)
City Clerk CC-015
Campaign Filings (FPPC 400 Series Forms
& Form 501): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-016
Campaign Filings (FPPC 400 Series Forms
& Form 501): SUCCESSFUL
CANDIDATES (Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-017
Campaign Filings (FPPC 400 Series
Forms): THOSE NOT REQUIRED TO FILE
ORIGINAL WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
City Clerk CC-018
Campaign Filings (FPPC 400 Series
Forms): OTHER COMMITTEES (PACS -
not candidate-controlled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
City Clerk CC-019
Candidate File: Nomination Papers,
Candidate Statement Forms, Ballot
Designation Forms, etc. - SUCCESSFUL

CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Department Preference; Statewide
guidelines proposes 4 years for successful
candidates, 2 years for unsuccessful; CA law
states term of office and 4 years after the
expiration of term and does not delineate
between the two; EC §17100

CITY CLERK ELECTIONS (CONSOLIDATED)
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
99 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-020
Candidate File: Nomination Papers,
Candidate Statement Forms, Ballot
Designation Forms, etc. - UNSUCCESSFUL

CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office
and 4 years after the expiration of term and
does not delineate between the two; EC
§17100
City Clerk CC-021
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be
printed in the Sample Ballot, Polling
Locations and Precinct Board Members,
Notices, Postings, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-022 Elections - Petitions (Initiative, Recall or Referendum)
Results + 8
months, or
Final
Examination
+ 1 year
after petition
examination
if petition is
insufficient
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
(End of Elections Section)
City Clerk CC-023
Historical Records, Photographs, &
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of
significant historical interest, Grand
Openings, etc.)
P
Mag, Mfr,
OD, Ppr S
Yes: After
QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects
and media. Some media (e.g. audio and
video tape) may be limited because of the
media's life expectancy; GC §34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
100
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
Human
Resources CC-024 Lawsuits / Litigation 5 years Yes: Until Settlement Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Human Resources retains full litigation file;
GC §34090
City Clerk CC-025 Minutes: City Council, P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-026
Oath of Office / Appointments / Oath for
Disaster Worker: ALL - City Council,
Boards and Commissions
Separation +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference; Statute of
Limitations: Public official misconduct is
discovery of offense + 4 years, GC
§§36507, 34090; PC §§801.5, 803(c); 29
USC 1113
City Clerk CC-027 Ordinances P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-028
Prop. 218 (Property-based fees - Sewer
Fees, Landscape Fees, etc.) Protest
Letters / Ballots, Tabulation
2 years Mag, Ppr GC §53753(e)(2)
City Clerk CC-029 Public Records Requests / Subpoenas
Duces Tecum 2 years Mag, Ppr Yes: After QC'd & OD GC §34090 City Clerk CC-030
Recorded Documents: Deeds, Easements,
Right of Ways, Abandonments / Vacation,
Liens / Lien Releases
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
City Clerk CC-031 Recordings: Audio or Video of City Council Meetings
Minimum 10
years
Mag
Department preference; Audio Required for
30 days; GC §54953.5(b); video recordings
of meetings are required for 90 days; GC
§34090.6
City Clerk CC-032 Records Destruction Authorization Forms & Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-033 Resolutions: City Council P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
101
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-034 Secretary of State Statement of Facts / Registry of Public Officials 2 years Mag, Ppr GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
102
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

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

CITY MANAGER
City Manager CM-001 City Council Strategic Plan Minimum 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

City Manager CM-002 Department Activity Logs or Reports / Department Performance Measure Reports
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

City Manager CM-003 Proclamations / Commendations /
Memoriums / Recognitions, etc. 2 years Mag, Mfr, OD, Ppr S / I Yes:

After
QC'd &
OD
GC §34090
City Manager CM-004 Projects / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Finance CM-005 Travel Arrangements
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
Preliminary Drafts (Invoices are the final record);
GC §34090 et seq.

EMERGENCY PREPAREDNESS
City Manager CM-006
Committees formed by the City Manager (all
records) Cannabis Advisory Committee,
Emergency Preparedness Committee -
Agenda Packets:

Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-007
Emergency Preparedness Advisory
Commission (EPAC) - Formed by the City
Council, then Sunset - Agenda Packets:

Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
103
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

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

City Clerk? CM-008
Emergency Preparedness Advisory
Commission (EPAC) Formed by the City
Council, then Sunset - Minutes
P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090(e)
City Manager CM-009 Emergency Preparedness Plans Minimum 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090

ENVIRONMENTAL PROGRAMS
City Manager/
Environmental
Programs
CM-010 AB 939 Compliance / SB 1383 Compliance
(Organic Waste Collection and Recycling) 10 years Mag, Mfr, OD, Ppr S / I Yes:

After
QC'd &
OD
Department preference; SB 1383 compliance is
required for 5 years; Low-Carbon Fuel Standard
regulations credits can be received for 10 years,
and are eligible for an extension; 14 CCR §
18995;.2 H&S §39730.7; GC §34090
City Manager/
Environmental
Programs
CM-011
Reports to Regulatory Agencies (AQMD,
California Integrated Waste Management
Board, etc.)
10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
Department Preference; GC §34090
City Manager/
Environmental
Programs
CM-012 Solid Waste Services / Hauler Quarterly
Reports 10 years Mag, Mfr, OD, Ppr S / I
Yes:

After
QC'd &
OD
Department Preference; GC §34090
City Manager/
Environmental
Programs
CM-013 Stormwater: NPDES Monitoring Reports Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
Department preference; Monitoring records
required for 3 years; 40 CFR §§122.21, 122.41,
122.44; GC §34090
City Manager/
Environmental
Programs
CM-014 Stormwater: NPDES Permits
Minimum
Permit
Superseded
+ 5 years
Yes: Until
Expiration
Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
Department Preference; Monitoring records
required for 3 years; 40 CFR §§122.21, 122.41,
122.44; GC §34090 CCP §337 et seq.

HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
104
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

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

City Manager/
Environmental
Programs
CM-015 Tonnage Reports 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
Department Preference; GC §34090

ECONOMIC DEVELOPMENT
City Manager /
Economic
Develop.

CM-016 Economic Development Projects / Business
Recruitment and Retention
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

City Manager /
Information
Technology
CM-017 Backups / Computer Backups (ALL)
When No
Longer
Required
Yes Mag.

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

City Manager /
Information
Technology
CM-018 Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line)
When
Superseded Yes Mag. GC §34090 et seq.

City Manager /
Information
Technology
CM-019

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

LEGISLATIVE SERVICES
City Manager /
Legislative CM-020
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
Department preference; GC §34090

INFORMATION TECHNOLOGY
HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Planning )
Page CD-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

BUILDING & SAFETY
Community
Development /
Building &
Safety
CD-001 Address Files / Building Permits P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Community
Development /
Building &
Safety
CD-002 Building Permit Database (Accela) Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Community
Development /
Building &
Safety
CD-003 Building Plans - Cancelled or Withdrawn
Minimum
Cancelled or
Withdrawn

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

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Development /
Building &
Safety
CD-004 Building Plans - Expired
Minimum
After
Expiration

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

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Community
Development /
Building &
Safety
CD-005 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
Community
Development /
Building &
Safety
CD-006
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
IHERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
106
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Planning )
Page CD-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Community
Development /
Building &
Safety
CD-007
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES
Energy Calculations, Structural Calculations
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Community
Development /
Building &
Safety
CD-008 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD GC §50022.6
Community
Development /
Building &
Safety
CD-009 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Building &
Safety
CD-010
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (kept with the
Building Permit file); GC §34090
Community
Development /
Building &
Safety
CD-011 Correction Notices When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Building &
Safety
CD-012 Emergency Plans, Hazardous Materials Response
Plans, etc.

Minimum 2
years

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

QC & OD
Statewide guidelines propose
superseded + 2 or 5 years; GC §34090
IHERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
107
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Planning )
Page CD-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Community
Development /
Building &
Safety
CD-013 Geotechnical and Soils Reports (all) P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Building &
Safety
CD-014 Plan Check Comments (Site Plan File) When Permit is Finalled
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Building &
Safety
CD-015 Stop Work Notices, Correction Notices After Permit is Finalled
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090

CODE ENFORCEMENT
Community
Development /
Code Enforce.

CD-016
Code Enforcement / Abatement Case Files
(Includes appeals and Code Enforcement
Complaint Letters)
Minimum 2
years
Yes: Until
Resolution Mag, Ppr Department preference; GC §34090
Community
Development /
Code Enforce.

CD-017 Hearing Officer Determinations (for appeals of
Code Enforcement Actions)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Development /
Code Enforce.

CD-018 Liens, Lien Releases P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Community
Development /
Code Enforce.

CD-019 Notice of Violations ./ Code Enforcement Citations Minimum 2 years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

When
Inactive
Department preference; GC §34090

LAND DEVELOPMENT ENGINEERING
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108
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Planning )
Page CD-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Community
Development /
Engineering
Land Development / Private Development:

Administration File
Construction Bonds, Indemnity Bonds, Photos,
Private Lab Verifications, Testing Lab Final
Reports
Completion +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

Permanent File
Drainage, Driveway, Encroachments, Grading
Permits & Plans, Rights of Way, Soils Reports,
Stormwater, etc.

Dedications, Easements, Abandonments (City
Clerk is OFR)
P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

PLANNING
IHERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Planning )
Page CD-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Community
Development /
Planning
CD-020
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing, Conditions
of Approval, Environmental Determinations, Staff
Reports, Plans)
Examples:

Conditional Use Permits (CUPs)
Development Plan Review
General Plan / General Plan Amendments
Lot Line Adjustment
Master Plan
Rezones
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance (Temporary Events, Banners,
Home Occupation, etc.)
Zoning Ordinance / Updates
P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC§§34090,
34090.7
Community
Development /
Planning
CD-021 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
Community
Development /
Planning
CD-022 Census, Demographics
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau is OFR)
Community
Development /
Planning
CD-023 Economic Development Committee

AGENDAS & AGENDA PACKETS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
IHERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
110
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Planning )
Page CD-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Community
Development /
Planning
CD-024 Economic Development Committee
AUDIO or VIDEO RECORDINGS
Minimum 10
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.6
Community
Development /
Planning
CD-025 Economic Development Committee

MINUTES, BYLAWS, RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community
Development /
Planning
CD-026
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Final Environmental Determinizations are retained
Permanently in the Planning Project Files .

Project
Approval or
Denial
+ 2 years
Mag, Ppr
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et
al., Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6; GC
§34090
Community
Development /
Planning
CD-027
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Development /
Planning
CD-028 General Plan, Elements and Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-029 Long Range Planning / Planning Studies P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
IHERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
111
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Planning )
Page CD-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Community
Development /
Planning
CD-030 Master Plans, Specific Plans, Land Use Plans and Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-031 Materials Boards
When No
Longer
Required
Mag, Ppr Preliminary drafts not retained in the
ordinary course of business; GC §34090
Community
Development /
Planning
CD-032 Planning Commission

AGENDAS & AGENDA PACKETS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-033 Planning Commission
AUDIO or VIDEO RECORDINGS
Minimum 10
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.6
Community
Development /
Planning
CD-034 Planning Commission

MINUTES, BYLAWS, RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community
Development /
Planning
CD-035
Temporary Use Permits (TUP) / Temporary Signs
/ Banner Permits, Film Permits, etc. (Approved &
Unapproved)
Christmas Tree Lots, Pumpkin Lots, etc.

Expiration +
2 years
Yes:

During
Event
Mag, Ppr Department preference; GC§§34090
Community
Development /
Planning
CD-036 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S No Department Preference; GC §34090
Community
Development /
Planning
CD-037 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
IHERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
112
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY RESOURCES Page CR-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

COMMUNITY RESOURCES
Community
Resources CR-001 _Recreation Database / Class Registration Database (ACTIVE net) Indefinite Mag, Ppr May contain e-packets with electronic waivers; Data is interrelated; GC §34090
Community
Resources CR-002 Activity Guide / Class Guide / Program Guide (Final) Minimum 2
years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Community
Resources CR-003
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes: During
Class or
Program
Mag, Ppr GC §34090
Community
Resources CR-004 Contracts for Instructors and Performers (includes Certificates of Insurance) Completion +
2 years
Yes: During
Class or
Program
Mag, Ppr Department preference; CCP §337; GC
§34090
Community
Resources CR-005 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No
Longer
Required
Mag, Ppr Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Community
Resources CR-006 Film Permits Expiration + 2 years Mag, Ppr GC §34090 et. seq.

City Clerk CR-007 Leases, Long-term Facility Rentals or Long Term Special Event Contracts or MOUs
Copies -
When No
Longer
Required
Mag Ppr City Clerk retains originals; GC §34090.7
Community
Resources CR-008
Park Facility Use Requests / Field Rentals /
Facility Use Applications and Permits (includes
ABC Permits, where required)
2 years Mag, Ppr GC §34090 et. seq.

Community
Resources CR-009 Parks & Recreation Commission

AGENDAS & AGENDA PACKETS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
113
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY RESOURCES Page CR-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Community
Resources CR-010 Parks & Recreation Commission
AUDIO or VIDEO RECORDINGS 2 years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video tapes
of meetings are required for 90 days; GC
§34090.6
Community
Resources CR-011 Parks & Recreation Commission MINUTES, BYLAWS P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community
Resources CR-012 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag, Ppr GC §34090 Community
Resources CR-013 Schedules / Hours (classes and staff)
When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Community
Resources CR-014 Special Event Permits Expiration + 2 years Mag, Ppr GC §34090 et. seq.

Community
Resources CR-015 Theatre Use Permits / Short-Term Use Agreements Expiration +
2 years Mag, Ppr GC §34090 et. seq.

HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
114
Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

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

FTB: 3 years; 26 CFR §31.6001-1(e)(2),
R&T §19530, GC §34090; 29 USC 436
Finance /
Accounts
Payable &
Purchasing
FIN-002
Accounts Payable WITH GRANT
FUNDING / Purchase Orders / Invoices
and Backup / Warrants / Refunds / Credit
Card Statements / P-Card Statements /
Energy Rebates
(Includes Invoices, Petty Cash, Material
Requisitions, Travel Expense
Reimbursements, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 5 years meets
municipal government auditing
standards and Statute of Limitations for
contracts; Purchasing preference for PCard Invoices (48 CFR 4.805 requires Federal Agencies to retain their
contracts, unsuccessful & successful
proposals 6 years after final payment);
CCP §337 et. seq.; GC §34090
Finance /
Accounts
Payable &
Purchasing
FIN-003
Accounts Payable WITHOUT GRANT
FUNDING / Purchase Orders / Invoices
and Backup / Warrants / Refunds / Credit
Card Statements / P-Card Statements /
Energy Rebates
(Includes Invoices, Petty Cash, Material
Requisitions, Travel Expense
Reimbursements, etc.)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 5 years meets
municipal government auditing
standards and Statute of Limitations for
contracts; Purchasing preference for PCard Invoices (48 CFR 4.805 requires Federal Agencies to retain their
contracts, unsuccessful & successful
proposals 6 years after final payment);
CCP §337 et. seq.; GC §34090
Finance /
Accounts
Payable &
Purchasing
FIN-004 W-9s Vendor Inactive
+ 3 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets IRS Auditing Standards (3 years
after the last payment to the vendor);
GC §34090
Finance /
Accounts
Payable &
Purchasing
FIN-005 Vehicle Titles / Pink Slips
Upon Sale or
Disposal of
Vehicle
Mag, Ppr Title is transferred to new owner or
auction house
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
115
Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

FINANCE / ACCOUNTS RECEIVABLE
Finance /
Customer
Service
FIN-006 _Finance Customer Service databases
Databases (Quickbooks, Eden) Indefinite Mag
Department Preference (Data is
interrelated); Data cannot be destroyed,
written over, or altered without approval
by City Council; 18 CFR 125.3; GC
§34090
Finance /
Accounts
Receivable
FIN-007
Accounts Receivable / Revenue / Our
Invoices to Outside Entities: Grant
Income, Insurance Companies, Franchise
Fees, DUI Billing, Transient Occupancy
Tax (TOT), Auctions of Surplus Property,
UUT - Utility Users Tax, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Customer
Service
FIN-008 Bankruptcies - NO CLAIM FILED When No Longer
Required
Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Not City records (account is closed and
bankruptcy noted in database)
Finance /
Customer
Service
FIN-009 Bankruptcies - WHERE A CLAIM IS
FILED 10 years Mag, Ppr, Mfr, OD S
Yes: After

QC & OD
Department Preference (negative
information remains on credit ratings for
7 years); GC §34090
Finance /
Customer
Service
FIN-010 Billing / Accounts Receivable / Customer
Billing 5 years Mag, Ppr, Mfr, OD S
Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Accounts
Receivable
FIN-011 Cash Receipts, Rents, Other Income 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Customer
Service
FIN-012
Collections / Master Collection List / Write
Offs / Collection Agency Assignments (and
associated disputes)
7 years Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Department preference (negative
information remains on a customer's
credit rating for 7 years; GC §34090

FINANCE / CASHIER
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
116
Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
Cashier FIN-013 Animal Licensing / Dog Licenses 5 years Mag, Ppr, Mfr, OD S Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Cashier FIN-014
Animal Licensing Record of All Efforts to
Contact Owner and/or Microchip’s Primary
Registrant
2 years Mag, Ppr,
Mfr, OD S
Yes: After
QC & OD FA §§31108.3 and 31752.1; GC §34090
Finance /
Cashier FIN-015 Business License New Applications &
Permits 5 years Mag, Ppr,
Mfr, OD S
Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Cashier FIN-016 Business License Renewals 5 years Mag, Ppr, Mfr, OD S Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Cashier FIN-017 Parking Citations 5 years Mag, Ppr, Mfr, OD S Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

FINANCE / DEBT SERVICES
Finance /
Debt Services FIN-018
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) - Includes Continuing Disclosure
Reports
See Bank Statements for statement
retention.

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

FINANCE / GENERAL LEDGER
Finance /
General
Ledger
FIN-019 _Financial Services Database (Eden) Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Finance /
General
Ledger
FIN-020 Audit Work Papers When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts / content not
substantive; GC §34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
117
Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
General
Ledger
FIN-021 Audits - Annual Financial Reports / Annual
Consolidated Financial Report (ACFR) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Ledger
FIN-022
Audits - Single Audits, Grant Audits, IRS
Audits, Transportation Audits, PERS Audit,
etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
General
Ledger
FIN-023 Bank Statements, Bank Reconciliations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-024 Banking Transactions, Bank Wire
Transactions, Confirmations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-025 Budgets - Finals and Amendments P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Ledger
FIN-026 Budgets Work Papers When No Longer
Required Mag, Ppr Preliminary drafts; GC §34090
Finance /
General
Ledger
FIN-027 Checks / Warrants (Cashed / Paid) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Meets municipal government auditing
standards; GC § 34090
Finance /
General
Ledger
FIN-028 Checks / Warrants (VOIDED) When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Finance /
General
Ledger
FIN-029 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized property;
CCP §§340(d), 1519; GC §34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
118
Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
General
Ledger
FIN-030
Fiscal Agent Statements, Investment
Account Statements, LAIF Statements /
Local Agency Investment Fund Trustee
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-031 Fixed Asset Inventories When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Finance /
General
Ledger
FIN-032
Investments / Investment Statements /
Certificate of Deposit / Investment Bonds
(Receipts / Advisor Reports / Trade
Tickets
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; statewide guidelines
propose permanent; FTC Reg's rely on
"self-enforcement"; GC§§ 34090,
43900
Finance /
General
Ledger
FIN-033 Journal Entries / Journal Vouchers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-034 OES / FEMA Claims 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
General
Ledger
FIN-035
Reports, General Ledger, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue & Expenditure Reports, Check
Registers, Warrant Registers, etc. (FROM

DATABASE - ANNUAL, MONTHLY OR

PERIODIC)
When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (The Financial
System Database is the original; reports
are considered drafts or copies); GC
§34090
Finance /
General
Ledger
FIN-036
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street
Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
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119
Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
General
Ledger
FIN-037
Tax - Annual Tax Roll and Special
Assessments: Landscape and Lighting
Districts, Sewer Districts, Undergrounding
Districts, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-038 Tax - Sales Tax Reports (HdL) When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Compilation of Non-Records /
Preliminary drafts used to project
revenue; GC §34090

FINANCE / PAYROLL
Finance /
Payroll FIN-039
CalPERS & PARS Statements & Reports -
Annual Valuation Reports, Actuarial
Valuation Reports
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Payroll FIN-040
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 &
DE-166, 941 Forms, PERS / FICA &
Medicare Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs after
tax is due or paid; Ca. FTB: 3 years;
Articles show 7 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FIN-041 Deferred Compensation Reports & Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing
standards; GC §34090
Finance /
Payroll FIN-042
Employee Payroll Files - Includes Benefit
Enrollments, Deductions and
Authorizations
Separation + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets
municipal government auditing
standards; GC §34090
Finance /
Payroll FIN-043 Garnishments
Satisfied + 5
years, or
Separation of
Employee
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090; 26 CFR 31.6001.1 Finance /
Payroll FIN-044 Payroll Database (Eden) Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance /
Payroll FIN-045 Payroll Reports - Periodic Bi-weekly
Payroll Report 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets
municipal government auditing
standards; PERS Circular letter 200-051-
17; GC §34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
120
Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
Payroll FIN-046 Time Cards / Time Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr min.;
FTB keeps 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC § 1174(d); 29
CFR 516.5; 29 CFR 516.5 & 516.6(c);
GC §34090
Finance /
Payroll FIN-047 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
Finance /
Payroll FIN-048 W-4's
Superseded or
Separated + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
W-4s are required four years after the
due date of such tax for the return
period to which the records relate, or the
date such tax is paid, whichever is the
later. 26 CFR 31-6001-1; GC §34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
121
Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Human
Resources HR-002 Civil Service Commission

AGENDAS & AGENDA PACKETS P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Human
Resources HR-003
Civil Service Commission
AUDIO or VIDEO RECORDINGS
Minimum 2
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video tapes
of meetings are required for 90 days; GC
§34090.6
Human
Resources HR-004 Civil Service Commission

MINUTES, BYLAWS P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(e)
Human
Resources HR-005 Claim for Damages / Claims Against the City Final
Resolution + 5
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
Human
Resources HR-006
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag, Ppr
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 34090
Human
Resources HR-007 Compensation Surveys & Studies Minimum 3 years Mag, Ppr
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
122
Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-008 Contracts for Investigators Completion + 5 years Yes: Before
Completion Mag, Ppr
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Human
Resources HR-009 COVID-19 Attestations by Employees, COVID-19 Notifications to Employees 3 years Mag Ppr LC §6409.6(k), GC §34090 Human
Resources HR-010
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Minimum Final
Disposition + 5
years
Mag, Ppr
Department preference; All State and
Federal laws require retention until final
disposition of formal complaint; State
requires 2 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
34090
Human
Resources HR-011 Employee Investigations
Minimum
Separation + 3
years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 34090;
Human
Resources HR-012 Employment Verifications
When No
Longer
Required
Mag, Ppr Non-records, content is not substantive;
GC §34090 et seq.

Human
Resources HR-013 Grievances Separation + 6 years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 34090; LC 1198.5; 26 CFR 31-
6001-1; 53235.2(b); 53237.2(b)
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
123
Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-014 I-9s Separation + 3 years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 34090
Human
Resources HR-015 Job Descriptions / Classification Specifications Minimum
Superseded +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; retirement benefits is 6 years
from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 34090
Human
Resources HR-016 Lawsuits / Litigation
Final
Resolution + 5
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
Human
Resources HR-017 OSHA Citations and Inspections 5 years Mag, Ppr OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
Human
Resources HR-018 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Ppr OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
124
Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-019 Personnel Files - Benefit File
Benefit Enrollments
Separation + 6
years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 34090; LC 1198.5; 26 CFR 31-
6001-1; 53235.2(b); 53237.2(b)
Human
Resources HR-020
Personnel Files - Employee File (Main File)
Includes Application, Discipline, Evaluations,
Policy Acknowledgements, Oath of Office /
Oath for Disaster Worker, Personnel Action
Forms, Training Certificates (Ethics
Certificates for Employees, Harassment
Certificates for Employees, etc.)
Separation + 6
years
Mag, Mfr,
OD, Ppr S
Yes: After

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

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
Human
Resources HR-022
Recruitment and Testing File
(Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Hiring
Decision + 4
years
Mag, Ppr
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
125
Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-023 Recruitment Database (NeoGov)
Hiring
Decision + 4
years
Mag, Ppr
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 34090
Human
Resources HR-024
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, or Injury Reports from Employees)
Separation +
30 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
126
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

POLICE ADMINISTRATION / POLICE CHIEF
Police /
Admin. / Chief PD-001
CCW Permits (Carry Concealed Weapon
Permits) - Members of the Public -
Approved
Expiration +
2 years Mag, Ppr Department preference; GC §34090
Police /
Admin. / Chief PD-002
CCW Permits (Carry Concealed Weapon
Permits) - Members of the Public - Denied
Applications
Denial + 2
years
Mag, Ppr Department preference; GC §34090
Police /
Admin. / Chief PD-003 CCW Permits (Carry Concealed Weapon Permits) - Retired Employees Expiration +
2 years Mag, Ppr Department preference; GC §34090
Police /
Admin. / Chief PD-004 Complaints - Internally-generated Final
Disposition +
5 years
Mag, Ppr
Department Preference; Exceeds with
Lexipol Policy; Not a complaint from a
Member of the Public; other State & Federal
laws require retention until final disposition of
formal complaint; State requires 2 years after
action is taken; EVC §1045, GC
§§12946,12960, 34090
Police /
Admin. / Chief PD-005
Complaints from a Member of the Public
WITH Sustained Finding of Misconduct
pertaining to discharge of a firearm at a
person by a peace officer, an incident
involving the use of force against a person
by a peace officer that resulted in death or
in great bodily injury, unreasonable force,
failing to intervene against another officer
using force that is clearly unreasonable or
excessive, finding of sexual assault,
dishonesty, discrimination, or unlawful
arrest or unlawful search.

Final
Disposition +
15 years
Mag, Ppr PC §§832.5(b), 832.7; GC§ 34090
HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
127
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Admin. / Chief PD-006
Complaints from a Member of the Public
WITHOUT Sustained Finding of
Misconduct pertaining to discharge of a
firearm at a person by a peace officer, an
incident involving the use of force against a
person by a peace officer that resulted in
death or in great bodily injury, unreasonable
force, failing to intervene against another
officer using force that is clearly
unreasonable or excessive, finding of
sexual assault, dishonesty, discrimination,
or unlawful arrest or unlawful search.

Final
Disposition +
5 years
Mag, Ppr
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by
members of the public; other State & Federal
laws require retention until final disposition of
formal complaint; State requires 2 years after
action is taken; Statute of Limitations is 4
years for misconduct after the discovery of
the offense for misconduct in office; EVC
§1045, GC §§12946,12960, 34090, PC
§§801.5, 803(c), 832.5, 832.7, VC §2547
Fire / Admin.
and Police /
Admin. / Chief
PD-007
Emergency Operations Plan (includes
Office of Emergency Management &
Homeland Security)
When
Superseded Yes (all) Mag, Mfr, OD, Ppr S/I No GC §34090 Police /
Admin. / Chief PD-008 Personnel Files - Chief's Police
Department Employees
Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ QC & OD
Department Preference to be consistent with
Human Resources; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; retirement benefits is 6
years from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946,12960, 34090; 29 USC 1113
Police /
Admin. / Chief PD-009
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After superseded Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-010 Press Releases - Police Only 2 years Mag, Ppr GC §34090 HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
128
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Admin. / Chief PD-011
Report of data regarding the number, type,
or disposition of complaints made against
its officers
2 years Mag, Ppr GC §34090 et seq.

Police /
Admin. / Chief PD-012 Reports and Studies - Historical P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-013
Reports and Studies regarding Police
operations (not historical - manpower,
consolidation, etc.)
Minimum 2
years
Mag, Ppr Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-014
Use of Force Reviews - Not as a result of a
civilian complaint, and not resulting in death
or in great bodily injury, firearm discharge
(accidental or not against public), inquiry
routings, litigation, Pitchess motion,
property damage, public records request,
service complaints, vehicle pursuits, and
vehicle accidents.
2 years Mag, Ppr Department Preference; GC §§12946,
12960, 34090

POLICE / COMMUNITY SERVICE
Police /
Community
Service
PD-015 Animal Control 2 years Mag, Ppr GC §34090 et seq.

Police /
Community
Service
PD-016 Parking Enforcement 2 years Mag, Ppr GC §34090 et seq.

Police /
Community
Service
PD-017 Vacation Checks / Patrol Requests
When No
Longer
Required
Mag, Ppr Preliminary Draft (content Not Substantive);
GC §34090 et seq.

INVESTIGATIONS
Police /
Investig. PD-018 Asset Forfeiture Notification 5 years Mag, Ppr Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090 HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
129
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Investig. PD-019
Criminal Intelligence Files
Confidential informant information &
activities
Last Entry +
5 years Mag, Ppr
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and
the information is relevant to that criminal
conduct or activity. Misleading, obsolete or
unreliable information is required to be
destroyed; remaining records must not be
retained longer than 5 years; 28 CFR

23.20(h); GC §34090
Police /
Investig. PD-020 Detectives Investigation Files and Arrest Files (Official Reports)
Transferred
into
Record's
Crime
Report Files
Ppr, Mag Transfer all Official Reports to Records to be placed in the Crime Report Files.

Police /
Investig. PD-021 Informant Files
When No
Longer
Required -
Minimum 2
years
Ppr, Mag
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
Police /
Investig. PD-022 Subpoenas / Court Liaison (Personal Appearance of Police Employees) When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Court or District Attorney records; GC
§34090 et seq.

OPERATIONS / PATROL
Police / Ops /
Patrol PD-023 Officer Recordings: Body-Worn Cameras
– LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police / Ops /
Patrol PD-024
Officer Recordings: Body-Worn Cameras -
that ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et
seq.

HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
130
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police / Ops /
Patrol PD-025 Officer Recordings: Body-Worn Cameras -
that are NOT evidence 180 days Mag,
Department preference (law recommends 90
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police / Ops /
Patrol PD-026 Officer Recordings: Mobile Audio Video
(MAV) Recordings - that are NOT evidence 180 days Mag, Ppr Recordings that become evidence are stored
with evidence - these are preliminary
documents / transitory recordings; GC
§34090.6
Police / Ops /
Patrol PD-027 Patrol Schedules
When No
Longer
Required
Mag, Ppr Preliminary drafts (the timecard / timesheet is the final); GC §34090 et seq.

Police / Ops /
Patrol PD-028 Ride A-Long Waiver Form 2 years Mag, Ppr GC §34090 et seq.

Police / Ops /
Patrol PD-029 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Ppr Department preference; GC §34090 et seq.

Police / Ops /
Patrol PD-030 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Ppr GC §34090 et seq.

