CITY COUNCIL MEETING AGENDA
February 24, 2026 Page 1 of 6
CITY OF
HUNTINGTON PARK
City Council
Regular Meeting
Agenda
Tuesday, February 24, 2026
6:00 p.m.
City Hall Council Chambers
6550 Miles Avenue, Huntington Park, CA 90255
Eduardo “Eddie Martinez
Mayor
Jonathan A. Sanabria Arturo Flores
Vice Mayor Council Member
Karina Macias Nancy Martiz
Council Member Council Member
All agenda items and reports are available for review in the City Clerk’s Office and www.hpca.gov.Any writings or documents provided to a majority of the City Council regarding any item on this agenda (other than writings legally exempt from public disclosure) will be made available for public inspection in the Office of the City Clerk located at 6550 Miles Avenue, Huntington Park, California 90255 during regular business hours, 7:00 a.m. to 5:30 p.m., Monday – Thursday, and at the City Hall Council Chambers during themeeting.
Any person who requires a disability-related modification or accommodation, including auxiliary aids or services, in order to participate in the public meeting may request such modification, accommodation, aid or service by contacting the City Clerk’s Office either in person at 6550 Miles Avenue, Huntington Park, California or by telephone at (323) 584-6230.
Notification in advance of the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
PLEASE SILENCE ALL CELL PHONES AND OTHER ELECTRONIC
EQUIPMENT WHILE COUNCIL IS IN SESSION. Thank you.
PLEASE NOTE--The numerical order of items on this agenda is for convenience of reference.
Items may be taken out of order upon request of the Mayor or Members of the City Council.
Members of the City Council and the public are reminded that they must preserve order and
CITY COUNCIL MEETING AGENDA
February 24, 2026 Page 2 of 6
decorum throughout the Meeting. In that regard, Members of the City Council and the public are advised that any delay or disruption in the proceedings or a refusal to obey the orders of the City Council or the presiding officer constitutes a violation of these rules. • The conduct of City Council meetings is governed by the portion of the California Government Code commonly known as the "Brown Act" and by the Huntington Park City Council Meeting Rules of Procedure.
• The City Council meeting is for conducting the City's business, and members of the audience must obey the rules of decorum set forth by law. This means that each speaker will be permitted to speak for three minutes to address items that are listed on the City Council agenda or topics which are within the jurisdictional authority of the City.
• No profanity, personal attacks, booing, cheering, applauding or other conduct disruptive to the meeting will be permitted. Any person not adhering to the Rules of Procedure or conduct authorized by the Brown Act may be asked to leave the Council Chambers.
• All comments directed to the City Council or to any member of the City Council must be directed to the Mayor (or Chairperson if Mayor is absent).
We ask that you please respect the business nature of this meeting and the order required for the proceedings conducted in the Council Chambers.
PUBLIC COMMENT
For both open and closed session, each speaker will be limited to three minutes per Huntington Park Municipal Code Section 2-1.207. Time limits may not be shared with other speakers and may not accumulate from one period of public comment to another or from one meeting to another. This is the only opportunity for public input except for scheduled public hearing items.
All comments or queries shall be addressed to the Council as a body and not to any specific member thereof. Pursuant to Government Code Section 54954.2(a)(2), the Ralph M. Brown Act, no action or discussion by the City Council shall be undertaken on any item not appearing on the posted agenda, except to briefly provide information, ask for clarification, provide direction to staff, or schedule a matter for a future meeting.
ONLINE PARTICIPATION VIA ZOOM
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CITY COUNCIL MEETING AGENDA
February 24, 2026 Page 3 of 6
International numbers available: https://us06web.zoom.us/u/kcnasg1Bp
ADDITIONS/DELETIONS TO AGENDA
Items of business may be added to the agenda upon a motion adopted by a minimum twothirds vote finding that there is a need to take immediate action and that the need for action came to the attention of the City or Agency subsequent to the agenda being posted. Items may be deleted from the agenda upon the request of staff or Council.
IMPORTANT NOTICE
The City of Huntington Park shows replays of City Council Meetings on Local Access Channel 3 and over the Internet at www.hpca.gov. NOTE: Your attendance at thispublic meeting may result in the recording and broadcast of your image and/or voice.
CALL TO ORDER
INVOCATION
PLEDGE OF ALLEGIANCE
ROLL CALL
Mayor Eduardo “Eddie” Martinez
Vice Mayor Jonathan A. Sanabria
Council Member Arturo Flores
Council Member Karina Macias
Council Member Nancy Martiz
COMMUNITY PRESENTATION(S) AND ANNOUNCEMENTS
1. RECOGNITION OF LITTLE DRIBBLERS PROGRAM COACHES &
VOLUNTEERS
2. PRESENTATION BY LOS ANGELES CENTER FOR ALCOHOL & DRUG ABUSE
3. RECOGNITION OF HOLIDAY PARADE SPONSORS
PUBLIC COMMENT
Pursuant to Government Code Section 54954.3(a) Members of the public will have an opportunity to address the City Council on items listed on this agenda. For items on this agenda each speaker will be limited to three minutes per Huntington Park Municipal Code Section 2-1.207. Time limits may not be shared with other speakers and may not accumulate from one period of public comment to another or from one meeting to another.
STAFF RESPONSE
CITY COUNCIL MEETING AGENDA
February 24, 2026 Page 4 of 6
CONSENT CALENDAR
All matters listed under the Consent Calendar are considered routine and will be enacted by one motion. There will be no separate discussion of these items prior to the time the Council votes on the motion unless members of the Council, staff, or the public request specific items to be discussed and/or removed from the Consent Calendar for separate action.
CITY CLERK
1. CITY COUNCIL MEETING MINUTES
IT IS RECOMMENDED THAT CITY COUNCIL:
Approve Minute(s) of the following City Council Meeting(s):
1. Regular City Council Meeting held February 10, 2026
FINANCE
2. WARRANT REGISTERS
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Approve Accounts Payable and Payroll Warrant(s) dated February 19, 2026
CITY MANAGER
3. SECOND READING OF ORDINANCE 2026-04 AMENDING TITLE 2, CHAPTER 9,
TITLED MUNICIPAL ELECTIONS, OF THE HUNTINGTON PARK MUNICIPAL CODE
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Conduct the second reading of Ordinance 2026-04 amending Title 2, Chapter 9 ofthe Huntington Park Municipal Code and adopt the ordinance by title, waiving fullreading.
COMMUNITY DEVELOPMENT
4. AMENDMENT NO. 1 TO THE CONTRACT WITH 3Di SYSTEMS INC TO
CONTINUE TO PROVIDE SOFTWARE SERVICES FOR RENT
STABILIZATION PROGRAM
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Approve Amendment No. 1 with 3Di Systems, Inc., to extend the software services for the Rent Stabilization Program for one (1) year and amending the contract amount in the amount of $79,380; and
2. Authorize the City Manager to Execute the Final Terms of the Contracts
CITY COUNCIL MEETING AGENDA
February 24, 2026 Page 5 of 6
END OF CONSENT CALENDAR
PUBLIC HEARING(S)
None
STUDY SESSION
None
ORDINANCES AND RESOLUTIONS
CITY MANANGER
1. INTRODUCTION AND FIRST READING OF ORDINANCE 2026-05 AMENDING ARTICLE 4, CHAPTER 2, TITLE 4 OF THE HUNTINGTONPARK MUNICIPAL
CODE TITLED MANDATORY ORGANIC WASTE DISPOSAL
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Introduce for first reading and waive full reading of Ordinance 2026-05 amending Article 4, Chapter 2, Title 4 of the Huntington Park Municipal Code.
CITY CLERK
2. CONSIDERATION AND ADOPTION OF RESOLUTION AND RETENTION
SCHEDULES
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Adopt a Resolution and Records Retention Schedules.
REPORTS AND INFORMATIONAL ITEMS
CITY CLERK
1. TAKE FROM THE TABLE THE POLICE TOWING SERVICES ITEM; DISCUSS AND PROVIDE DIRECTION; AND TAKE ACTION AS APPROPRIATE
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Take the item from the table and consider it at the March 10, 2026 City Council meeting; and
2. Discuss and provide direction and take action, as appropriate, regarding police towing services.
END OF REPORTS AND INFORMATIONAL ITEMS
CITY COUNCIL MEETING AGENDA
February 24, 2026 Page 6 of 6
DEPARTMENTAL REPORTS
COUNCIL COMMUNICATIONS
Council Member Nancy Martiz
Council Member Karina Macias
Council Member Arturo Flores
Vice Mayor Jonathan A. Sanabria
Mayor Eduardo “Eddie” Martinez
CLOSED SESSION
CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION
Government Code § 54956.9(d)(2) and (e)(1)
ADJOURNMENT
The City of Huntington Park City Council will adjourn the meeting to a Regular Meeting on Tuesday, March 10, 2026 at 6:00 P.M.
I, Eduardo Sarmiento, hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted at City of Huntington Park City Hall and made available at www.hpca.gov not less than 72 hours prior to the meeting. Dated this 19th day of February 2026.
Eduardo Sarmiento, City Clerk
CONSENT CALENDAR
ITEM 1
Tuesday Meeting of the
City of Huntington Park City Council
Tuesday, January 13, 2026
The regular meeting of the City Council of the City of Huntington Park, California was called to order at 6:05 p.m. on Tuesday, January 13, 2026, in the Council Chambers at City Hall, 6550 Miles Avenue, Huntington Park, California; Mayor Arturo Flores presiding.
PRESENT: Council Member(s): Macias, Martiz, Sanabria, Vice Mayor Martinez, and Mayor Flores
ABSENT: None
CITY OFFICIALS/STAFF: City Manager Ricardo Reyes; Eduardo Sarmiento City Clerk; Louis Morales Interim Community Development Director; Cosme Lozano Chief of Police; Jeff Jones Finance Director, Gerardo “Gerry” Lopez Public Works Director, Cynthia Norzagaray Parks and Recreation Director; Andrew Sarega City Attorney.
INVOCATION
Invocation led by Mayor Flores
PLEDGE OF ALLEGIANCE
Pledge of Allegiance led by Vice Mayor Martinez.
PRESENTATION(S)
1. ANNUAL HOLIDAY DECORATION AWARD WINNERS RECOGNITION
2. ANNUAL HOLIDAY PARADE SPONSOR RECOGNITIONS
PUBLIC COMMENTS
The following people/ person provided public content:
1. Yesenia Soria
2. Rodolfo Cruz
3. Dr. David Sanchez
4. Alma Felan- Mother of Ana Rodriguez
5. Felipe Cardona Reyes
6. Mike Cordona
7. Mike Welsh
8. Martin Nunez
9. Walt Rodriguez
10.Valentin Amezquita
11.Boldomero Capiz- Spoke about Ice raids in Downey
12.Carlosca- Apoke on Positive effect of switching to districts. Cheaper for the individual to run.
PUBLIC COMMENTS- VIA ZOOM
The following people/ person provided public content via zoom:
1. Mario Doe
6:20pm:
Mayor Flores stated the following:
Over the past year the City of Huntington Park has endured extraordinary strain. Our community has witnessed City Hall raids, corruption investigations, intense federal security and immigration enforcement actions that has spread fear among families simply trying to live and work in peace. These events have tested public the trust and placed immense pressure on our city. Through it all my purpose has been clear, to stand with our residents. When others hesitated, I spoke, when it was uncomfortable, I acted, I fought for the most vulnerable because leadership demands courage. And as mayor that responsibility was not optional. As a military veteran, I know that real fights require discipline, clarity, and accountability. I accepted this role believing we could help Huntington Park turn the page and move forward from past scandals. I believe we could rebuild integrity and restore confidence in this institution. But I have also learned that real reform is difficult. When systems resist transparency, and when narratives are being manipulated. At the same time, those same powers are now attempting a recall effort that threatens to further divide our community and distract from the work our residents need done. Defending against a recall is not a side issue, but a serious fight that requires full attention, independence, and focus. For that reason, I am resigning as mayor effective immediately. This decision is not a retreat it is strategic choice. Stepping aside from Mayors chair, allows me to focus on defending against a recall, setting the record straight, and continue to advocate for the residents of Huntington Park without constraints of ceremonial or internal obstruction. I pass the gavel to Vice Mayor and wish him strength and clarity in his role. He understands the weight of the chair and the pressures that come with it. Let me be clear. I am not stepping away from my city or my people. I am stepping into the next phase of the fight one grounded in truth, accountability, and transparency. I remain committed to that work, now with full focus and resolve. With that being said, Vice Mayor the chair is yours.
Vice Mayor Martinez became the chair of the City Council meeting. Mayor Flores becomes councilmember Flores.
CONSENT CALENDAR
CITY CLERK
1. CITY COUNCIL MEETING MINUTES
IT IS RECOMMENDED THAT CITY COUNCIL:
Approve Minute(s) of the following City Council Meeting(s):
1. Special City Council Meeting held December 23, 2025
FINANCE
2. WARRANT REGISTERS
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Approve Accounts Payable and Payroll Warrant(s) dated January 7, 2026 MOTION: Councilmember Sanabria motioned to approve the consent calendar.
The motion was seconded by Councilmember Martiz.
Councilmember Macias abstained from voting for the motion. The motion was carried by majority vote.