PROFESSIONAL STANDARDS UNIT
Police / PSU PD-031 Background Files - Employees -
SUCCESSFUL Applicants
Separation +
4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ QC & OD
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1672.3(b)(i), 29 CFR 1602.14; GC §§12946,
12960, 34090; 29 USC 1113
Police / PSU PD-032 Background Files - Employees -
UNSUCCESSFUL Applicants 4 years Mag, Mfr, OD, Ppr S
Yes: After

QC & OD
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1672.3(b)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
131
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police / PSU PD-033
Background Files - Volunteers -
SUCCESSFUL (Cadets, Explorers, CERT,
Chaplains, Reserves, etc.)
Separation /
Inactive + 4
years
Mag, Mfr,
OD, Ppr S
Yes: After
QC &OD
Department Preference; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 8 CCR §3203
et seq., 29 CFR 1602.31 LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b)
Police / PSU PD-034
Background Files - Volunteers -
UNSUCCESSFUL (Cadets, Explorers,
CERT, Chaplains, Reserves, etc.)
4 years Mag, Mfr,
OD, Ppr S
Yes: After
QC &OD
Department Preference; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 8 CCR §3203
et seq., 29 CFR 1602.31 LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b)
Police / PSU PD-035
Personnel Training File - Officer Training -
BY EMPLOYEE (Includes POST
printouts)
Includes Range Qualifications, Retiree Fire
Arson Qualifications
Separation +
5 years Mag, Ppr
Department Preference to be consistent with
Human Resources; OSHA requires safety
training 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Police / PSU PD-036
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters, Outlines and
Materials; includes Use of Force training,
safety training, etc.)
Minimum 5
years
Mag, Ppr
Rosters are sent to POST; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 8 CCR §3203
et seq., 29 CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
132
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-037 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-038 Gun and Narcotics Destruction Log
(Documents related to)
Minimum 2
years
Mag, Ppr Department Preference; GC §34090
Police /
Property &
Evidence
PD-039 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Ppr GC §34090
Police /
Property &
Evidence
PD-040 Property & Evidence Database Indefinite Mag, Ppr Department Preference (data is interrelated); GC §34090
Police /
Property &
Evidence
PD-041 Property & Evidence Logs 2 years Mag, Ppr GC §34090

RECORDS
Police /
Records PD-042 Alarms - False Alarm Reports and Billing 2 years Mag, Ppr GC §34090 Police /
Records PD-043 Citation Log Books (#s / ranges) - Parking, Traffic 2 years Mag, Ppr GC §34090 et seq.

Finance PD-044 Citations - Parking
Copies -
When No
Longer
Required
Mag, Ppr Parking citations are sent to Finance to
facilitate payment; GC §34090.7
Police /
Records PD-045 Citations - Traffic, Marijuana / Cannabis 2 years Mag, Ppr GC §34090 et seq.

HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
133
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-046
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile and Ward Cases - Except
those with Child Abuse or Severe Neglect,
(Substantiated), outstanding stolen
property, including firearms, or lost firearms
Sealing Date
+ 5 years (or
Court Order)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Statute of Limitations runs up to age of
majority + 8 years; sealed records for
juveniles and wards of the Court must be
destroyed 5 years after sealing date; CCP
§§340.1, GC §34090; W&I §§389(a), 781(d)
Police /
Records PD-047
CRIME REPORTS:

Lost Property: Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
Police /
Records PD-048
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), & Sexual Assault (Rape),
Arson (Suspected or Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799;
803(h), 11169 et seq.; 11170(a); WIC 707(b)
Police /
Records PD-049
CRIME REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police /
Records PD-050
CRIME REPORTS:

Except those specifically mentioned in
the schedule (ALL Others)
7 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; Provided there are
no outstanding warrants, unrecovered
identifiable items, criminal deaths, they are
not historically significant, and it is not
classified under PC §800 & 290; Stat. of
Limit. is 2 yrs; Destroy juvenile marijuana
after age18; H&S §11361.5, GC §34090, PC
§802, PC §§187, 800 et seq.

HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
134
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-051
CRIME REPORTS:

Misdemeanor or Infraction - Adult Marijuana
/ Cannabis - H&S §11357(b)(c)(d)(e) or H&S
§11360(b) (with procedure in H&S
§11361.5) - Except those with outstanding
stolen property, including firearms, or lost
firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq.

Police /
Records PD-052
CRIME REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E) -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Records PD-053
CRIME REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police /
Records PD-054
CRIME REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent,
then seals record ("Shall" Destroy); GC
§34090; PC §851.8(a)
HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
135
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-055
CRIME REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Records PD-056
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, or Victim of Intimate
Partner Violence or Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions Court ("Shall" Destroy);
GC §34090; PC §§236.14(k); 236.15(k)
Police /
Records PD-057 Logs (Watch Commander Logs, etc.) 2 years Mag, Ppr GC§ 34090 et seq.

Police /
Records PD-058 Registrants: Arson Registrations: Adults P, or Death of Registrant Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department preference; Pursuant to PC
§457.1 et seq.; required to register for life; If
released from CYA, records are destroyed
after age 25 or sealing pursuant to W&I
§781; GC §34090.7
Police /
Records PD-059
Registrants: Arson Registrations:

Juveniles released from California Youth
Authority
Age 25 or
Sealing Date
+ 5 years
Mag, Ppr
Pursuant to PC §457.1 et seq.; If released
from CYA, records are destroyed after age
25 or sealing pursuant to W&I §781; GC
§34090.7
Police /
Records PD-060 Registrants: Sex Offender Registrations:

Adults
P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10
or 20 years after offense, provided there are
no subsequent offenses; Pursuant to PC
§290 et seq.

HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
136
Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-061 Registrants: Sex Offender Registrations:

Juveniles
P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10
or 20 years after offense, provided there are
no subsequent offenses; Pursuant to PC
§290 et seq.

Police /
Records PD-062 RMS Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Police /
Records PD-063 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Ppr 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police /
Records PD-064 Video Recordings - Building Security, City Operations 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq.

Police /
Records PD-065 Video Recordings - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Records PD-066 Video Recordings - Temporary Holding
Cells 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq.

HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
137
Ver. 2.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance, Wastewater)
Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

PUBLIC WORKS / ADMINISTRATION
Public Works /
Admin. PW-001 Public Works Commission

AGENDAS & AGENDA PACKETS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Admin. PW-002
Public Works Commission
AUDIO or VIDEO RECORDINGS
Minimum 2
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.6
Public Works /
Admin. PW-003 Public Works Commission MINUTES, BYLAWS, RESOLUTIONS P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)

PUBLIC WORKS / ENGINEERING
Public Works /
Engineering PW-004 Assessment Districts / Community Facilities Districts / Underground Utility Districts P Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-005
Bonds: CIP Labor & Materials, Performance
Bonds, Letters of Credit, Encroachment Permits
Only
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Security; GC §34090
Public Works /
Engineering PW-006
Capital Improvement Projects (CIP) - Where
Engineering is the Lead: Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Hazardous
Materials Plans, Meeting Minutes, Project
Schedules, Progress meetings, Real Estate
Appraisals, RFIs & Responses, Construction
Inspection Logs, Daily Inspections, Daily Logs,
Punch Lists, etc.

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
138
Ver. 2.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance, Wastewater)
Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Engineering PW-007
Capital Improvement Projects (CIP) Where
Engineering is the Lead: Permanent File
Specifications & Addenda, Contract Copies,
Change Orders, CEQA / Environmental
Documents - EIRs, Negative Declarations,
Exemptions, Materials Testing Reports, Photos,
Soil Reports, Studies, Submittals, Successful
Proposal, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-008
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
- Where Engineering is the Lead
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I
No
(disaster
response)
Drafts should be destroyed; GC §34090
Public Works /
Engineering PW-009
Encroachment Permits / Excavation Permits:

Permanent (City-owned structures in the City's
Right of Way, Retaining Walls, etc.)
Includes Insurance Certificates
P
Yes: Until
Completion Mag, Ppr Department Preference; GC §34090
Public Works /
Engineering PW-010
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts (Installation &
Patching), etc.)
Includes Insurance Certificates
Minimum 2
years
Yes: Until
Completion Mag, Ppr GC § 34090
Public Works /
Engineering PW-011
Engineering Studies / Surveys (Public Right-ofWay) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies / Project
Assessments
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-012 Grading & Construction Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
139
Ver. 2.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance, Wastewater)
Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Engineering PW-013
Land Development / Private Development:

Construction Inspections, Photos
(Community Development retains the remaining
documents)
Completion +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
Public Works /
Engineering PW-014 Permit Database (Accela) Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Public Works /
Engineering PW-015 Pier Inspections P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-016 Prop. 218 (Property-based fees - Solid Waste, Water) Mailer / Notice
Superseded
+ 2 years Mag, Ppr Department preference; GC §53753(e)(2) Public Works /
Engineering PW-017 Prop. 218 (Property-based fees - Solid Waste, Water) Mailing List, Master File 2 years Mag, Ppr GC §53753(e)(2) City Clerk PW-018
Recorded Documents: Deeds, Easements, Right
of Ways, Abandonments / Vacation, Liens / Lien
Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Public Works /
Engineering PW-019 Traffic Calming Requests / Stop Sign Surveys (Speed Humps, etc.) p Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Police PW-020 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090.7
Public Works /
Engineering PW-021 Traffic Counts 10 years Mag Ppr Department preference; GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
140
Ver. 2.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance, Wastewater)
Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Engineering PW-022 Traffic Speed Surveys / Stop Sign Warrants 10 years Mag Ppr Department preference (required every 5
years, but can be extended to 7 or 10
years); GC §34090

PUBLIC WORKS / MAINTENANCE
Public Works /
Public Works PW-023
Aboveground Storage Tanks (Agency Owned)
Spill Prevention Control and Countermeasures (SPCC),
Inspections, Integrity Testing, Maintenance, Repairs
20 years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
years); GC §34090
Public Works /
Public Works PW-024 AQMD Permits - for Generators, etc. Issue Date + 5 years Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Public Works PW-025 CCTV Videos of Storm Drain Lines 10 years Mag, Ppr Department preference; GC §34090 Public Works /
Public Works PW-026 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works /
Public Works PW-027 Herbicide or Pesticide Applications / Use (Parkway Areas) 2 years Mag, Ppr Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623
Public Works /
Public Works PW-028 Operations & Maintenance Manuals (O&M Manuals) Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S
Yes: After

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

Public Works /
Public Works PW-029 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Department preference; GC §34090 et.
seq.

Public Works /
Public Works PW-030 Tree Database (West Coast Arborists) Indefinite Mag, Ppr Department preference (data is interrelated); GC §34090 Public Works /
Public Works PW-031 Trees (City-owned): Inspections, Arborist Reports 10 years Mag, Ppr Department preference; GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
141
Ver. 2.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance, Wastewater)
Page PW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Public Works PW-032 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(d), GC §34090
Public Works /
Public Works PW-033 Used Oil Disposal Manifests 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Public Works PW-034
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System) - Accella
Indefinite Mag Data is interrelated; GC §34090
Public Works /
Public Works PW-035
Work Orders / Service Requests - All
Information Entered in CRM / CMMS Database -
Accela
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Public Works /
Public Works PW-036
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090

WASTEWATER COLLECTIONS
Public Works /
Wastewater
Collections
PW-037 CCTV Videos of Sewer Lines Minimum 5
years
Mag, Ppr Department preference; GC §34090
Public Works /
Wastewater
Collections
PW-038 FOG (Fats, Oil & Grease) Inspections /
Pretreatment Annual & Quarterly Reports
Minimum 5
years
Mag, Ppr
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Wastewater PW-039 Lab Reports & Chains of Custody: Wastewater Minimum 5 years Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Public Works /
Wastewater
Collections
PW-040 Sanitary Spills and Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR 122.41(j)(2); GC §34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
142
Ver. 2.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance, Wastewater)
Page PW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Wastewater
Collections
PW-041 Sanitary Survey of Sewer System 5 years Mag,
OD, Ppr S
Yes: After
QC & OD Department preference; GC §34090
Public Works /
Wastewater
Collections
PW-042 Sewer Odor Complaints / Gas Detection Results /
Investigations 5 years Mag, OD, Ppr S
Yes: After
QC & OD Department preference; GC §34090
Public Works /
Wastewater
Collections
PW-043
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention Plan
(SSOPP) and Sanitary Sewer Overflow Response
Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSOs are
required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; GC §34090
HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
143
City Council Special Meeting
02-27-23 17:00
Agenda Name Comments Support Oppose Neutral
b) REPORT 23-0080 ADOPTION OF UPDATED RECORDS RETENTION

SCHEDULES
(City Clerk Myra Maravilla)
1 0 1 0
Sentiments for All Agenda Items
The following graphs display sentiments for comments that have location data. Only locations of users who have commented will be shown.

Overall Sentiment
Agenda Item: eComments for b) REPORT 23-0080 ADOPTION OF UPDATED RECORDS RETENTION SCHEDULES (City Clerk Myra Maravilla)
Overall Sentiment
Howard L
Location:

Submitted At: 8:41pm 02-26-23
Council,
With all due respect any Resolution that gives the present non-elected city clerk Myra Maravilla any additional undue powers to approve anything having to do with documents being destroyed is unwarranted and unneeded.

After seeing city clerks in this city and others function for the last 50 years, it is view that City Clerk Myra Maravilla is a complete puppet stooge of Hermosa Beach City Manager Suja Lowenthal and serving City Manager Suja Lowenthal primarily and the residents and business people very poorly.

Myra has displayed her incompetence and poor customer service to the city's residents.

Her phone routinely is not answered and has a voice mail often indicating that the Voicemail is full and that you 144
will now be disconnected. She does not return calls for simple matters or even acknowledge receipt of same by email. Myra is apparently scared to death of the Suja in the room.

Myra is a trainee city clerk in essence and to give her this power to destroy records, which will be at her puppet maestros command, i.e. Suja’s, is unconscionable. And that a non-elected city attorney is not going to rubber stamp what Suja wants is highly debatable. In any event this is the modern computer age, and every paper record should be scanned and cataloged and retained digitally before destruction. There are simple procedures to do that. This is just more filthy dirty rotten Hermosa Beach government under Suja Lowenthal, being given the power to destroy records especially those, which may indicate likely malfeasance of the government. It's the fox guarding the chickens with the fox being given additional unwarranted powers. This resolution that you on council will rubber-stamp is written so loosey-goosey that it’s outrageous in my view.

Btw, regarding space for file cabinets, Suja eliminated the office suite of the important City Clerk to evidently relegate the City Clerk to insignificance, and to put her other bloated city manager operation puppet staff into.

Suja has City Clerk Myra now in a tiny prison window office, and the Deputy City Clerk, also a trainee, squeezed into a cubicle in the hallway to Suja’s bloated empire.

Myra being relatively new, young, and green as a full city clerk, has no real understanding of the damage accomplished by Suja Lowenthal to this city’s staff, the important role of the City Clerk to the people, and operation/meddling of all departments since during the last almost five years of Suja’s horrible performance. All while the prior council and now this present council with Massey, Jackson, and Detoy still present having a blind eye. Worst city manager, worst city council pulling off whatever they want in my viewl.

Howard L.
145
City of Hermosa Beach
Staff Report
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Staff Report
REPORT 23-0082
Honorable Mayor and Members of the Hermosa Beach City Council Special Meeting of February 27, 2023
AWARD CONSTRUCTION CONTRACT TO JILK HEAVY CONSTRUCTION, INC. AND APPROVE CONTRACT AMENDMENTS WITH JMC2, INC. AND GHD FOR CIP 629 MUNICIPAL PIER STRUCTURAL REPAIRS AND CIP 660 MUNICIPAL PIER ELECTRICAL REPAIRS (Public Works Director Joe SanClemente)
Recommended Action:

Staff recommends City Council:

2. Authorize the Director of Public Works to establish a 25 percent project contingency amount of $560,815;

7. Authorize the Mayor to execute the proposed contracts and the City Clerk to attest, subject to approval by the City Attorney; and

8. Authorize the Director of Public Works to file a Notice of Completion following final completion City of Hermosa Beach Page 1 of 8 Printed on 3/13/2024
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of the project.