AYES: Council Member(s): Martiz, Sanabria, Flores, and Vice Mayor Martinez
NOES: Council Member(s): None
ABSTAIN: Council Member(s): Macias
END OF CONSENT CALENDAR
PUBLIC HEARING(S)
CITY MANANGER
1. PUBLIC HEARING – PRESENTATION OF THE SECOND SET OF DRAFT MAPS
FOR THE TRANSITION TO A BY-DISTRICT ELECTION SYSTEM AND
CONSIDERATION OF A RESOLUTION TRANSITIONING FROM AN AT-LARGE
ELECTION SYSTEM TO A BY-DISTRICT ELECTION SYSTEM
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Conduct a public hearing regarding the second round of draft maps that have been submitted for consideration; and
2. Solicit input from the community regarding the draft maps that have been submitted; and
3. Select a map from the submitted entries; and
4. Approve Resolution 2026-01 adopting by-district elections.
Public Hearing Opened: 7:22pm
1. Rodolfo Cruz
2. Maria Covarubias
3. Valentin Amezquita
Public Hearing Closed: 7:35pm
MOTION: Councilmember Sanabria motioned to move deadline for map submission to 1/16/2026. The motion was seconded by
Councilmember Flores. The motion was carried by unanimous consent.
AYES: Council Member(s): Macias, Martiz, Sanabria, Flores, and Vice Mayor Martinez.
NOES: Council Member(s): None
ABSTAIN: Council Member(s): None
COMMUNITY DEVELOPMENT
2. CONSIDERATION OF A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HUNTINGTON PARK ESTABLISHING NEW REGISTRATION FEES FOR
RENTAL UNITS PURSUANT TO THE CITY’S RENT STABILIZATION AND
TENANT EVICTION PROTECTIONS ORDINANCE
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Conduct a public hearing and take public testimony regarding a Resolution establishing new registration fees for rental units pursuant to the City’s Rent Stabilization and Tenant Eviction Protections Ordinance and take public testimony; and
2. Adopt a Resolution establishing new registration fees for rental units pursuant to the City’s Rent Stabilization and Tenant Eviction Protections Ordinance.
Public Hearing Opened: 8:03pm
1. Valentin Amezquita
2. Carlos Cordova
3. Rodolfo Cruz
4. John Doe
5. John Doe
6. Maria Corvarubias
7. Jane Doe
Public Hearing Closed: 8:24pm
MOTION: Councilmember Flores motioned to adopt a resolution establishing new registration fees for rental units pursuant to the City’s Rent Stabilization and Tenant Eviction Protections Ordinance. The motion was seconded by Councilmember Sanabria. Councilmember Macias opposed the motion. The motion was carried by majority vote.
AYES: Council Member(s): Martiz, Sanabria, Flores, and Vice Mayor Martinez
NOES: Council Member(s): Macias
END OF PUBLIC HEARING(S)
VICE MAYOR MARTINEZ motioned for a recess 8:53pm
Returned from recess 9:03pm
ORDINANCES AND RESOLUTIONS
CITY MANANGER
1. CONSIDERATION OF ORDINANCE 2026-01 AMENDING TITLE 2, CHAPTER 9,
TITLED MUNICIPAL ELECTIONS, OF THE HUNTINGTON PARK MUNICIPAL CODE
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Adopt Ordinance 2026-01 amending Title 2, Chapter 9 of the Huntington Park Municipal Code.
MOTION: Councilmember Sanabria motioned Adopt Ordinance 2026-01 amending Title 2, Chapter 9 of the Huntington Park Municipal Code.
The motion was seconded by Councilmember Flores. Councilmember Macias opposed the motion.
AYES: Council Member(s): Martiz, Sanabria, Flores, Vice Mayor Martinez.
NOES: Council Member(s): Macias
2. CONSIDERATION OF ORDINANCE 2026-02 AMENDING TITLE 6, CHAPTER 1,
TITLED ANIMALS, INSECTS, AND FOWL, OF THE HUNTINGTON PARK
MUNICIPAL CODE
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Adopt Ordinance 2026-02 amending Title 6, Chapter 1 of the Huntington Park Municipal Code.
MOTION: Councilmember Flores motioned to Adopt Ordinance 2026-02 amending Title 6, Chapter 1 of the Huntington Park Municipal Code.
The motion was seconded by Councilmember Martiz. The motion was carried by unanimous consent.
AYES: Council Member(s): Macias, Martiz, Sanabria, Flores, and Vice Mayor Martinez.
NOES: Council Member(s):
3. CONSIDERATION OF ORDINANCE 2026-03 AMENDING TITLE 3, CHAPTER 1, ARTICLE 18 TITLED PEDDLERS AND SIDEWALK VENDORS, OF THE
HUNTINGTON PARK MUNICIPAL CODE
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Adopt Ordinance 2026-03 amending Title 3, Chapter 1, Article 18 of the Huntington Park Municipal Code.
MOTION: Councilmember Flores motioned to Adopt Ordinance 2026-02 amending Title 6, Chapter 1 of the Huntington Park Municipal Code.
The motion was seconded by Councilmember Martiz. The motion was carried by unanimous consent.
AYES: Council Member(s): Macias, Martiz, Sanabria, Flores, and Vice Mayor Martinez.
NOES: Council Member(s): None
END OF ORDINANCES AND RESOLUTIONS
STUDY SESSION
1. None
END OF STUDY SESSION
REPORTS AND INFORMATIONAL ITEMS
POLICE DEPARTMENT
1. TRANSPARENT REVIEW OF UNJUST TRANSFERS AND HOLDS (TRUTH) ACT
COMMUNITY FORUM
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Pursuant to Government Code section 7283.1, present this item as a Community Form to inform members of the public of access to individuals granted to Immigration and Customs Enforcement agency by the Huntington Park Police Department during calendar year 2024; and
2. Receive and file this report.
MOTION: Receive and File. No need to vote.
2. CONSIDERATION AND APPROVAL TO REJECT THE SOLE PROPOSAL FOR
POLICE TOWING SERVICES AND AUTHORIZE THE READVERTISEMENT OF
THE REQUEST FOR PROPOSAL (RFP)
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Reject the sole proposal received in response to the RFP for Police Towing Services; and
2. Authorize staff to readvertise the RFP through the PlanetBids platform to attract additional qualified vendors and promote competitive bidding.
MOTION: Vice Mayor Martinez recused himself for this item. Vice Mayor Martinez motioned to have Councilmember Sanabria chair the meeting for this item.
MOTION #1: Councilmember Martiz motioned to reject the sole proposal received in response to the RFP for Police Towing Services, and Authorize staff to readvertise the RFP through the Planet Bids platform to attract additional qualified vendors and promote competitive bidding. The motion was seconded by Councilmember Sanabria. The motion dies.
AYES: Council Member(s): Martiz, and Sanabria
NOES: Council Member(s): Macias, and Flores
ABSTAIN: Vice Mayor Martinez
MOTION #2: Councilmember Flores motioned to award to sole bidder Mr. C’s & City Manager to execute the contract. The motion was seconded by Councilmember Macias. The motion dies.
AYES: Council Member(s): Macias, and Flores
NOES: Council Member(s): Martiz, and Sanabria
ABSTAIN: Vice Mayor Martinez
MOTION #3: Councilmember Sanabria motioned to continue this Item at the next City Council Meeting on 1/27/2026. The motion was seconded by Councilmember Martiz. The motion was carried by unanimous consent.
AYES: Council Member(s): Macias, Martiz, Sanabria, and Flores NOES: Council Member(s): None
ABSTAIN: Vice Mayor Martinez
3. CONSIDERATION AND APPROVAL TO ACCEPT REIMBURSABLE GRANT FUNDING IN THE AMOUNT OF $140,000 FROM THE STATE HOMELAND SECURITY PROGRAM (SHSP) GRANT YEAR 2023, AND TO APPROVE THE
SUBRECIPIENT AGREEMENT BETWEEN THE COUNTY OF LOS ANGELES
AND THE CITY OF HUNTINGTON PARK, INCLUDING AUTHORIZATION TO
UTILIZE THESE FUNDS FOR THE PURCHASE OF A SPECIALIZED
EMERGENCY MANAGEMENT VEHICLE AND PORTABLE ANTI-VEHICLE
BARRIERS
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Accept the reimbursable grant funding in the amount of $140,000.00; and
2. Approve a budget appropriation in the amount of $140,000.00 for the purchase of a specialized emergency management vehicle and portable anti-vehicle barriers for the police department; and
3. Authorize the City Manager to be designated as the Grantee Official for the purpose of executing grant objectives, grant agreement, and documentation; and
4. Authorize the Chief of Police to purchase the equipment.
MOTION: Councilmember Sanabria motioned to Approve a budget appropriation in the amount of $140,000.00 for the purchase of a specialized emergency management vehicle and portable anti-vehicle barriers for the police department; and Authorize the City Manager to be designated as the Grantee Official for the purpose of executing grant objectives, grant agreement, and documentation; and Authorize the Chief of Police to purchase the equipment. The motion was seconded by Councilmember Macias. The motion was carried by unanimous consent.
AYES: Council Member(s): Macias, Martiz, Sanabria, Flores, and Vice Mayor Martinez
NOES: Council Member(s): None
COMMUNICATIONS AND COMMUNITY RELATIONS
4. CONSIDERATION AND APPROVAL OF A PROFESSIONAL SERVICES
AGREEMENT WITH THE MERINO GROUP TO PROVIDE CRISIS
COMMUNICATION, AND EMERGENCY RESPONSE SERVICES
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Approve the award of a Professional Services Agreement to the Merino Group to provide crisis communication, and emergency response services; and
2. Authorize the City Manager to negotiate final terms and execute Professional Services Agreement.
MOTION: Councilmember Flores motioned to approve the award of a Professional Services Agreement to the Merino Group to provide crisis communication, and emergency response services; and authorize the City Manager to negotiate final terms and execute Professional Services Agreement. The motion was seconded by Vice Mayor Martinez. Councilmember Macias opposed the motion. The motion was carried by majority vote.
AYES: Council Member(s): Martiz, Sanabria, Flores, and Vice Mayor Martinez
NOES: Council Member(s): Macias
5. CONSIDERATION AND APPROVAL TO AWARD A PROFESSIONAL SERVICES
AGREEMENT TO BLUE ICON COMMUNICATIONS TO PROVIDE PUBLIC
INFORMATION OFFICER, PUBLIC AFFAIRS SUPPORT, AND OUTREACH
STRATEGIC PLANNING SERVICES
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Approve award of a Professional Services Agreement to Blue Icon Communications to provide public information officer, public affairs support, and outreach strategic planning services; and
2. Authorize the City Manager to negotiate final terms and execute professional services agreement.
MOTION: Councilmember Flores motioned to Approve award of a Professional Services Agreement to Blue Icon Communications to provide public information officer, public affairs support, and outreach strategic planning services; and Authorize the City Manager to negotiate final terms and execute professional services agreement. The motion was seconded by Councilmember Sanabria.
Councilmember Macias opposed the motion. The motion passed by majority vote.
AYES: Council Member(s): Martiz, Sanabria, Flores, and Vice Mayor Martinez
NOES: Council Member(s): Macias
6. CONSIDERATION AND DIRECTION TO REPROGRAM COMMUNITY
DEVELOPMENT BLOCK GRANT (CDBG) AND COMMUNITY DEVELOPMENT
BLOCK GRANT CORONAVIRUS RESPONSE (CDBG-CV) FUNDS
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Provide direction on desired uses for unallocated CDBG and CDBG-CV funds; and
2. Authorize staff to begin Substantial Amendment process Councilmember Flores stepped away during the Item.
MOTION: Councilmember Sanabria motioned to Provide direction on desired uses for unallocated CDBG and CDBG-CV funds; and Authorize staff to begin Substantial Amendment process. The motion was seconded by Councilmember Martiz. The motion was seconded by Councilmember Martiz. Councilmember Flores had stepped away from the dias. The motion was carried by majority vote.
AYES: Council Member(s): Macias, Martiz, Sanabria, Flores, and Vice Mayor Martinez
NOES: Council Member(s): None
ABSTAIN: Council Member(s): Flores
7. CONSIDERATION AND AUTHORIZATION TO RELEASE THE FISCAL YEAR (FY) 2026-2027 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND
HOME INVESTMENT PARTNERSHIPS PROGRAM (HOME) NOTICE OF
FUNDING AVAILABILITY (NOFA)
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Authorize City Manager to execute all documents for transmittal of the FY 2026- 2027 NOFA.
MOTION: Councilmember Sanabria motioned to Authorize City Manager to execute all documents for transmittal of the FY 2026-2027 NOFA. The motion was seconded by Councilmember Martiz. Councilmember Flores had stepped away from the dias.
The motion was carried by majority vote.
AYES: Council Member(s): Macias, Martiz, Sanabria, Flores, and Vice Mayor Martinez
NOES: Council Member(s): None
ABSTAIN: Council Member(s): Flores
END OF REPORTS AND INFORMATIONAL ITEMS
DEPARTMENTAL REPORTS
Finance: Happy New Years. No Items to report.
City Manager: Happy New Years!
City Attorney: Happy New Years!
Police: Happy New Years! Nothing to report
Parks and Recreation: We will be having senior food pantry on Thursday 1/15/26 @1pm at HPPC. Happy New Years
Community Development: Happy New Years! Our ongoing Housing Project on 61st and State Street are moving ahead as scheduled. Roof Sheeting and Roof plumbing is already finished. We are moving forward with plumbing and aiming to finish the project by July or August of this year. Also, Pilot Mix Use overlay at North Pacific overlay zone we are looking at the designs now. We are targeting March or April date to go forward with planning commission to ask for the overlay. Aiming to finish both at the same time, so we can show commission and come to council with the project.
Public Works: We have been out in the field doing pothole repairs. We have probably dropped about two tons of asphalt filling in the potholes. We are still on it, continuing doing repairs. Happy New Years!
City Clerk: Happy New Years! We got zoom traffic tonight and will continue with helpful communication with the public.
Communication: Wants to provide translation through zoom. On the 16th it is the deadline for residents to put tree outside their property by valley vista. On the 21st we have out homeless count. We will invite people from round table. They go over certain areas that are more effective. We will have on the 31st another Spay and Neuter event.