Executive Summary:

Capital Improvement Program (CIP) Projects 629 Municipal Pier Structural Repairs and 660 Electrical Repairs provide necessary structural and electrical repairs and modifications to the pier required to maintain safe public access and function of the pier. Staff completed the design and received all necessary permits to construct the improvements and advertised CIP 629 and CIP 660 as a single project. Following a competitive bid process, staff recommends City Council award a construction contract to the lowest responsible bidder, Jilk Heavy Construction, Inc.

Staff also recommends City Council approve proposed amendments to existing professional services agreements with GHD to provide continued services of Coastal Commission permit coordination and with JMC2 to provide continued structural design and construction inspection support services.

Due to the increase in actual construction costs versus the original estimate, staff also requests Council restore the appropriation of $1,300,000 of the $2,250,000 previously released back to the project accounts following the notification of receipt of $2,300,000 in Specified Grant funding from the State Department of Parks and Recreation.

Background:

The FY 2022-23 CIP includes three projects focused on maintaining the safety and utility of the City’s Municipal Pier. The projects include CIP 629 Municipal Pier Structural Assessment and Repairs, CIP 660 Municipal Pier Electrical Repairs, and CIP 623 Pier Structural Inspection and Evaluation. The following details the components of each project, project permitting, funding, and advertisement of the construction for the structural and electrical repairs.

CIP 629 Structural Assessment and Repairs
CIP 629 Municipal Pier Structural Assessment and Repairs includes a full structural assessment of the Pier completed in 2017, preparation of design plans, and construction of the improvements. At its August 22, 2017 meeting, City Council approved a Professional Services Agreement with JMC2 to provide engineering design services for the structural assessment and recommendations of repairs for the Municipal Pier. JMC2 subsequently prepared the full structural assessment in 2017 and completed the structural repair design plans in December 2019.

Since completion of the design plans in 2019, staff identified additional concrete spalling on piles and pile caps that were not identified in the October 2017 structural assessment. Because these items were not included in the 2017 assessment, they were not included in the recommended repairs or design.

At its January 11, 2022 meeting, City Council approved a professional services agreement with JMC2 to complete an additional inspection and quickly re-assess safety conditions to identify, and City of Hermosa Beach Page 2 of 8 Printed on 3/13/2024
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to complete an additional inspection and quickly re-assess safety conditions to identify, and incorporate, any additional high priority repairs into the design before advertising the project for construction. The additional targeted inspection was completed in February 2022 and analyzed the existing pier conditions above and below water, including the piles, pile caps, and deck panels. The inspection identified new medium to high priority repairs and recommended completion within approximately 12 to 18 months from inspection date. The recommended structural repair recommendations were incorporated into the design, which now includes repair of approximately 29 concrete piles, 11 concrete pile caps, repair of the lifeguard storage room beams and walls under the Pier, and replacement of wooden top rails on the existing guard rail.

CIP 660 Municipal Pier Electrical Repairs
CIP 660 Municipal Pier Electrical Repairs includes the design and construction of necessary safety and functional improvements to the Pier’s electrical components. The scope of work includes removal and replacement of existing electrical conduit and replacement of existing light fixtures with new lightemitting diode (LED) light bollards and aluminum light poles along the length of the Pier. The existing electrical infrastructure on the north side of the Pier does not currently function and would be addressed by this project to restore the lighting. The replacement of the conduit system will also ensure reliability for the foghorn at the end of the Pier that is used for navigational purposes and has been affected by electrical outages on the Pier.

Permitting
On March 21, 2022, the City Manager approved a Professional Services Agreement with GHD to assist the City in expediting the obtainment of required permits from the California Coastal Commission and the US Army Corp of Engineers to construct the necessary structural and electrical repairs as urgently as possible. GHD was selected by City staff based on its prior expertise working with these agencies. Staff received an approved Coastal Development Permit (CDP) from the California Coastal Commission on November 23, 2022 and the Nation Wide Permit from the US Army Corp of Engineers on November 25,2022.

Funding
At its November 29, 2022 meeting, City Council approved a resolution for staff to file a project application for $2,300,00 in Specified Grant funding from the State Department of Parks and Recreation. The funds were appropriated from the State General Fund through Assembly Bill 178 (Ting), the Budget Act of 2022, and will be allocated by the Department of Parks and Recreation. The City was required to submit a formal application and enter into a contract agreement to obtain the funds.

The $2,250,000 in project funds originally identified as part of the FY 2022-23 CIP for CIP 623 Pier Structural Inspection and Evaluation, CIP 629 Pier Structural Repairs, and CIP 660 Pier Electrical Repairs were then released back to the fund balances of the original funding sources. Due to the increase in actual construction costs versus the original estimate, staff requests City Council approval City of Hermosa Beach Page 3 of 8 Printed on 3/13/2024
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increase in actual construction costs versus the original estimate, staff requests City Council approval to restore the appropriation of $1,300,000 of the previously released funds back to the Project.

New Pier Structural Inspection and Evaluation
CIP 623 budgeted $300,000 to conduct a full structural inspection of the municipal pier, which is required approximately every five years per the California Building Code for Marine Structures. Staff intends to conduct this new inspection concurrent with the construction of CIP 629 and CIP 623 in the event that any new high priority repairs are identified that require immediate attention, while also assisting the City in identifying, and planning for subsequent repairs in the near and long term.

Construction Advertisement
On December 8, 2022, CIP 629 and CIP 660 were advertised as a combined project for formal competitive bidding in the local newspaper and on Planet Bids, the City’s online bidding flatform.

Past Council Actions
Meeting Date Description
August 22, 2017 Award of Professional Service Agreement for CIP 16-629 the Assessment and Design of Structural Elements of the Municipal Pier to JMC2
January 11, 2022 Award of Professional Services Agreement for CIP 629 Municipal Pier Structural Repairs to JMC2
November 29, 2022 Adoption of a Resolution for Pier Grant Funds Analysis:

On January 18, 2023, the City received two bids for CIP 629 and CIP 660 Municipal Pier Structural and Electrical Repairs, which were publicly opened, and read aloud by the City Clerk. The bid results are included as (Attachment 1) and summarized below.

Bidder Bid Amount
Jilk Heavy Construction, Inc. $2,243,263
GMZ Engineering $3,520,060
Staff reviewed the bid documents and found the apparent low bidder, Jilk Heavy Construction, Inc., to be a responsible and responsive bidder. City staff reviewed the Jilk Heavy Construction, Inc.’s bid documents (Attachment 2) and found them to be in order and in conformance with all bid requirements. Staff also confirmed that Jilk Heavy Construction, Inc. contractor license was active City of Hermosa Beach Page 4 of 8 Printed on 3/13/2024
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requirements. Staff also confirmed that Jilk Heavy Construction, Inc. contractor license was active and in good standing with the Contractor’s State License Board.

Staff contacted the three references provided by Jilk Heavy Construction, Inc. for recent projects of similar type work within the past three years including: construction of pier repairs for the City of San Clemente in 2020; pier repairs for the City of Seal Beach in 2019; and regular pier maintenance for the Port of Long Beach over the past 14 years. All three references reported above satisfactory work completed by Jilk Heavy Construction, Inc. and all three references indicated they would rehire the contractor. Staff finds the lowest bidder to be qualified to complete the proposed work for the project.

To facilitate completion of this project, staff also requests City Council approval to amend an existing agreement with JMC2 to provide continued structural design and construction inspection support services. JMC2 has the most in-depth knowledge of the structure and would be critical to assisting staff in ensuring structural repairs are completed correctly and would be able to advise staff if new issues are identified during the structural repairs. After approval of the agreement by the City Council at its January 11, 2022 meeting, staff processed the first amendment to extend the term of the agreement one year. If approved, the proposed second amendment to the agreement would increase the not-to-exceed limit to $90,000 for the total amended term of two years.

Lastly, staff recommends City Council approval to amend an existing agreement with GHD to provide continued services for Coastal Commission permit coordination as necessary. Due to their prior work, GHD is uniquely qualified to provide timely assistance to the City with any necessary changes in permit requirements with California Coastal Commission or the US Army Corp of Engineers, should changes in conditions or schedule be encountered during construction, thereby minimizing any potential delays. If approved, the proposed first amendment to the agreement would increase the notto-exceed limit to $43,480 for the total term of two years.

City staff would provide construction management with additional support provided by one of the City’s on-call civil engineers that specializes in electrical inspection along with specialized structural inspection services provided by JMC2. At this time, staff expects construction to start in March 2023 with an anticipated completion date of May 26, 2023, subject to receipt and approval of the contractors’ schedule and availability of materials. The Coastal Development Permit special condition of approval currently requires all construction to be completed outside of the peak summer season (Labor Day to Memorial Day). Any work not completed by May 26, 2023, would resume after September 4, 2023.

Absent unforeseen conditions, the Municipal Pier would remain open throughout construction, with only partial closures of the Pier. Full closure of the Pier may apply due to extreme weather conditions or specific construction activities, when deemed unsafe for public access. Project updates would be posted on the City’s website on a regular basis with updates provided on social media should public City of Hermosa Beach Page 5 of 8 Printed on 3/13/2024
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posted on the City’s website on a regular basis with updates provided on social media should public access be impacted.

General Plan Consistency:

PLAN Hermosa, the City’s General Plan, was adopted by the City Council in August 2017. The [enter project description here] supports several PLAN Hermosa goals and policies that are listed below.

Mobility Element
Goal 3. Public rights-of-way supporting a multimodal and people-oriented transportation system that provides diversity and flexibility on how users choose to be mobile.

Policy:
· 3.2 Complete pedestrian network. Prioritize investment in designated priority sidewalks to ensure a complete network of sidewalks and pedestrian-friendly amenities that enhances pedestrian safety, access opportunities and connectivity to destinations.

Parks + Open Space
Goal 1. First class, well maintained, and safe recreational facilities, parks and open spaces.

Policies:
· 1.1 Facility upgrades. Improve and update park and open space facilities on a regular basis. · 1.2 Lighting and visibility. Provide appropriate lighting and visibility within park facilities while avoiding adverse impacts to adjacent properties.

Infrastructure Element
Goal 1. Infrastructure systems are functional, safe, and well maintained.

Policies:
· 1.1 Infrastructure systems plan. Establish and adopt an integrated, holistic systems approach to guide infrastructure development, improvement, maintenance, and resilience. · 1.2 Priority investments. Use City Council established priorities and Capital Improvement program (CIP) to identify and allocate funding for projects identified in the infrastructure plan.

Fiscal Impact:

The City had previously appropriated $2,250,000 in project funds in FY 2022-23 CIP for CIP 623 Pier Structural Inspection and Evaluation, CIP 629 Pier Structural Repairs, and CIP 660 Pier Electrical Repairs. These funds were released back to the fund balances of the original funding sources following Council approval for staff to file a project application for $2,300,000 in Specified Grant funding from the State Department of Parks and Recreation. Due to higher than anticipated City of Hermosa Beach Page 6 of 8 Printed on 3/13/2024
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funding from the State Department of Parks and Recreation. Due to higher than anticipated construction costs, completion of CIPs 623, 629, and 660 would require an appropriation of $1,300,000 back into the original fund balances for the respective CIPs, which would still represent an overall savings of $950,000 to the City.

Fund Account Original AppropriationsCurrent AppropriationsProposed Appropriations CIP 629 Municipal Pier Structural Repairs
Grant 150-8629-4201 1,300,000 1,600,000
Tyco 122-8629-4201 573,075 - 510,000
RTI 190-8629-4201 300,000 -
RTI Tidelands 191-8629-4201 308,672 - 290,000
Capital Improvement301-8629-4201 68,253 - -
Project Total 1,250,000 1,300,000 2,400,000
CIP 660 Municipal Electrical Repairs
Grant 150-8660-4201 700,000 700,000
Tyco 122-8660-4201 275,473 - 100,000
RTI Tidelands 191-8660-4201 100,000 - 100,000
Capital Improvement301-8660-4201 324,527 - -
Project Total 700,000 700,000 900,000
CIP 623 Pier Structural Inspection and Evaluation
Grant 150-8623-4201 300,000 -
Tyco 122-8623-4201 250,000 - 250,000
Capital Improvement301-8623-4201 50,000 - 50,000
Project Total 300,000 300,000 300,000
Total Available Appropriations 2,250,000 2,300,000 3,600,000 Contract Request
Amount
FY 2022-2023 Budget
Account #
Total Contract
Amount
Jilk $2,243,263 150-8629-4201, 122-8629-4201,
191-8629-4201, 150-8660-4201,
122-8660-4201, 191-8660-4201
$2,243,263
25 percent
Project
Contingency
$560,815.75 150-8629-4201, 122-8629-
4201, 191-8629-4201, 150-8660
-4201, 122-8660-4201, 191-
8660-4201
$560,815.75
JMC2 $35,330 191-8629-4201 $90,000
GHD $15,000 301-8694-4201 $43,480
Total $2,854,408.75 $2,937,558.75
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25 percent
Project
Contingency
$560,815.75 150-8629-4201, 122-8629-
4201, 191-8629-4201, 150-8660
-4201, 122-8660-4201, 191-
8660-4201
$560,815.75
JMC2 $35,330 191-8629-4201 $90,000
GHD $15,000 301-8694-4201 $43,480
Total $2,854,408.75 $2,937,558.75
The requested 25 percent construction contingency is included to cover any unknown or unforeseen conditions associated with the construction of the project.

Attachments:

1. Bid Summary Log

2. Jilk Heavy Construction, Inc. Bid Documents

3. Draft Agreement

4. Draft Resolution

5. Proposed First Amendment to Agreement with GHD

6. Proposed Second Amendment to Agreement with JMC2

7. Link to August 22, 2017City Council Staff Report

8. Link to January 11, 2022 City Council Staff Report

9. Link to November 29, 2022 City Council Staff Report
Respectfully Submitted by: Michelle Licata, Associate Engineer Concur: Joe SanClemente, Public Works Director
Noted for Fiscal Impact: Viki Copeland, Finance Director Legal Review: Patrick Donegan, City Attorney
Approved: Suja Lowenthal, City Manager
City of Hermosa Beach Page 8 of 8 Printed on 3/13/2024
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36 A. CONTRACT AGREEMENT
This Construction Agreement (“Agreement”) is made and entered into as of the date executed by the Mayor and attested to by the City Clerk, by and between Jilk Heavy Construction, Inc. (hereinafter referred to as "CONTRACTOR") and the City of Hermosa Beach, California, a municipal corporation (hereinafter referred to as "CITY").

R E C I T A L S
A. Pursuant to the Notice Inviting Sealed Bids for CIP NO. 629 - MUNICIPAL PIER STRUCTURAL REPAIRS PHASE III AND CIP NO. 660 - MUNICIPAL PIER ELECTRICAL REPAIRS (“Project”), bids were received, publicly opened, and declared on the date specified in the notice; and
B. On February 28, 2023, City’s City Council declared CONTRACTOR to be the lowest responsible bidder and accepted the bid of CONTRACTOR; and C. The City Council has authorized the Mayor to execute a written contract with CONTRACTOR for furnishing labor, equipment and material for the CIP Project No. 629 and 660 Municipal Pier Structural and Electrical Repairs in the City of Hermosa Beach.