We only have a certain number of spots. We have a community cleanup scheduled for January 24th but will be moving back to February 7th. We are having a HP with you research fair on February 19th. We will invite all the nonprofits to be part of the fair to provide information and services to residents.
WRITTEN COMMUNICATIONS
Angelica Garcia- Rivers and Mountains Conservancy (RMC) Mark Medrano- Alliance Building Solutions Concerns
COUNCIL COMMUNICATIONS
Councilmember Martiz: Looks forward to investing more in the parks thank you all and Happy New Year!
Councilmember Macias: Thank you and have a good night!
Councilmember Sanabria: Happy New Year! Merry Christmas! Happy Holidays! We haven’t seen each other for a minute. Thank you to Council Member Flores for all the work he did, and leadership that he showed during the ICE raids and everything that the community has gone through. He stood up when people from other communities did not.
He showed what that kind of leadership could be. City Manager to revitalize commerce on Pacific, commerce changes. People now purchase goods on Amazon. A great thing that communities have done is doing night markets or events to bring people out to those spaces.
Vice Mayor Martinez: Thank you for making sure we’re all here and safe. Wants to properly recognize the Mayor at the next meeting.
CLOSED SESSION
Councilmembers entered closed session @10:52pm.
1. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION
Pursuant to Government Code Section 54956.9(d)(1)
Case Name: Esmerelda Castillo v. City of Huntington Park, et al.
Case No.: 25STCV05179 (Los Angeles County Superior Court – Stanley Mosk Courthouse, Dept. 12)
2. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Government Code § 54956.9(d)(2) and (e)(1)
Four (4) potential matters
CLOSED SESSION REPORT
Council Members met in closed session to discuss existing litigation and anticipated litigation. No reportable action was taken.
ADJOURNMENT
MOTION: Mayor Flores adjourned 11:28pm. The next regular city council meeting is set to be held on Tuesday, January 27, 2026 @6pm.
Respectfully submitted,
Eduardo Sarmiento, City Clerk
ITEM 2
City of Huntington Park
Warrant Register
02/19/2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT 1001990 2/19/2026 4IMPRINT INC 14687482 STAFF UNIFORMS 718.42 1001892 2/19/2026 A+ SMOG & AUTO REPAIR, INC. 38691 REPAIRS ON PW 349 UNIT 85.00 1001893 2/19/2026 AIRESPRING INC. 205100761 CLOUD INTERNET FEB 2026 1,188.97 1001894 2/19/2026 AJ AUTO TECH LLC LAX138-0760 FLEET SUPPLIES 483.34 1001894 2/19/2026 AJ AUTO TECH LLC LAX138-0759 FLEET SUPPLIES 213.11 1001894 2/19/2026 AJ AUTO TECH LLC LAX138-0758 FLEET SUPPLIES 1,507.04 1001895 2/19/2026 ALADDIN LOCK & KEY SERVICE 35779 DUPLICATE KEYS - PW 351.89 1001895 2/19/2026 ALADDIN LOCK & KEY SERVICE 35784 DUPLICATE KEYS - PW 10.00 W2853 2/10/2026 ALAN'S LAWN AND GARDEN CENTER, INC 116968 GASKET FOR UNIT 507 56.56 W2854 2/10/2026 ALL AMERICAN ASPHALT 1023-RF FIRE HYDRANT REFUND 735.17 1001896 2/19/2026 AMAZON.COM SERVICES, INC. VOID VOID VOID 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1MGC-PYGR-4TWV ADMIN OFFICE SUPPLIES 150.03 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1GQW-YYR3-6FVK ADMIN OFFICE SUPPLIES 215.00 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1KXR-LCFD-GHXK ADMIN OFFICE SUPPLIES 255.89 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 19YK-T1CH-4P3W FINANCE OFFICE SUPPLIES 199.69 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1NVW-F9CK-KY6P COMM DEV. OFFICE SUPPLIES 143.64 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1CNX-FMMR-WDDP OFFICE SUPPLIES 423.59 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1YG7-WVQ7-VP4F CULTURAL ARTS SUPPLIES 88.23 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1C3W-YD1P-74P4 AFTER SCHOOL SUPPLIES 887.87 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1FH7-696T-LT44 PROGRAM SUPPLIES 80.07 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1N69-L7N9-4WY6 PROGRAM SUPPLIES 449.71 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1CKT-K4JL-94W3 PROGRAM SUPPLIES 131.48 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1NVL-TRJM-KWGM PROGRAM SUPPLIES 36.44 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1QVQ-JWX7-G6PT PROGRAM SUPPLIES 100.76 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1FKP-PJYF-PHDJ PROGRAM SUPPLIES 752.17 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1DG9-RCD6-CCRY PROGRAM SUPPLIES 54.00 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1FP3-MWYJ-6GCN PROGRAM SUPPLIES 949.36 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1H66-1DH4-JC1V PROGRAM SUPPLIES 92.78 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 11KY-WDGX-Q11T PROGRAM SUPPLIES 803.51 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 13MN-7FPC-VLYJ PROGRAM SUPPLIES 740.08 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1V1J-TFRP-GL7X PROGRAM SUPPLIES 139.17 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1TT9-7JF3-JN1F PROGRAM SUPPLIES 41.97 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1YHF-X3GR-4NYQ ADMINISTRATION SUPPLIES 137.35 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1YHF-X3GR-4NYQ PD SUPPLIES 384.53 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1YHF-X3GR-4NYQ PD SUPPLIES 40.22 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1N7K-KH9Q-C6PY PD SUPPLIES 546.27 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1N7K-KH9Q-C6PY PD SUPPLIES 19.88 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1N7K-KH9Q-C6PY ADMINISTRATION SUPPLIES 57.65 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1H37-G9L3-3LJP P PW SUPPLIES 1,666.35 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 19YK-T1CH-4VW1 PW SUPPLIES 125.47 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1YYR-LMXQ-69VW PW SUPPLIES 314.19 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 14HT-D3HD-3KG9 PW SUPPLIES 398.37 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 1NVW-F9CK-KY6P IT SUPPLIES CITYWIDE 3,311.50 1001897 2/19/2026 AMAZON.COM SERVICES, INC. 19YK-T1CH-4P3W IT SUPPLIES CITYWIDE 364.58 W2878 2/12/2026 ANEEN CONSTRUCTION, INC 1 SB1 STREET ENHANCEMENT 564,702.80 W2901 2/12/2026 ARKATYPE INC 10718 EOC BUILDOUT START 17,199.20
City of Huntington Park
Warrant Register
02/19/2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT 1001898 2/19/2026 ARROYO BACKGROUND INVESTIGATIONS 3852 BACKGROUND INVESTIGATIONS 1,500.00 1001898 2/19/2026 ARROYO BACKGROUND INVESTIGATIONS 3866 BACKGROUND INVESTIGATIONS 1,500.00 1001899 2/19/2026 AT&T 24705331 MONTHLY SERVICES CAL NET 399.12 1001899 2/19/2026 AT&T 24763651 MONTHLY SERVICES CAL NET 543.66 W9452 2/19/2026 AT&T 254715586FEB INTERNET SERVICES 128.40 W9452 2/19/2026 AT&T 254852700FEB INTERNET SERVICES 128.40 W9452 2/19/2026 AT&T 317316997FEB INTERNET SERVICES 101.65 W9452 2/19/2026 AT&T 254844269FEB INTERNET SERVICES 112.35 W9452 2/19/2026 AT&T 283700443FEB INTERNET SERVICES 117.70 1001900 2/19/2026 AUTO ZONE 4075705533 PD UNIT 886 PARTS 5.90 1001900 2/19/2026 AUTO ZONE 4075705755 PW UNIT 349 PARTS 144.75 1001900 2/19/2026 AUTO ZONE 4075707162 FLEET SUPPLIES 66.19 1001900 2/19/2026 AUTO ZONE 4075707903 PW UNIT 351 PARTS 45.29 1001900 2/19/2026 AUTO ZONE 4075708109 PW UNIT 182 PARTS 84.66 1001900 2/19/2026 AUTO ZONE 4075707473 CREDIT MEMO (563.10) 1001900 2/19/2026 AUTO ZONE 4075707472 PW SUPPLIES 563.10 1001900 2/19/2026 AUTO ZONE 4075714072 PD UNIT 1002 PARTS 89.50 1001900 2/19/2026 AUTO ZONE 4075714591 PD UNIT 275 PARTS 116.03 1001900 2/19/2026 AUTO ZONE 4075713124 PW UNIT 185 PARTS 323.79 1001900 2/19/2026 AUTO ZONE 4075713122 PW UNIT 185 PARTS 185.95 1001900 2/19/2026 AUTO ZONE 4075713121 PD UNIT 275 PARTS 202.86 1001900 2/19/2026 AUTO ZONE 4075713123 PW UNIT 185 PARTS 71.37 1001900 2/19/2026 AUTO ZONE 4075713126 PW UNIT 185 PARTS 178.98 1001900 2/19/2026 AUTO ZONE 4075715365 STOCK SUPPLIES 297.75 1001900 2/19/2026 AUTO ZONE 265485616 PD UNIT 984 PARTS 234.67 1001900 2/19/2026 AUTO ZONE 4075527725 PW UNIT 364 PARTS 1,067.01 1001900 2/19/2026 AUTO ZONE 265342235 PD UNIT 225 PARTS 31.48 1001900 2/19/2026 AUTO ZONE 4075607472 PD UNIT 225 PARTS 44.16 1001900 2/19/2026 AUTO ZONE 4075698126 PD UNIT 1001 PARTS 35.34 1001901 2/19/2026 AUTONATION TOYOTA CERRITOS 534953 PD UNIT 963 PARTS 283.68 1001902 2/19/2026 AVANT GARDE INC 12625 HOME PROGRAM DECEMBER 2025 7,500.00 1001883 2/9/2026 AVANT GARDE INC 12626 DECEMBER 2025 SERVICES 8,356.25 1001883 2/9/2026 AVANT GARDE INC 12626 DECEMBER 2025 SERVICES 3,440.00 1001883 2/9/2026 AVANT GARDE INC 12626 DECEMBER 2025 SERVICES 8,662.50 1001883 2/9/2026 AVANT GARDE INC 12626 DECEMBER 2025 SERVICES 3,161.25 1001883 2/9/2026 AVANT GARDE INC 12509 NOVEMBER 2025 SERVICES 5,550.00 1001883 2/9/2026 AVANT GARDE INC 12509 NOVEMBER 2025 SERVICES 1,315.00 1001883 2/9/2026 AVANT GARDE INC 12509 NOVEMBER 2025 SERVICES 9,312.50 1001883 2/9/2026 AVANT GARDE INC 12509 NOVEMBER 2025 SERVICES 3,081.25 1001903 2/19/2026 BDG LAW GROUP 37671 LEGAL SERVICES 606.50 1001904 2/19/2026 BEDROCK GROUP INC. 1:00 PM EOC IMPROVEMENTS DEC 25 369,740.00 1001905 2/19/2026 BEHAVIOR ANALYSIS TRAINING LLC IV00008 EMPLOYEE TRAINING 575.00 1001905 2/19/2026 BEHAVIOR ANALYSIS TRAINING LLC IV00007 EMPLOYEE TRAINING 575.00 1001906 2/19/2026 BERRY, DUNN, MCNEIL & PARKER LLC 478255 PARKS&REC ASSESSMENT SERVICE 10,858.00 1001907 2/19/2026 BEYOND BARRIERS LLC 115 TRANSLATION SERVICES 520.00 1001908 2/19/2026 BLUE TRITON BRANDS INC. 06A8710089811 PD DRINKING WATER 579.91
City of Huntington Park
Warrant Register