NOW, THEREFORE, in consideration of the foregoing and the mutual covenants herein contained, it is agreed:

1. GENERAL SCOPE OF WORK: CITY agrees to engage CONTRACTOR and CONTRACTOR agrees to furnish all necessary labor, tools, materials, appliances, and equipment for and do the work for the CIP NO. 629 - MUNICIPAL PIER STRUCTURAL REPAIRS PHASE III AND CIP NO. 660 - MUNICIPAL PIER ELECTRICAL REPAIRS in the City of Hermosa Beach. The work shall be performed in accordance with the Plans and Specifications dated December 8, 2022 (the “Specifications”) on file in the office of the City Clerk and in accordance with bid prices set forth in CONTRACTOR’S Bid Proposal and in accordance with the instructions of the City Engineer.

2. INCORPORATED DOCUMENTS TO BE CONSIDERED COMPLEMENTARY: The contract documents for the aforesaid project shall consist of the Notice Inviting Bids, Instructions to Bidders, Bid Proposal, Builders General Provisions, Standard Specifications 2021 edition, Special Provisions, Exhibit A and Exhibit B, and all referenced specifications, details, standard drawings, and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices and affidavits; and also, including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner. All of the provisions of said contract documents are made a part hereof as though fully set forth herein. This contract is intended to require a complete and finished piece of work and anything necessary to complete the work properly and in accordance with the law and lawful governmental regulations shall be performed by CONTRACTOR whether set out specifically in the contract or not. Should it be ascertained that any 183
37 inconsistency exists between the aforesaid documents and this written agreement, the provisions of this Agreement, the Builders General Provisions and the Standard Specifications, in that order, shall control. Collectively, these contract documents constitute the complete agreement between CITY and CONTRACTOR and supersede any previous agreements or understandings.

3. COMPENSATION: CONTRACTOR agrees to receive and accept the prices set forth in its Bid Proposal $2,243,263 as full compensation for furnishing all materials, performing all work, and fulfilling all obligations hereunder. Said compensation shall cover all expenses, losses, damages, and consequences arising out of the nature of the work during its progress or prior to its acceptance including those for well and faithfully completing the work and the whole thereof in the manner and time specified in the aforesaid contract documents; and also including those arising from actions of the elements, unforeseen difficulties or obstructions encountered in the prosecution of the work, suspension or discontinuance of the work, and all other unknowns or risks of any description connected with the work.

4. TIME OF PERFORMANCE: CONTRACTOR agrees to complete the work within 64 working days from the date of the notice to proceed. By signing this Agreement, CONTRACTOR represents to CITY that the contract time is reasonable for completion of the work and that CONTRACTOR will complete such work within the contract time.

5. LIQUIDATED DAMAGES: In accordance with Government Code section 53069.85, it is agreed that CONTRACTOR will pay to CITY the sum set forth in Part 1 General Provisions Section 6-9 for each and every calendar day of delay beyond the time prescribed in the Contract Documents for finishing the Work, as Liquidated Damages and not as a penalty or forfeiture. In the event this is not paid, CONTRACTOR agrees CITY may deduct that amount from any money due or that may become due CONTRACTOR under the Contract.

This Article does not exclude recovery of other damages specified in the Contract Documents.

6. SUBSTITUTION OF SECURITIES: Pursuant to section 22300 of the Public Contract Code of the State of California, CONTRACTOR may request CITY to make retention payments directly to an escrow agent or may substitute securities for any money withheld by CITY to ensure performance under the contract. At the request and expense of CONTRACTOR, securities equivalent to the amount withheld shall be deposited with CITY or with a state or federally chartered bank as the escrow agent who shall return such securities to CONTRACTOR upon satisfactory completion of the contract. Deposit of securities with an escrow agent shall be subject to a written agreement substantially in the form provided in section 22300 of the Public Contract Code.

7. PREVAILING WAGES AND CALIFORNIA LABOR LAWS.

Pursuant to Labor Code §§ 1720 et seq., and as specified in 8 California Code of Regulations § 16000 (“Prevailing Wage Laws”), CONTRACTOR must pay its workers prevailing wages. It is CONTRACTOR’s responsibility to interpret and implement any prevailing wage requirements, and CONTRACTOR agrees to pay any penalty or civil 184
38 damages resulting from a violation of the prevailing wage laws. CONTRACTOR shall defend, indemnify and hold the CITY, its officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. CONTRACTOR and any subcontractor shall forfeit a penalty of up to $200 per calendar day or portion thereof for each worker paid less than the prevailing wage rates.

In accordance with Labor Code § 1773.2, copies of the prevailing rate of per diem wages are available upon request from CITY’s Engineering Division or the website for State of California Prevailing wage determination at http://www.dir.ca.gov/DLSR/PWD.

CONTRACTOR must post a copy of the prevailing rate of per diem wages at the job site.

CITY directs CONTRACTOR’s attention to Labor Code §§ 1777.5, 1777.6 and 3098 concerning the employment of apprentices by CONTRACTOR or any subcontractor.

Labor Code § 1777.5 requires CONTRACTOR or subcontractor employing tradesmen in any apprenticeship occupation to apply to the joint apprenticeship committee nearest the site of the public works project and which administers the apprenticeship program in that trade for a certificate of approval. The certificate must also fix the ratio of apprentices to journeymen that will be used in the performance of the contract. The ratio of apprentices to journeymen in such cases will not be less than one to five except:

When employment in the area of coverage by the joint apprenticeship committee has exceeded an average of 15 percent in the 90 days before the request for certificate, or When the number of apprentices in training in the area exceeds a ratio of one to five, or When the trade can show that it is replacing at least 1/30 of its membership through apprenticeship training on an annual basis state-wide or locally, or Assignment of an apprentice to any work performed under a public works contract would create a condition that would jeopardize his or her life or the life, safety, or property of fellow employees or the public at large, or the specific task to which the apprentice is to be assigned is of a nature that training cannot be provided by a journeyman.

When CONTRACTOR provides evidence that CONTRACTOR employs registered apprentices on all of his contracts on an annual average of not less than one apprentice to eight journeymen.

CONTRACTOR is required to make contributions to funds established for the administration of apprenticeship programs if CONTRACTOR employs registered apprentices or journeymen in any apprenticeable trade on such contracts and if other contractors on the public works site are making such contributions.

CONTRACTOR and any subcontractor must comply with Labor Code §§ 1777.5 and 1777.6 in the employment of apprentices.
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39 Information relative to apprenticeship standards, wage schedules and other requirements may be obtained from the Director of Industrial Relations, ex-officio the Administrator of Apprenticeship, San Francisco, California, or from the Division of Apprenticeship Standards and its branch offices.

The CONTRACTOR or any subcontractor that is determined by the Labor Commissioner to have knowingly violated Section 1777.5 shall forfeit as a civil penalty an amount not exceeding $100 for each full calendar day of noncompliance, or such greater amount as provided by law.

CONTRACTOR and each subcontractor shall keep an accurate payroll record, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by him or her in connection with the public work. The payroll records shall be certified and shall be available for inspection at all reasonable hours at the principal office of CONTRACTOR in the manner provided in Labor Code section 1776. In the event of noncompliance with the requirements of this section, CONTRACTOR shall have 10 days in which to comply subsequent to receipt of written notice specifying in what respects such CONTRACTOR must comply with this section. Should noncompliance still be evident after such 10-day period, CONTRACTOR shall, as a penalty to CITY, forfeit not more than $100.00 for each calendar day or portion thereof, for each worker, until strict compliance is effectuated. The amount of the forfeiture is to be determined by the Labor Commissioner. A contractor who is found to have violated the provisions of law regarding wages on Public Works with the intent to defraud shall be ineligible to bid on Public Works contracts for a period of one to three years as determined by the Labor Commissioner. Upon the request of the Division of Apprenticeship Standards or the Division of Labor Standards Enforcement, such penalties shall be withheld from progress payments then due. The responsibility for compliance with this section is on CONTRACTOR. The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4.

Any ineligible contractor or subcontractor pursuant to Labor Code Sections 1777.1 and 1777.7 may not perform work on this Project.

By executing this Contract, CONTRACTOR verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subcontractors and sub-subcontractors to comply with the same.

8. LEGAL HOURS OF WORK: Eight (8) hours of labor shall constitute a legal day's work for all workmen employed in the execution of this contract, and CONTRACTOR and any subcontractor under it shall comply with and be governed by the laws of the State of 186
40 California having to do with working hours set forth in Division 2, Part 7, Chapter 1, Article 3 of the Labor Code of the State of California as amended.

CONTRACTOR shall forfeit, as a penalty to City, twenty-five dollars ($25.00) for each laborer, workman or mechanic employed in the execution of the contract, by him or any subcontractor under it, upon any of the work hereinbefore mentioned, for each calendar day during which the laborer, worker or mechanic is required or permitted to labor more than eight (8) hours in any one calendar day or 40 hours in any one calendar week in violation of the Labor Code.

9. PUBLIC WORKS CONTRACTOR REGISTRATION: Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be registered with the Department of Industrial Relations (DIR). No bid will be accepted nor any contract entered into without proof of the contractor’s and subcontractors’ current registration with the DIR to perform public work. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections 1725.5 and 1771.1.

10. LABOR COMPLIANCE AND STOP ORDERS: This Project is subject to compliance monitoring and enforcement by the DIR. It shall be CONTRACTOR’s sole responsibility to evaluate and pay the cost of complying with all labor compliance requirements under this Contract and applicable law. Any stop orders issued by the DIR against CONTRACTOR or any subcontractor that affect CONTRACTOR’s performance of Work, including any delay, shall be CONTRACTOR’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered CONTRACTOR caused delay subject to any applicable liquidated damages and shall not be compensable by the CITY.

CONTRACTOR shall defend, indemnify and hold CITY, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the DIR against CONTRACTOR or any subcontractor.

11. DEBARMENT OF CONTRACTORS AND SUBCONTRACTORS: Contractors or subcontractors may not perform work on a public works project with a subcontractor who is ineligible to perform work on a public project pursuant to Labor Code section 1777.1 or 1777.7. Any contract on a public works project entered into between a contractor and a debarred subcontractor is void as a matter of law. A debarred subcontractor may not receive any public money for performing work as a subcontractor on a public works contract. Any public money that is paid, or may have been paid to a debarred subcontractor by a contractor on the Project shall be returned to the CITY. CONTRACTOR shall be responsible for the payment of wages to workers of a debarred subcontractor who has been allowed to work on the project.

12. LABOR/EMPLOYMENT SAFETY: CONTRACTOR shall comply with all applicable laws and regulations of the federal, state, and local government, including Cal/OSHA 187
41 requirements and requirements for verification of employees’ legal right to work in the United States
CONTRACTOR shall maintain emergency first aid treatment for its employees which complies with the Federal Occupational Safety and Health Act of 1970 (29 U.S.C. § 651 et seq.), and California Code of Regulations, Title 8, Industrial Relations Division 1, Department of Industrial Relations, Chapter 4. CONTRACTOR shall ensure the availability of emergency medical services for its employees in accordance with California Code of Regulations, Title 8, Section 1512.

CONTRACTOR shall submit the Illness and Injury Prevention Program and a Project site specific safety program to CITY prior to beginning Work at the Project site.

CONTRACTOR shall maintain a confined space program that meets or exceeds the CITY Standards. CONTRACTOR shall adhere to CITY’s lock out tag out program

13. TRAVEL AND SUBSISTENCE PAY: CONTRACTOR agrees to pay travel and subsistence pay to each worker needed to execute the work required by this Agreement as such travel and subsistence payments are defined in the applicable collective bargaining agreements filed in accordance with Labor Code Section 1773.8.

14. CONTRACTOR'S LIABILITY: The City of Hermosa Beach and its officers, agents and employees ("Indemnitees") shall not be answerable or accountable in any manner for any loss or damage that may happen to the work or any part thereof, or for any of the materials or other things used or employed in performing the work; or for injury or damage to any person or persons, either workers or employees of CONTRACTOR, of its subcontractors or the public, or for damage to adjoining or other property from any cause whatsoever arising out of or in connection with the performance of the work. CONTRACTOR shall be responsible for any damage or injury to any person or property resulting from defects or obstructions or from any cause whatsoever.

To the fullest extent permitted by law, CONTRACTOR will indemnify Indemnities against and will hold and save Indemnitees harmless from any and all actions, claims, damages to persons or property, penalties, obligations or liabilities that may be asserted or claimed by any person, firm, entity, corporation, political subdivision, or other organization arising out of or in connection with the work, operation, or activities of CONTRACTOR, its agents, employees, subcontractors or invitees provided for herein, whether or not there is concurrent passive negligence on the part of City. In connection therewith:
a. CONTRACTOR will defend any action or actions filed in connection with any such claims, damages, penalties, obligations or liabilities and will pay all costs and expenses, including attorneys' fees, expert fees and costs incurred in connection therewith.
b. CONTRACTOR will promptly pay any judgment rendered against CONTRACTOR or Indemnitees covering such claims, damages, penalties, obligations and liabilities arising out of or in connection with such work, 188
42 operations or activities of CONTRACTOR hereunder, and CONTRACTOR agrees to save and hold the Indemnitees harmless therefrom. c. In the event Indemnitees are made a party to any action or proceeding filed or prosecuted against CONTRACTOR for damages or other claims arising out of or in connection with the work, operation or activities hereunder, CONTRACTOR agrees to pay to Indemnitees and any all costs and expenses incurred by Indemnitees in such action or proceeding together with reasonable attorneys' fees.

Contractor's obligations under this section apply regardless of whether or not such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment, civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee. However, without affecting the rights of City under any provision of this agreement, to the extent required by Civil Code section 2782, Contractor shall not be required to indemnify and hold harmless City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by the findings of a court of competent jurisdiction. In instances where City is shown to have been actively negligent and where City active negligence accounts for only a percentage of the liability involved, the obligation of Contractor will be for that entire portion or percentage of liability not attributable to the active negligence of City.

So much of the money due to CONTRACTOR under and by virtue of the contract as shall be considered necessary by City may be retained by City until disposition has been made of such actions or claims for damages as aforesaid.

It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California. This indemnity provision shall survive the termination of the Agreement and is in addition to any other rights or remedies which Indemnitees may have under the law.

This indemnity is effective without reference to the existence or applicability of any insurance coverage which may have been required under this Agreement or any additional insured endorsements which may extend to Indemnitees.

CONTRACTOR, on behalf of itself and all parties claiming under or through it, hereby waives all rights of subrogation and contribution against the Indemnitees, while acting within the scope of their duties, from all claims, losses and liabilities arising out of or incident to activities or operations performed by or on behalf of the CONTRACTOR regardless of any prior, concurrent, or subsequent passive negligence by the Indemnitees.

15. THIRD PARTY CLAIMS. In accordance with Public Contract Code § 9201, CITY will promptly inform CONTRACTOR regarding third-party claims against CONTRACTOR, but in no event later than ten (10) business days after CITY receives such claims. Such notification will be in writing and forwarded in accordance with the “Notice” section of 189
43 this Agreement. As more specifically detailed in the contract documents, CONTRACTOR agrees to indemnify and defend the City against any third-party claim.

16. WORKERS COMPENSATION: In accordance with California Labor Code Sections 1860 and 3700, CONTRACTOR and each of its subcontractors will be required to secure the payment of compensation to its employees. In accordance with the provisions of California Labor Code Section 1861, CONTRACTOR, by signing this contract, certifies as follows:
"I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for worker's compensation or to undertake selfinsurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.

17. INSURANCE: CONTRACTOR shall procure and maintain for the duration of the Agreement, and for 1 year thereafter, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the CONTRACTOR, its agents, representatives, employees, or subcontractors.
a. Minimum Scope and Limit of Insurance. Coverage shall be at least as broad as:
i. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $5,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
ii. Automobile Liability: Insurance Services Office Form CA 0001 covering Code 1 (any auto), with limits no less than $5,000,000 per accident for bodily injury and property damage.
iii. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease.

Working On, Over, or Near Navigable Waters. This Contract involves work on or adjacent to and/or work contributing to commerce on Navigable Waters of the United States, as defined by the U.S. Code of Federal Regulations. The Contractor therefore shall provide proof of insurance coverage in compliance with the statutory requirements of the U.S. Longshore and Harbor Workers’ Compensation Act.

If the Contractor is working from barges or any other watercraft, owned or nonowned, the Contractor must maintain Protection and Indemnity (P&I) insurance providing coverage for actions of the crew to third parties in the amount of $1,000,000 each occurrence or accident. The City shall be named by endorsement as an additional insured on the Contractor’s Protection and Indemnity insurance policy. The Contractor must also provide proof of insurance coverage in compliance with the statutory requirements of the Merchant Marine Act of 1920 (Jones Act). 190
44 iv. Builder’s Risk (Course of Construction) insurance utilizing an “All Risk” (Special Perils) coverage form, with limits equal to the completed value of the project and no coinsurance penalty provisions.
v. Professional Liability (if Design/Build), with limits no less than $2,000,000 per occurrence or claim, and $2,000,000 policy aggregate.
vi. Contractors’ Pollution Legal Liability and/or Asbestos Legal Liability and/or Errors and Omissions (if project involves environmental hazards) with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate. vii. The CITY, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the CONTRACTOR including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired, or borrowed by or on behalf of the CONTRACTOR. General liability coverage can be provided in the form of an endorsement to the CONTRACTOR’s insurance (at least as broad as ISO Form CG 20 10, CG 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).
viii. For any claims related to this project, the CONTRACTOR’s insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the CITY, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the CITY, its officers, officials, employees, or volunteers shall be excess of the CONTRACTOR’s insurance and shall not contribute with it.
ix. Each insurance policy required by this clause shall provide that coverage shall not be canceled, except with notice to the CITY.
b. Builder’s Risk (Course of Construction) Insurance.
i. CONTRACTOR may submit evidence of Builder’s Risk insurance in the form of Course of Construction coverage. Such coverage shall name the CITY as a loss payee as their interest may appear.
ii. If the Project does not involve new or major reconstruction, at the option of the CITY, an Installation Floater may be acceptable. For such projects, a Property Installation Floater shall be obtained that provides for the improvement, remodel, modification, alteration, conversion or adjustment to existing buildings, structures, 191
45 processes, machinery, and equipment. The Property Installation Floater shall provide property damage coverage for any building, structure, machinery or equipment damaged, impaired, broken, or destroyed during the performance of the Work, including during transit, installation, and testing at the CITY’s site. c. Claims Made Policies. If any coverage required is written on a claims-made coverage form:
i. The retroactive date must be shown, and this date must be before the execution date of the contract or the beginning of contract work.
ii. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of contract work. iii. If coverage is cancelled or non-renewed, and not replaced with another claimsmade policy form with a retroactive date prior to the contract effective, or start of work date, the CONTRACTOR must purchase extended reporting period coverage for a minimum of five (5) years after completion of contract work. iv. A copy of the claims reporting requirements must be submitted to the CITY for review.
v. If the services involve lead-based paint or asbestos identification/remediation, the Contractors Pollution Liability policy shall not contain lead-based paint or asbestos exclusions. If the services involve mold identification/remediation, the Contractors Pollution Liability policy shall not contain a mold exclusion, and the definition of Pollution shall include microbial matter, including mold. d. Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best rating of no less than A: VII, unless otherwise acceptable to the CITY.
e. Waiver of Subrogation. CONTRACTOR hereby agrees to waive rights of subrogation which any insurer of CONTRACTOR may acquire from CONTRACTOR by virtue of the payment of any loss. CONTRACTOR agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the CITY for all work performed by the CONTRACTOR, its employees, agents and subcontractors. f. Verification of Coverage. CONTRACTOR shall furnish the CITY with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to CITY before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the CONTRACTOR’s obligation to provide them. The CITY reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time.
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46 g. Subcontractors. CONTRACTOR shall require and verify that all subcontractors maintain insurance meeting all requirements stated herein, and CONTRACTOR shall ensure that CITY is an additional insured on insurance required from subcontractors.

For CGL coverage, subcontractors shall provide coverage with a form at least as broad as CG 20 38 04 13.
h. Special Risks or Circumstances. CITY reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other circumstances.

18. ASSIGNMENT: This contract is not assignable nor the performance of either party's duties delegable without the prior written consent of the other party. Any attempted or purported assignment or delegation of any of the rights of obligations of either party without the prior written consent of the other shall be void and of no force and effect.

19. INDEPENDENT CONTRACTOR: CONTRACTOR is and shall at all times remain as to the CITY, a wholly independent contractor. Neither the CITY nor any of its agents shall have control of the conduct of CONTRACTOR or any of CONTRACTOR'S employees, except as herein set forth. CONTRACTOR shall not at any time or in any manner represent that it or any of its agents or employees are in any manner agents or employees of CITY.

20. TAXES: CONTRACTOR is responsible for paying all retail sales and use, transportation, export, import, special or other taxes and duties applicable to, and assessable against any work, materials, equipment, services, processes and operations incidental to or involved in this contract. CONTRACTOR is responsible for ascertaining and arranging to pay them.

The prices established in the contract shall include compensation for any taxes CONTRACTOR is required to pay by laws and regulations in effect at the bid opening date.

21. LICENSES: CONTRACTOR represents and warrants to CITY that it has all licenses, permits, qualifications, insurance, and approvals of whatsoever nature which are legally required of CONTRACTOR to practice its profession. CONTRACTOR represents and warrants to CITY that CONTRACTOR shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement any licenses, permits, insurance, and approvals which are legally required of CONTRACTOR to practice its profession.

CONTRACTOR shall maintain a City of Hermosa Beach business license, if required under CITY ordinance.

Contractors are required by law to be licensed and regulated by the Contractors’ State License Board which has jurisdiction to investigate complaints against contractors if a complaint regarding a patent act or omission is filed within five (5) years of the date of the alleged violation. A complaint regarding a latent act or omission pertaining to structural defects must be filed within ten (10) years of the date of the alleged violation. Any questions concerning a contractor may be referred to the Registrar, Contractors’ State License Board, P.O. Box 26000, Sacramento, California 95826. 193
47 22. RECORDS: CONTRACTOR shall maintain accounts and records, including personnel, property, and financial records, adequate to identify and account for all costs pertaining to this Agreement and such other records as may be deemed necessary by CITY or any authorized representative, and will be retained for four years after the expiration of this Agreement. All such records shall be made available for inspection or audit by CITY at any time during regular business hours.

23. SEVERABILITY. If any portion of these contract documents are declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect.

24. WHOLE AGREEMENT: This Agreement supersedes any and all other agreements either oral or written, between the parties and contains all of the covenants and agreements between the parties pertaining to the work of improvements described herein. Each party to this contract acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that any other agreement, statements or promise not contained in this contract shall not be valid or binding. Any modifications of this contract will be effective only if signed by the party to be charged.

25. AUTHORITY: CONTRACTOR affirms that the signatures, titles, and seals set forth hereinafter in execution of this Agreement represent all individuals, firm members, partners, joint ventures, and/or corporate officers having a principal interest herein. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party. This Agreement may be modified by written amendment. CITY’s city manager may execute any such amendment on CITY’s behalf.

26. NOTICES: All notices permitted or required under this Agreement shall be in writing, and shall be deemed made when delivered to the applicable party’s representative as provided in this Agreement. Additionally, such notices may be given to the respective parties at the following addresses, or at such other addresses as the parties may provide in writing for this purpose. Such notices shall be deemed made when personally delivered or when mailed forty-eight (48) hours after deposit in the U.S. mail, first-class postage prepaid, and addressed to the party at its applicable address.
194
48 CITY OF HERMOSA BEACH
1315 Valley Drive
Hermosa Beach, CA 90254
Attention: Project Manager
CONTRACTOR:

Attention:

27. DISPUTES. Effective January 1, 1991, Section 20104 et seq., of the California Public Contract Code prescribes a process utilizing informal conferences, non-binding judicial supervised mediation, and judicial arbitration to resolve disputes on construction claims of $375,000 or less. Effective January 1, 2017, Section 9204 of the Public Contract Code prescribes a process for negotiation and mediation to resolve disputes on construction claims. The intent of this Section is to implement Sections 20104 et seq. and Section 9204 of the California Public Contract Code. This Section shall be construed to be consistent with said statutes.

Claims. For purposes of this Section, “Claim” means a separate demand by CONTRACTOR, after a change order duly requested in accordance with the terms of this Contract has been denied by the CITY, for (A) a time extension, (B) payment of money or damages arising from Work done by or on behalf of CONTRACTOR pursuant to the Contract, or (C) an amount the payment of which is disputed by the CITY. A “Claim” does not include any demand for payment for which CONTRACTOR has failed to provide notice, request a change order, or otherwise failed to follow any procedures contained in the Contract Documents. Claims governed by this Section may not be filed unless and until CONTRACTOR completes all procedures for giving notice of delay or change and for the requesting of a time extension or change order, including but not necessarily limited to the change order procedures contained herein, and CONTRACTOR’s request for a change has been denied in whole or in part. Claims governed by this Section must be filed no later than fourteen (14) days after a request for change has been denied in whole or in part or after any other event giving rise to the Claim. The Claim shall be submitted in writing to the CITY and shall include on its first page the following in 16 point capital font: “THIS IS A CLAIM.” Furthermore, the claim shall include the documents necessary to substantiate the claim. Nothing in this Section is intended to extend the time limit or supersede notice requirements otherwise provided by contract for the filing of claims, including all requirements pertaining to compensation or payment for extra Work, disputed Work, and/or changed conditions. Failure to follow such contractual requirements shall bar any claims or subsequent lawsuits for compensation or payment thereon. 195
49 Supporting Documentation. The CONTRACTOR shall submit all claims in the following format:

Summary of claim merit and price, reference Contract Document provisions pursuant to which the claim is made
List of documents relating to claim:

Specifications
Drawings
Clarifications (Requestsfor Information)
Schedules
Other
Chronology of events and correspondence
Analysis of claim merit
Analysis of claim cost
Time impact analysis in CPM format
If CONTRACTOR’s claim is based in whole or in part on an allegation of errors or omissions in the Drawings or Specifications for the Project, CONTRACTOR shall provide a summary of the percentage of the claim subject to design errors or omissions and shall obtain a certificate of merit in support of the claim of design errors and omissions.

Cover letter and certification of validity of the claim, including any claims from subcontractors of any tier, in accordance with Government Code section 12650 et seq.

City’s Response. Upon receipt of a claim pursuant to this Section, CITY shall conduct a reasonable review of the claim and, within a period not to exceed 45 days, shall provide CONTRACTOR a written statement identifying what portion of the claim is disputed and what portion is undisputed.

Any payment due on an undisputed portion of the claim will be processed and made within 60 days after the public entity issues its written statement.

If CITY needs approval from its governing body to provide the CONTRACTOR a written statement identifying the disputed portion and the undisputed portion of the claim, and the governing body does not meet within the 45 days or within the mutually agreed to extension of time following receipt of a claim sent by registered mail or certified mail, return receipt requested, CITY shall have up to three days following the next duly publicly noticed meeting of the governing body after the 45-day period, or extension, expires to provide CONTRACTOR a written statement identifying the disputed portion and the undisputed portion.
196
50 Within 30 days of receipt of a claim, CITY may request in writing additional documentation supporting the claim or relating to defenses or claims CITY may have against the CONTRACTOR. If additional information is thereafter required, it shall be requested and provided pursuant to this subdivision, upon mutual agreement of CITY and the CONTRACTOR.

CITY’s written response to the claim, as further documented, shall be submitted to CONTRACTOR within 30 days (if the claim is less than $50,000, within 15 days) after receipt of the further documentation, or within a period of time no greater than that taken by CONTRACTOR in producing the additional information or requested documentation, whichever is greater.

Meet and Confer. If the CONTRACTOR disputes CITY’s written response, or CITY fails to respond within the time prescribed, the CONTRACTOR may so notify CITY, in writing, either within 15 days of receipt of CITY’s response or within 15 days of CITY’s failure to respond within the time prescribed, respectively, and demand an informal conference to meet and confer for settlement of the issues in dispute. Upon receipt of a demand, CITY shall schedule a meet and confer conference within 30 days for settlement of the dispute.

Mediation. Within 10 business days following the conclusion of the meet and confer conference, if the claim or any portion of the claim remains in dispute, CITY shall provide the CONTRACTOR a written statement identifying the portion of the claim that remains in dispute and the portion that is undisputed. Any payment due on an undisputed portion of the claim shall be processed and made within 60 days after CITY issues its written statement. Any disputed portion of the claim, as identified by CONTRACTOR in writing, shall be submitted to nonbinding mediation, with CITY and CONTRACTOR sharing the associated costs equally. CITY and CONTRACTOR shall mutually agree to a mediator within 10 business days after the disputed portion of the claim has been identified in writing unless the parties agree to select a mediator at a later time.

If the Parties cannot agree upon a mediator, each Party shall select a mediator and those mediators shall select a qualified neutral third party to mediate with regard to the disputed portion of the claim. Each Party shall bear the fees and costs charged by its respective mediator in connection with the selection of the neutral mediator.

For purposes of this section, mediation includes any nonbinding process, including, but not limited to, neutral evaluation or a dispute review board, in which an independent third party or board assists the Parties in dispute resolution through negotiation or by issuance of an evaluation. Any mediation utilized shall conform to the timeframes in this section.

Unless otherwise agreed to by CITY and CONTRACTOR in writing, the mediation conducted pursuant to this section shall excuse any further obligation under Section 20104.4 to mediate after litigation has been commenced.

The mediation shall be held no earlier than the date CONTRACTOR completes the Work or the date that CONTRACTOR last performs Work, whichever is earlier. All unresolved claims shall be considered jointly in a single mediation unless a new unrelated claim arises after mediation is completed.
197
51 Procedures After Mediation. If following the mediation, the claim or any portion remains in dispute, CONTRACTOR must file a claim pursuant to Chapter 1 (commencing with Section 900) and Chapter 2 (commencing with Section 910) of Part 3 of Division 3.6 of Title 1 of the Government Code. For purposes of those provisions, the running of the period of time within which a claim must be filed shall be tolled from the time CONTRACTOR submits his or her written claim pursuant to subdivision (a) until the time the claim is denied, including any period of time utilized by the meet and confer conference or mediation.

Civil Actions. The following procedures are established for all civil actions filed to resolve claims subject to this Section:

Within 60 days, but no earlier than 30 days, following the filing or responsive pleadings, the court shall submit the matter to non-binding mediation unless waived by mutual stipulation of both parties or unless mediation was held prior to commencement of the action in accordance with Public Contract Code section 9204 and the terms of these procedures.. The mediation process shall provide for the selection within 15 days by both parties of a disinterested third person as mediator, shall be commenced within 30 days of the submittal, and shall be concluded within 15 days from the commencement of the mediation unless a time requirement is extended upon a good cause showing to the court.

If the matter remains in dispute, the case shall be submitted to judicial arbitration pursuant to Chapter 2.5 (commencing with Section 1141.10) of Title 3 of Part 3 of the Code of Civil Procedure, notwithstanding Section 1114.11 of that code. The Civil Discovery Act of 1986 (Article 3 (commencing with Section 2016) of Chapter 3 of Title 3 of Part 4 of the Code of Civil Procedure) shall apply to any proceeding brought under this subdivision consistent with the rules pertaining to judicial arbitration.