02/19/2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT 1001909 2/19/2026 BLUE WHALE COMPENSATION LLC 2026_ID802_04 2026 BENEFITS ASSESSMENT 17,000.00 1001910 2/19/2026 BOARD UP BOYS 62425 BOARD UP SERVICES 1,224.50 1001911 2/19/2026 BOB BARKER COMPANY INC. INV2204148 PD SUPPLIES 143.67 1001912 2/19/2026 BROWNELLS INC 2026412649275 PD SUPPLIES 906.51 1001913 2/19/2026 CANNON CORPORATION 95032 WELL 16 IMPROVEMENTS 11,002.25 1001914 2/19/2026 CAVENAUGH & ASSOCIATES 10162025 EMPLOYEE TRAINING 1,240.00 1001915 2/19/2026 CDW GOVERNMENT INC. AH55G9M APC SMART 9,289.65 1001916 2/19/2026 CENTRAL FORD 68906 PD UNIT 966 PARTS 21.18 1001916 2/19/2026 CENTRAL FORD 68905 PD UNIT 990 PARTS 219.29 1001916 2/19/2026 CENTRAL FORD 68903 PD UNIT 912 PARTS 636.80 1001916 2/19/2026 CENTRAL FORD 68088 PW UNIT 349 PARTS 137.53 1001916 2/19/2026 CENTRAL FORD 68645 PD UNIT 912 PARTS 286.74 1001916 2/19/2026 CENTRAL FORD 68046 PD UNIT 349 PARTS 1,247.68 1001916 2/19/2026 CENTRAL FORD 68835 PW UNIT 350 PARTS 100.03 1001916 2/19/2026 CENTRAL FORD 68569 PD UNIT 912 PARTS 70.17 W9452 2/19/2026 CHARTER COMMUNICATIONS 170094501020126 INTERNET SERVICES 1,999.00 1001917 2/19/2026 CINTAS CORPORATION NO 3 5313592209 PW FIRST AID KIT 170.28 1001917 2/19/2026 CINTAS CORPORATION NO 3 4256981690 UNIFORM DRY CLEANING 877.82 1001917 2/19/2026 CINTAS CORPORATION NO 3 4257725435 UNIFORM DRY CLEANING 860.50 1001917 2/19/2026 CINTAS CORPORATION NO 3 4258411122 UNIFORM DRY CLEANING 860.50 1001918 2/19/2026 CITY OF VERNON GEN-63471 TRAFFIC SIGNAL MAINTENANCE 39,501.57 1001919 2/19/2026 COMMLINE INC 0524288-IN PD UNIT 1011 REPAIRS 13,015.14 1001920 2/19/2026 CONCENTRA MEDICAL CENTERS 89777354 EMPLOYEE PHYSICAL 593.00 W9452 2/19/2026 CORE BUSINESS TECHNOLOGIES 317730290782JAN BANK FEES 480.10 1001921 2/19/2026 DANA SAFETY SUPPLY 994468 PD UNIT 1008 & 1009 PARTS 74.25 1001922 2/19/2026 DANIELS TIRE SERVICE 229004403 PD UNIT 1010 PARTS 534.09 1001923 2/19/2026 DAPEER, ROSENBLIT & LITVAK 25436 LEGAL SERVICES 1,069.80 1001923 2/19/2026 DAPEER, ROSENBLIT & LITVAK 25438 LEGAL SERVICES 480.00 1001923 2/19/2026 DAPEER, ROSENBLIT & LITVAK 25439 LEGAL SERVICES 413.00 1001923 2/19/2026 DAPEER, ROSENBLIT & LITVAK 25440 LEGAL SERVICES 16,635.20 1001923 2/19/2026 DAPEER, ROSENBLIT & LITVAK 25441 LEGAL SERVICES 2,020.09 1001923 2/19/2026 DAPEER, ROSENBLIT & LITVAK 25442 LEGAL SERVICES 1,997.61 1001923 2/19/2026 DAPEER, ROSENBLIT & LITVAK 25443 LEGAL SERVICES 1,610.00 1001923 2/19/2026 DAPEER, ROSENBLIT & LITVAK 25444 LEGAL SERVICES 177.00 1001923 2/19/2026 DAPEER, ROSENBLIT & LITVAK 25445 LEGAL SERVICES 1,575.56 1001923 2/19/2026 DAPEER, ROSENBLIT & LITVAK 25446 LEGAL SERVICES 839.61 1001923 2/19/2026 DAPEER, ROSENBLIT & LITVAK 25447 LEGAL SERVICES 36.95 1001923 2/19/2026 DAPEER, ROSENBLIT & LITVAK 25448 LEGAL SERVICES 455.11 1001924 2/19/2026 DATA TICKET INC. 188388 CE CITATION PROCESSING 136.48 1001924 2/19/2026 DATA TICKET INC. 188528 WEBSITE ONLINE ACCESS 12.50 1001924 2/19/2026 DATA TICKET INC. 188434 CE PROCESSING/ONLINE 117.50 1001924 2/19/2026 DATA TICKET INC. 188493 WEBSITE ONLINE ACCESS 12.50 1001924 2/19/2026 DATA TICKET INC. 189213 DAILY CITATION PROCESSING 16,748.42 W2855 2/10/2026 DATAPROSE, INC. DP2506687 WATER BILLS AND POSTAGE 2,404.31 W2855 2/10/2026 DATAPROSE, INC. DP2506687 WATER BILLS AND POSTAGE 1,752.67 1001925 2/19/2026 DAVID ROOTER INC 2781 CITY HALL REPAIRS 750.00
City of Huntington Park
Warrant Register
02/19/2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT W2856 2/10/2026 DELTA DENTAL BE006899662 DELTA DENTAL DPO FEB 2026 7,336.60 W2857 2/10/2026 DELTA DENTAL INSURANCE COMPANY BE006897547 DELTA PMI FEB 2026 1,965.60 1001926 2/19/2026 DEPARTMENT OF ANIMAL CARE & CONTROL 1252026 DECEMBER 2025 SERVICES 39,487.45 1001927 2/19/2026 DF POLYGRAPH 2025/6 PD POLYGRAPH TEST 200.00 1001928 2/19/2026 DUNN EDWARDS CORPORATION 2009A61919 PAINT-GRAFFITI REMOVAL 1,003.67 1001928 2/19/2026 DUNN EDWARDS CORPORATION 2009A61926 PAINT-GRAFFITI REMOVAL 992.44 W2858 2/10/2026 EADIE AND PAYNE, LLP KIN-1241 AUDIT YEAR END 06/30/2025 55,000.00 1001929 2/19/2026 EDUARDO SARMIENTO 961730 EMPLOYEE REIMBURSEMENT 106.06 1001930 2/19/2026 EN ENGINEERING, LLC 519207 PROJECT 2518075.00 JAN 26 78,147.61 1001930 2/19/2026 EN ENGINEERING, LLC 519209 PROJECT 2530541.01 JAN 26 9,607.50 1001931 2/19/2026 FAIR HOUSING FOUNDATION 1062026 CDBG DECEMBER 2025 2,353.26 1001932 2/19/2026 FERGUSON ENTERPRISES INC 6085655 MATERIALS-PD BUILDINGS 563.67 W2859 2/10/2026 FM THOMAS AIR CONDITIONING INC 48995 PREVENTATIVE MAINTENANCE 158.70 W2859 2/10/2026 FM THOMAS AIR CONDITIONING INC 49061 REPLACED ROTORS 2,050.00 W2859 2/10/2026 FM THOMAS AIR CONDITIONING INC 48995 PREVENTATIVE MAINTENANCE 2,697.90 W2859 2/10/2026 FM THOMAS AIR CONDITIONING INC 48995 PREVENTATIVE MAINTENANCE 1,851.50 W2859 2/10/2026 FM THOMAS AIR CONDITIONING INC 49025 MAIN CHILLER DOWN 465.00 W2859 2/10/2026 FM THOMAS AIR CONDITIONING INC 48969 INSPECT CHILLER 850.00 W2859 2/10/2026 FM THOMAS AIR CONDITIONING