In addition to Chapter 2.5 (commencing with Section 1141.10) of Title 3 of Part 3 of the Code of Civil Procedure, (A) arbitrators shall, when possible, be experienced in construction law, and (B) any party appealing an arbitration award who does not obtain a more favorable judgment shall, in addition to payment of costs and fees under that chapter, also pay the attorney’s fees on appeal of the other party.

Government Code Claims. In addition to any and all contract requirements pertaining to notices of and requests for compensation or payment for extra work, disputed work, claims and/or changed conditions, CONTRACTOR must comply with the claim procedures set forth in Government Code sections 900 et seq. prior to filing any lawsuit against the CITY.

Such Government Code claims and any subsequent lawsuit based upon the Government Code claims shall be limited to those matters that remain unresolved after all procedures pertaining to extra work, disputed work, claims, and/or changed conditions have been followed by CONTRACTOR. If no such Government Code claim is submitted, or if any prerequisite contractual requirements are not otherwise satisfied as specified herein, CONTRACTOR shall be barred from bringing and maintaining a valid lawsuit against the CITY. A Government Code claim must be filed no earlier than the date the work is completed or the date CONTRACTOR last performs work on the Project, whichever occurs first. A Government Code claim shall be inclusive of all unresolved claims unless a new unrelated claim arises after the Government Code claim is submitted. 198
52 Non-Waiver. CITY’s failure to respond to a claim from CONTRACTOR within the time periods described in this Section or to otherwise meet the time requirements of this Section shall result in the claim being deemed rejected in its entirety. CITY’s failure to respond shall not waive CITY’s rights to any subsequent procedures for the resolution of disputed claims.

24. NON-DISCRIMINATION: Contractor represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. A violation of this section exposes CONTRACTOR to the penalties provided for in Labor Code Section 1735.

25. TERMINATION: This Contract may be terminated by CITY at any time, either with our without cause, by giving CONTRACTOR three (3) days advance written notice. In the event of termination by CITY for any reason other than the fault of CONTRACTOR, CITY shall pay CONTRACTOR for all Work performed up to that time as provided herein. In the event of breach of the Contract by Contractor, CITY may terminate the Contract immediately without notice, may reduce payment to CONTRACTOR in the amount necessary to offset CITY’s resulting damages, and may pursue any other available recourse against CONTRACTOR. CONTRACTOR may not terminate this Contract except for cause. In the event this Contract is terminated in whole or in part as provided, CITY may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated. Further, if this Contract is terminated as provided, CITY may require CONTRACTOR to provide all finished or unfinished documents, data, diagrams, drawings, materials or other matter prepared or built by CONTRACTOR in connection with its performance of this Contract.

26. ANTI-TRUST CLAIMS: This provision shall be operative if this Contract Agreement is applicable to California Public Contract Code Section 7103.5. In entering into this Contract Agreement to supply goods, services or materials, Contractor hereby offers and agrees to assign to the Agency all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Section 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code) arising from purchases of goods, services, or materials pursuant to the Contract Agreement. This assignment shall be made and become effective at the time the Agency tender final payment to Contractor, without further acknowledgment by the Parties.

27. NO THIRD PARTY BENEFICIARY. This Contract and every provision herein is for the exclusive benefit of the Contractor and the City and not for the benefit of any other party.

There will be no incidental or other beneficiaries of any of the Contractor’s or the City’s obligations under this Contract.

28. TIME IS OF ESSENCE. Time is of the essence for each and every provision of the Contract Documents.
199
53 29. FORCE MAJEURE. If CONTRACTOR is delayed in the performance or progress of the work by a Force Majeure Event, then the CONTRACTOR shall be entitled to a time extension, as provided in the contract documents, when the work stopped is on the critical path and shall not be charged liquidated damages. Such a non-compensable adjustment shall be CONTRACTOR’s sole and exclusive remedy for such delays and the CONTRACTOR will not receive an adjustment to the contract price or any other compensation. Contractor must submit a timely request in accordance with the requirements of the contract documents. A Force Majeure Event shall mean an event that materially affects a party’s performance and is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the work); (4) pandemics, epidemics or quarantine restrictions; and (5) strikes and other organized labor action occurring at the project site and the effects thereof on the work, only to the extent such strikes and other organized labor action are beyond the control of CONTRACTOR and its subcontractors, of every tier, and to the extent the effects thereof cannot be avoided by use of replacement workers. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety, and other actions of the City in its capacity as a municipal authority.

30. PROVISIONS REQUIRED BY LAW AND CONTRACTOR COMPLIANCE. Each and every provision of law required to be included in these Contract Documents shall be deemed to be included in these Contract Documents. The Contractor shall comply with all requirements of applicable federal, state and local laws, rules and regulations, including, but not limited to, the provisions of the California Labor Code and California Public Contract Code which are applicable to this Work.

31. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Contract, agreements ancillary to this Contract, and related documents to be entered into in connection with this Contract will be considered signed when the signature of a party is delivered by facsimile transmission. Such facsimile signature will be treated in all respects as having the same effect as an original signature.

32. GOVERNING LAW: This Agreement shall be governed by the laws of the State of California, and exclusive venue for any action involving this Contract will be in Los Angeles County.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement with all the formalities required by law on the respective dates set forth opposite their signatures. 200
54 State of California
CONTRACTOR'S License No.

CONTRACTOR
By:

Date TITLE

CITY OF HERMOSA BEACH, CALIFORNIA
By:

Date MAYOR
ATTEST:

By:

Date CITY CLERK
CONTRACTOR'S Business Phone
Emergency Phone at which CONTRACTOR can be reached at any time: ( ) APPROVED AS TO FORM:

CITY ATTORNEY
Date
201
55 202

Page 1 of 2 ends

CITY OF HERMOSA BEACH
RESOLUTION NO. 23-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH APPROVING THE CONSTRUCTION OF CIP NO. 629 & CIP NO. 660

MUNICIPAL PIER STRUCTURAL AND ELECTRICAL REPAIRS PURSUANT TO GOVERNMENT CODE SECTION 830.6 AND ESTABLISHING A PROJECT

PAYMENT ACCOUNT
WHEREAS, John M. Cruikshank Inc., DBA JMC2 and Stantec designed and prepared the plans for CIP NO. 629 & CIP NO. 660 Municipal Pier Structural and Electrical Repairs (“Project”); and
WHEREAS, The City solicited competitive bids for the Municipal Pier Structural and Electrical Repairs; and
WHEREAS, Bids were received and opened publicly on January 18, 2023 and Jilk Heavy Construction, Inc. was chosen as the lowest responsible bidder; WHEREAS, the City Council, concurrent with the adoption of this Resolution, awarded the construction contract to the lowest responsible bidder, Jilk Heavy Construction, Inc.. for the Municipal Pier Structural and Electrical Repairs.

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

SECTION 1. The City Council wishes to obtain the immunities set forth in Government Code § 830.6 with regards to the plans and construction of the Project. The City Engineer finds that the plans are complete and the Project may be constructed.

SECTION 2. Design Immunity; Authorization
A. The design, plans and vendor proposal for the Project are determined to be consistent with the City’s standards and are approved; B. The design approval set forth in this Resolution occurred before actual work on the Project construction commenced;
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Page 2 of 2 ends

C. The approval granted by this Resolution conforms with the City’s General Plan;
D. The City Engineer, or designee, is authorized to act on the City’s behalf in approving any alterations or modifications of the design and plans approved by this Resolution; and
E. The approval and authorization granted by this Resolution is intended to avail the City of the immunities set forth in Government Code § 830.6.

SECTION 3. For purposes of the Contract Documents administering the Project, the City establishes an account containing sufficient monies from the current and following fiscal year budget to pay for the project. This Account is the sole sources of funds available for the Construction Sum as defined in the Contract Document administering the Project.

SECTION 4. The City Clerk is directed to certify the adoption of this Resolution.

SECTION 5. This Resolution will become effective immediately upon adoption.

PASSED, APPROVED and ADOPTED on this 28th day of February, 2023 Raymond Jackson
PRESIDENT of the City Council and MAYOR of the City of Hermosa Beach, CA ATTEST: APPROVED AS TO FORM:
________________________________ ________________________________ Myra Maravilla Patrick Donegan
City Clerk City Attorney
204
65270.00001\40961443.1

FIRST AMENDMENT TO CONTRACT FOR PROFESSIONAL SERVICES TO

PROCESS COASTAL COMMISSION APPLICATION AND PERMIT

COORDINATION FOR MUNICIPAL PIER REPAIRS BETWEEN THE CITY OF

HERMOSA BEACH AND GHD
This First Amendment to the Contract to process Coastal Commission Application and Permit Coordination for Municipal Pier Repairs (“First Amendment”) is entered into by and between the City of Hermosa Beach, a municipal corporation (“City”) and GHD (“Consultant”).

RECITALS
A. City and Consultant are parties to the Professional Services Agreement titled “Contract to Process Coastal Commission Application and Permit Coordination for Municipal Pier Repairs” (the “Agreement”), dated March 21, 2022, in which City engaged Consultant to provide Professional Engineering Services for Coastal Commission application and permit coordination.

B. City and Consultant now desire to amend the Agreement in order to amend contract amount and extend term.

NOW, THEREFORE, in consideration of the foregoing, the Agreement is amended as follows:

1. All recitals above are true, correct, and incorporated herein.

2. Section 1 Consideration and Compensation is amended to read as follows:

As additional consideration, CITY agrees to pay CONSULTANT a total of $15,000, for CONSULTANT’s services, unless otherwise specified by written amendment to this Agreement. The total not to exceed amount for the Agreement shall be $43,480 (the original $28,480 plus this additional $15,000).

3. Section 7 of the Agreement is amended to read as follows:

Term of Agreement. The term of this Agreement shall commence upon execution by both parties and shall expire on March 21, 2024, unless earlier termination occurs under Section 11 of this Agreement, or this Agreement is extended in writing in advance by both parties.

Except as above modified, in all other respects the Agreement is hereby reaffirmed in full force and effect.

CITY OF HERMOSA BEACH CONSULTANT
________________________________ _______________________________ Raymond Jackson, Mayor Principal GHD
205
65270.00001\40961443.1
ATTEST:
________________________________
Myra Maravilla, City Clerk
APPROVED AS TO FORM:
____________________________________
Patrick Donegan, City Attorney
206
65270.00001\40961443.1

SECOND AMENDMENT TO CONTRACT FOR PROFESSIONAL SERVICES FOR

MUNICIPAL PIER STRUCTURAL ASSESSMENT AND UPDATE PHASE III DESIGN

PLANS AND SPECIFICATIONS BETWEEN THE CITY OF HERMOSA BEACH AND JOHN M. CRUIKSHANK CONSULTANTS INC., DBA JMC2
This Second Amendment to the Contract for Municipal Pier Structural Assessment and Update Phase III Design Plans and Specifications Services (“Second Amendment”) is entered into by and between the City of Hermosa Beach, a municipal corporation (“City”) and John M. Cruikshank Inc., DBA JMC2 a California corporation (“Consultant”).

RECITALS
A. City and Consultant are parties to the Professional Services Agreement titled “Contract for Municipal Pier Structural Assessment and Update Phase III Design Plans and Specifications Services” (the “Agreement”), dated January 11, 2022, in which City engaged Consultant to provide Professional Engineering Services for certain municipal pier structural elements and update Design Plans and Specifications Phase III.

B. City and Consultant now desire to amend the Agreement amount.

NOW, THEREFORE, in consideration of the foregoing, the Agreement is amended as follows:

1. All recitals above are true, correct, and incorporated herein.

2. Section 1 Consideration and Compensation amended to read as follows:

As additional consideration, City agrees to pay CONSULTANT amount of $35,330 for CONSULTANT’s services, unless otherwise specified by written amendment to this Agreement. The total not to exceed amount for the Agreement shall be $90,000 (the original $54,670 plus this additional $35,330).

Except as above modified, in all other respects the Agreement is hereby reaffirmed in full force and effect.

CITY OF HERMOSA BEACH CONSULTANT
________________________________ _______________________________ Raymond Jackson, Mayor John M. Cruikshank Inc. DBA JMC2 ATTEST:
________________________________ _______________________________ Myra Maravilla, City Clerk Taxpayer ID No.

APPROVED AS TO FORM:
____________________________________
Patrick Donegan, City Attorney
207

AWARD OF CONSTRUCTION

CONTRACT TO JILK, AND

CONTRACT AMENDMENTS TO
JMC2 AND GHD, FOR PIER

STUCTURAL AND ELECTRICAL

REPAIRS
FEBRUARY 27, 2023
208
Background
FY 2022-23 CIP includes three projects focused
on maintaining the safety and utility of the City’s
Municipal Pier:
 CIP 629 Municipal Pier Structural Assessment and
Repairs;
 CIP 660 Municipal Pier Electrical Repairs; and
 CIP 623 Pier Structural Inspection and Evaluation.
209
Background
CIP 629 Structural Assessment and
Repairs
 August 22, 2017 Council approved JMC2
agreement to perform full assessment of
the Pier. Design completed in 2019.
 Since that time, staff identified additional
concrete spalling on piles and pile caps
that were not identified in the October
2017 structural assessment.
 January 11, 2022, Council approved a
professional services agreement with
JMC2 to complete an emergency
inspection.
210
Background
CIP 629 Structural Assessment and Repairs
 Targeted inspection completed in February 2022
and identified new median and high priority
repairs (recommendation to completed within 12
to 18 months).
 Repairs incorporated into the design, which now
includes repair of 29 concrete piles, 11 concrete
pile caps, repair of the lifeguard storage room
beams and walls under the Pier, and replacement
of wooden top rails on the existing guard rail.
211
Background
CIP 660 Pier Electrical Repairs
 Design and construction of necessary electrical safety and functional improvements (north side of pier
currently does not function).
 Replacement of existing electrical conduit (to restore lighting and enhance reliability of fog horn)
 Replacement of existing light fixtures with new lightemitting diode (LED) light bollards and aluminum light poles along the length of the Pier.
 Design was completed and intended to bid concurrent
with structural repairs
212
Background
Permitting
 On March 21, 2022, the City Manager approved Professional Services Agreement with GHD to assist with expediting
permits from the California Coastal Commission and the US Army Corp of Engineers.
 GHD was selected based on prior expertise working with these agencies
 Permits received:
 Coastal Development Permit (CDP) from the California Coastal Commission on November 23, 2022
 Nation Wide Permit from the US Army Corp of Engineers on November 25,2022.
213
Background
Funding
 November 29, 2022, City Council approved staff to file a project application for $2,300,00 in Specified Grant funding from the State Department of Parks and Recreation.
 Funds appropriated from the State General Fund through Assembly Bill 178 (Ting), the Budget Act of 2022, allocated by the Department of Parks and Recreation.
 $2,250,000 in project funds originally identified in the FY 2022-23 CIP for the 3 pier projects were then released back to the fund balances of the original funding sources. Due to increased actual construction costs, a portion ($1,300,000) will need to be restored.
214
Background
CIP 623- New Pier Structural Inspection and
Evaluation
 FY 22-2023 CIP budgeted $300,000 to conduct a
full structural inspection of the municipal pier.
 Required every 5-7 years.
 New inspection to occur concurrent with the
structural and electrical repairs
215
Background
Construction Advertisement
 Structural (CIP 629) and Electrical
(CIP 660) Repairs advertised as
combined project
216
Analysis
Advertised Project (RFQ), December 8, 2022
– PlanetBids
– Easy Reader
– City website
Received 2 bids on January 18, 2023
Bidder Bid Amount
Jilk Heavy Construction, Inc. $2,243,263
GMZ Engineer $3,520,060
217
Analysis
Staff found apparent low bidder, Jilk
Heavy Construction to be responsible and
responsive
Bid documents in order, license in good
standing
Strong references similar work, numerous Piers
(City of SanClemente 2020, City of Seal
Beach 2019,and regular maintenance Port of
Long Beach past14 years)
218
Analysis
Staff seeking approval for amendment JMC2’s
agreement to provide continued structural design
and construction inspection support services.
City staff would provide construction
management with additional support provided by
on-call engineer for electrical inspection.
Staff seeking amendment to GHD agreement to
assist with permit coordination as necessary.
219
Analysis
Construction impacts:
 Anticipated March – May pending
contractors’ schedule and
availability of materials. Work likely in
the fall.
 Coastal Permit requires construction
outside of the peak summer season.
 Pier to remain open throughout
construction, with partial closures of
the Pier.
 Full closure may apply due to
extreme weather conditions or
specific construction activities.
220
City of Hermosa Beach
Staff Report
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Staff Report
REPORT 23-0071
Honorable Mayor and Members of the Hermosa Beach City Council Special Meeting of February 27, 2023

AWARD OF PROFESSIONAL SERVICES AGREEMENTS

FOR ON-CALL CIVIL ENGINEERING SERVICES
(Public Works Director Joe SanClemente)
Recommended Action:

Staff recommends City Council:

4. Award a contract for on-call civil engineering services to Michael Baker International at a notto-exceed amount of $1,000,000 for a term of five years ending February 28, 2028, with an option to allow the City Manager to extend up to one year (Attachment 11);

6. Authorize the Mayor to execute and the City Clerk to attest the proposed agreements subject to approval by the City Attorney.

Executive Summary:

The City of Hermosa Beach employs third-party experts to assist with design of Capital Improvement Projects (CIPs) and to provide as needed engineering services, allowing Public Works to expedite the CIP design process; utilize staff time efficiently; and call upon subject matter experts when unanticipated issues arise.

Following a competitive Request for Qualifications (RFQ) process, staff recommends City Council award on-call civil engineering services agreements to KOA Corporation; Psomas; John M.

Cruikshank Consulting, Inc.; Michael Baker International; and Kimley-Horn & Associates, Inc., each City of Hermosa Beach Page 1 of 9 Printed on 3/25/2024
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Cruikshank Consulting, Inc.; Michael Baker International; and Kimley-Horn & Associates, Inc., each at a not-to-exceed amount of $1,000,000 and a term of five years ending February 28, 2028. Staff also recommends approval of an option to allow the City Manager to extend each up to one additional year.

Background:

The City relies on the assistance of third-party professional services to design CIPs and support staff with specialized expertise as needed. The City has a longstanding practice of hiring outside engineering design experts based on Requests for Proposals (RFP) to augment finite staff resources.

The RFP process consumes a significant amount of time as staff engages in the RFP initiation, bidding, award, and execution process each time the City needs design services. Each RFP issued takes months to process, from drafting the RFP to execution of award and then only covers a limited scope of services. With more than 50 projects on the FY 2022-23 CIP, the more traditional procurement process would take considerable time and add delay to the delivery of these projects.

Given the aim toward implementation of business process improvements, staff seized the opportunity in 2019 to re-envision the City’s approach to obtaining routine services.

A team from Public Works collaborated on the development of a Request for Qualifications (RFQ) to meet the needs of the City and the community. The RFQ approach, which includes a formal competitive bidding and advertisement process, provides the City with a list of pre-qualified professional to serve on the “bench” for the coming five years without the need to go out for an RFP each time a routine service is needed. The RFQ approach improves efficiency and expedites commencement of work and project delivery. Similarly, staff followed the same approach issuing a Request for Proposals (RFP) to begin work immediately and secure a bench of on-call civil engineers.

The previous on-call agreements for civil engineering services were awarded by Council at its December 17, 2019 meeting and expired on December 17, 2022.

Past Council Actions
Meeting Date Description
December 17, 2019 City Council award of on-call civil engineering contracts to CWE, Onward Engineering, and Quantum Quality
Consulting
Analysis:

On January 5, 2023, the City issued RFQ 23-001 (Attachment 1) inviting experienced and highly qualified firms to submit qualifications for civil engineering services through a competitive process.

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qualified firms to submit qualifications for civil engineering services through a competitive process.

The RFQ was advertised in the Easy Reader, on the City’s website, and on the City’s online bidding platform, Planet Bids. On February 1, 2023, a total of 20 statements of qualification (SOQs) were received in response to the RFQ.

To address the broader expertise and experience needed to assist the City with delivering its CIP and other needs as they arise, staff required each firm to assemble a team capable of performing, at a minimum, the following scope of work:
· Design of various Capital Improvement Projects (CIPs) in support of the Public Works Department (i.e., plans, specifications, cost estimates, permits, supporting analysis, coordination, etc.);
· Structural inspection and design, including but not limited to the municipal pier (above and below water), parking structures, buildings, and retaining walls, etc.; · Design of roadway resurfacing projects including sidewalk improvements and curb ramps to current accessibility standards, pedestrian safety improvements, enhanced signage and markings, traffic signal modifications, etc.;
· Utility infrastructure analysis and design (e.g., storm drains and sewer); · Land Surveying (e.g., design level survey, right-of-way investigations, map/easement and legal description preparation, etc.);
· Geotechnical Engineering (e.g., soils report, slope stability, retaining walls, etc.); · Electrical engineering for evaluation and design of street and park lighting, etc.; · Construction Support services including, but not limited to, attending construction meetings, responding to requests for information, inspection, reviewing contract submittals, and evaluating design changes during construction;
· Agency and Permit Coordination in support of the design and approval of City CIP projects and other maintenance needs (i.e., Caltrans coordination and permits, California Coastal Commission, Los Angeles County, etc.); and
· Assistance with development of engineering design standards, guidelines, and procedures in support of the Public Works Department.

The proposing firms are listed below in alphabetical order:
· Breen Design Group;
· CR Associates;
· CWE;
· EEC Environmental;
· IDS Group, Inc.;
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· IMEG Corporation;
· JMDiaz, Inc.;
· John M. Cruikshank Consultants, Inc.;
· Kimley-Horn and Associates, Inc.;
· KOA Corporations;
· M6 Consulting;
· Michael Baker International;
· Minagar & Associates;
· NV5;
· OJI Califico Consortium;
· Onward Engineering;
· PacRim Engineering, Inc.;
· Psomas;
· Quantum Quality Consulting, Inc.; and
· Stantec Consulting Services Inc.

The proposals were independently evaluated in detail by a staff review panel and scored based on the following weighted criteria:
· Approach and Methods (40 percent)
o Demonstration of the team’s ability to be responsive to the City’s needs and provide a high level of customer service.
o Evidence of the team’s ability to successfully deliver project tasks and deliverables, within the identified project budget and minimize cost overruns. o Evidence of the team’s ability to work collaboratively with other members of a multidisciplinary team in a complex and dynamic working environment. o Demonstration of the team’s commitment to accurate and superior work products and services as detailed in the project management plan.
o A well thought-out and tailored approach to as-needed work that responds to the City’s particular issues and needs.
o Incorporation of innovative and/or creative approaches for providing the services that will maximize efficient, cost-effective operations or increased performance capabilities. · Relevant Experience and Expertise (40 percent)
o The team’s ability to dedicate a strong contract manager, knowledge with the needs of a Public Works Department, that will serve as a single point of contact for the duration City of Hermosa Beach Page 4 of 9 Printed on 3/25/2024
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of the project.
o Recent experience providing similar services for other jurisdictions. o Familiarity and experience with applicable industry standards and any relevant federal, state, or local requirements.
o The depth and appropriateness of experience of individual members of the technical team as they relate to the specific technical tasks called for by the project. o The team’s experience and ability to clearly communicate technical concepts and terminology with the community.
· Administration (20 percent)
o Billing rates and ability to comply with the timeline, terms, and billing procedures. o The extent and nature of any proposed amendments to the Sample Professional Services Agreement.

The evaluation sought out firms with a proven, responsible, and responsive contract manager to ensure timely execution of all work and with experience in pier design and inspections to assist in an urgently anticipated task order. Staff has learned, through experience, that the success and productivity of an on-call contract depend heavily on the quality of the contract manager. Contract manager attentiveness, thoroughness, and responsiveness were strongly considered as part of the evaluation process.

Based on a comprehensive review, and following interviews with top ranked firms, staff recommends award of contract for on-call civil engineering services to the top five ranking firms including: KOA Corporation; Psomas; John M. Cruikshank Consulting, Inc.; Michael Baker International; and KimleyHorn & Associates, Inc. (Attachments 2, 3, 4, 5, and 6). Proposals were ranked based on the weighted selection criteria described above. The rankings are as follows:

Ranking Company
1 KOA Corporation
2 Psomas
3 John M. Cruikshank Consulting, Inc.
4 Michael Baker International
5 Kimley-Horn & Associates, Inc.
6 Stantec Consulting Services, Inc.
7 IDS. Group, Inc.
8 JMDiaz, Inc.
9 IMEG Corporation
10 CR Associates
11 M6 Consulting Inc.
12 Od Eii
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g,
4 Michael Baker International
5 Kimley-Horn & Associates, Inc.
6 Stantec Consulting Services, Inc.
7 IDS. Group, Inc.
8 JMDiaz, Inc.
9 IMEG Corporation
10 CR Associates
11 M6 Consulting Inc.
12 Onward Engineering
13 PacRim Engineering, Inc.
14 Quantum Quality Consulting, Inc.
15 EEC Environmental
16 NV5, Inc.
17 Breen Design Group
18 CWE
19 Minagar and Associates, Inc.
20 OJI Califco Consortium, Inc.

The top five firms demonstrated the greatest understanding of the City’s needs, ability to dedicate a strong contract manager to ensure a high level of service, and the ability to provide the necessary breadth of expertise for on-call civil engineering services to help the City successfully complete CIPs and other work as needed.

If approved, on-call civil engineering services would immediately begin with the five recommended firms. The City previously relied on three on-call civil engineering firms to fulfill the general civil engineering services to Public Works. However, the current significant CIP workload requires increased on-call services and an expanded breadth of expertise in order to advance projects concurrently and ensure strong contract management. The proposed contract for each firm includes a not-to-exceed amount of $1,000,000 and a term of five years ending February 28, 2028, with an option to allow the City Manager to extend each up to one additional year.

While the total not-to-exceed amount for all five contracts combined is substantive at $5,000,000, the contracts would be utilized on an as-needed basis over five to six years. On-call agreements do not guarantee any amount of work and offer the City flexibility.

General Plan Consistency:

PLAN Hermosa, the City’s General Plan, was adopted by the City Council in August 2017. The award of contracts to provide on-call civil engineering services to the City is key to the effective and efficient implementation of the Hermosa Beach community vision and supports several goals of the Mobility Element, Parks + Open Space Element, and Infrastructure Element. Relevant Policies are listed below:

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Mobility Element
Goal 3. Public rights-of-way supporting a multimodal and people-oriented transportation system that provides diversity and flexibility on how users choose to be mobile.

Policies:
· 3.1 Enhance public right-of-way. Where right-of-way clearance allows, enhance public rightof-way to improve connectivity for pedestrians, bicyclists, disabled persons, and public transit stops.
· 3.2 Complete pedestrian network. Prioritize investment in designated priority sidewalks to ensure a complete network of sidewalks and pedestrian-friendly amenities that enhances pedestrian safety, access opportunities and connectivity to destinations. · 3.10 Require ADA standards. Required that all public rights-of-way be designed per American with Disabilities Act (ADA) standards by incorporating crosswalks, curb ramps pedestrian signals, and other components to provide ease of access for disabled persons.

Parks + Open Space Element
Goal 1. First class, well maintained, and safe recreational facilities, parks and open spaces.

Policy:
· 1.1 Facility upgrades. Improve and update park and open space facilities on a regular basis.

Goal 6. The coast and its recreational facilities are easily accessible from many locations and by multiple transportation modes.

Policy:
· 6.12 Comprehensive bike and pedestrian network. Prioritize completion of prosed South Bay Bike Master Plan improvements in the Coastal Zone that connect to other bike routes and path throughout the City and to the surrounding region.

Goal 7. The beach offers high quality recreational opportunities and amenities desired by the community.

Policy:
· 7.2 Amenity Upkeep. Continue to update, replace, and add new public restrooms, water fountains, and other City-maintained beach facilities on an ongoing basis.

Infrastructure Element
Goal 2. Roadway infrastructure maintenance supports convenient, attractive, and complete streets and associated amenities.

Policy:
· 2.4 Sidewalk improvements. Consider innovative funding strategies, such as cost-sharing, City of Hermosa Beach Page 7 of 9 Printed on 3/25/2024
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· 2.4 Sidewalk improvements. Consider innovative funding strategies, such as cost-sharing, ADA accessibility grants, or sidewalk dedications, to improve the overall condition, safety, and accessibility of sidewalks.

Goal 3. Adequate water supplies from diverse sources provide for the needs of current and future residents, businesses, and visitors.

Policy:
· 3.6 Water infrastructure. Support the development of water storage, recycling, greywater treatment, and necessary transmission facilities to meet necessary water demand.

Goal 4. The sewer system infrastructure is modernized and resilient.

Policy:
· 4.5 Sewer system rehabilitation. Implement the rehabilitation projects recommended in the Sanitary Sewer Master Plan.

Goal 5. The stormwater management system is safe, and environmentally and fiscally sustainable.

Policies:
· 5.6 Stormwater system repairs. Ensure that stormwater system repairs are included in maintenance plans for other City infrastructure and that repairs and maintenance are completed in a timely manner to prevent additional repair cost. · 5.9 Evaluate and retrofit. Evaluate existing systems and retrofit to meet current standards and infiltration best practices.

Fiscal Impact:

Funds for the on-call civil engineering services are budgeted in the Capital Improvement Projects Budget for specific projects or in the Public Works Administration Contract Services Account for other as needed work. The Fiscal Year 2022-23 Budget includes $100,000 in Public Works Administration for ongoing professional services.

Agreement Request
Total Request
Amount
FY 2022-23 Budget Dept. Account # Total Contract
Amount
$5,000,000 Various CIPs XXX-8XXX-4201, Public Works
Administration 001-4202-4201
$5,000,000
Attachments:

1. RFP 23-001
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2. KOA Corporation Proposal

3. Psomas Proposal

4. John M. Cruikshank Consulting, Inc. Proposal

5. Michael Baker International Proposal

6. Kimley-Horn & Associates, Inc. Proposal

7. December 17, 2019 City Council Report

8. Proposed Agreement with KOA Corporation

9. Proposed Agreement with Psomas

10. Proposed Agreement with John M. Cruikshank Consulting, Inc.

11. Proposed Agreement with Michael Baker International

12. Proposed Agreement with Kimley-Horn & Associates, Inc.

Respectfully Submitted by: George Hernandez, Assistant Engineer Concur: Stephanie Holst, Senior Engineer
Concur: Joe SanClemente, Public Works Director
Noted for Fiscal Impact: Viki Copeland, Finance Director Legal Review: Patrick Donegan, City Attorney
Approved: Suja Lowenthal, City Manager
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REQUEST FOR QUALIFICATIONS (RFQ) NO. 23-001

ON-CALL CIVIL ENGINEERING SERVICES

IN THE CITY OF HERMOSA BEACH, CALIFORNIA

CITY OF HERMOSA BEACH
Department of Public Works
1315 Valley Drive
Hermosa Beach, CA 90254
(310) 318-0210
230
RFQ 23-001 City of Hermosa Beach

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Hermosa Beach City CouncilFebruary 27, 2023

Hermosa Beach City Council
February 27, 2023