INC 49045 MAIN CHILLER DOWN 695.00 W2859 2/10/2026 FM THOMAS AIR CONDITIONING INC 48995 PREVENTATIVE MAINTENANCE 581.90 1001933 2/19/2026 FREDDY RAMIREZ 1162026 EMPLOYEE REIMBURSEMENT 511.31 1001884 2/9/2026 FUERZA FOUNDATION 1006 HOLIDAY PARADE FINAL 30,000.00 1001884 2/9/2026 FUERZA FOUNDATION 1006 HOLIDAY PARADE FINAL (5,500.00) 1001934 2/19/2026 FUN EXPRESS, LLC 74094659001 EVENT SUPPLIES 302.85 1001935 2/19/2026 GALLS LLC 33798322 PD UNIFORMS 110.91 1001936 2/19/2026 GEORGE CHEVROLET 208181CVW PD UNIT 275 PARTS 713.01 1001936 2/19/2026 GEORGE CHEVROLET 208236CVW PW UNIT 351 PARTS 362.81 1001936 2/19/2026 GEORGE CHEVROLET 208263CVW PW UNIT 352 PARTS 32.78 1001937 2/19/2026 GOLDSTAR PRODUCTS, INC 0083127-IN PW SUPPLIES 633.09 W2860 2/10/2026 HASA, INC. 1096651 SUPPLIES FOR WELL 18 454.07 W2860 2/10/2026 HASA, INC. 1094155 SUPPLIES FOR WELL 17 451.11 W2860 2/10/2026 HASA, INC. 1094161 SUPPLIES FOR WELL 15 216.53 W2860 2/10/2026 HASA, INC. 1095423 SUPPLIES FOR WELL 15 270.67 W2860 2/10/2026 HASA, INC. 1095424 SUPPLIES FOR WELL 18 650.84 W2860 2/10/2026 HASA, INC. 1095422 SUPPLIES FOR WELL 12 270.67 1001938 2/19/2026 HASSAN SALEH 1152026 MILEAGE REIMBURSEMENT 539.55 1001939 2/19/2026 HDL COREN & CONE SIN058846 CONTRACTUAL SERVICES 2,514.71 1001940 2/19/2026 HENRY ANDRADE 1232026 MILEAGE REIMBURSEMENT 100.27 1001941 2/19/2026 IBE DIGITAL 488932 KONICA MINOLTA FEES 189.10 1001941 2/19/2026 IBE DIGITAL 488832 KONICA MINOLTA TONER 18.23 1001941 2/19/2026 IBE DIGITAL 488841 KONICA MINOLTA TONER 18.23 1001941 2/19/2026 IBE DIGITAL 488571 KONICA MINOLTA TONER 18.23 1001941 2/19/2026 IBE DIGITAL 488547 KONICA LEASE AGREEMENT 3,962.85 1001942 2/19/2026 IMPACT TIRE SERVICE 12287 PW UNIT 355 PARTS 30.00 W2861 2/10/2026 INFRAMARK LLC 163653 OCTOBER 2025 SERVICES 21,096.08 W2862 2/10/2026 INFRASTRUCTURE ENGINEERS 539076 DECEMBER 2025 SERVICES 12,501.00
City of Huntington Park
Warrant Register
02/19/2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT W2862 2/10/2026 INFRASTRUCTURE ENGINEERS 539076 DECEMBER 2025 SERVICES 4,006.80 W2862 2/10/2026 INFRASTRUCTURE ENGINEERS 539076 DECEMBER 2025 SERVICES 10.20 1001943 2/19/2026 INNER CITY VISIONS HP1225PHLA PLHA DECEMBER 2025 12,047.40 1001943 2/19/2026 INNER CITY VISIONS HP1125PHLA PLHA NOVEMBER 2025 11,703.40 1001944 2/19/2026 INSIGHT PUBLIC SECTOR, INC. 1101355209 IT PRODUCTS & SERVICES 9,565.66 1001944 2/19/2026 INSIGHT PUBLIC SECTOR, INC. 1101356539 IT PRODUCTS & SERVICES 3,545.80 1001945 2/19/2026 INTERSTATE BATTERIES OF CA COAST 180041129 PW UNIT 411 PARTS 389.38 1001945 2/19/2026 INTERSTATE BATTERIES OF CA COAST 180041130 PW UNIT 412 PARTS 379.38 1001945 2/19/2026 INTERSTATE BATTERIES OF CA COAST 140086535 PD SUPPLIES 458.27 1001945 2/19/2026 INTERSTATE BATTERIES OF CA COAST 140086534 PW UNIT 206 PARTS 229.14 1001945 2/19/2026 INTERSTATE BATTERIES OF CA COAST 140086533 PW UNIT 230-A PARTS 126.27 1001945 2/19/2026 INTERSTATE BATTERIES OF CA COAST 140086428 PD SUPPLIES 1,309.66 1001946 2/19/2026 IRRI CARE PLUMBING AND BACKFLOW 18540 BACKFLOW TESTING 2,565.00 1001947 2/19/2026 JCL TRAFFIC 132777 PW SUPPLIES 548.30 1001947 2/19/2026 JCL TRAFFIC 132729 STREET SIGNS 1,201.25 W2863 2/10/2026 LADAYU CONSULTING GROUP 24-CIP2019-02 NOVEMBER 2025 SERVICES 1,190.00 W2863 2/10/2026 LADAYU CONSULTING GROUP 21-CIP2019-02 AUGUST 2025 SERVICES 20,993.75 W2863 2/10/2026 LADAYU CONSULTING GROUP 21-CIP2019-02 AUGUST 2025 SERVICES 16.25 W2864 2/10/2026 LB JOHNSON HARDWARE CO. 141310 CITY HALL REPAIR MATERIAL 54.57 W2864 2/10/2026 LB JOHNSON HARDWARE CO. 1141404 LANDSCAPE REPAIR MATERIAL 8.77 1001948 2/19/2026 LIEBERT CASSIDY WHITMORE 314522 LEGAL SERVICES 379.50 1001948 2/19/2026 LIEBERT CASSIDY WHITMORE 312024 LEGAL SERVICES 8,857.50 1001949 2/19/2026 LINDE GAS & EQUIPMENT INC. 54444462 WELDING SUPPLIES 142.38 1001950 2/19/2026 LONG BEACH BMW 55741 PD UNIT 782 REPAIRS 2,630.10 1001951 2/19/2026 LYNBERG & WATKINS APC 78112 LEGAL SERVICES 750.00 1001951 2/19/2026 LYNBERG & WATKINS APC 77485 LEGAL SERVICES 1,836.00 1001951 2/19/2026 LYNBERG & WATKINS APC 78146 LEGAL SERVICES 550.00 1001951 2/19/2026 LYNBERG & WATKINS APC 78106 CLAIM SETTLEMENT 2,156.00 1001951 2/19/2026 LYNBERG & WATKINS APC 78107 CLAIM SETTLEMENT 1,072.50 1001951 2/19/2026 LYNBERG & WATKINS APC 78109 CLAIM SETTLEMENT 4,126.50 1001951 2/19/2026 LYNBERG & WATKINS APC 78787 CLAIM SETTLEMENT 20.14 1001951 2/19/2026 LYNBERG & WATKINS APC 78783 LEGAL SERVICES 876.00 1001952 2/19/2026 MACKEY INDUSTRIAL REPAIR 7337 PD UNIT 974 PARTS 90.00 1001953 2/19/2026 MANUEL CRUZ NIETO 04707D EMPLOYEE REIMBURSEMENT 448.47 1001954 2/19/2026 MARISOL NIETO 217596245854921 EMPLOYEE REIMBURSEMENT 40.95 1001954 2/19/2026 MARISOL NIETO 217603921722765 EMPLOYEE REIMBURSEMENT 44.96 1001954 2/19/2026 MARISOL NIETO 217712145330121 EMPLOYEE REIMBURSEMENT 36.86 1001954 2/19/2026 MARISOL NIETO 217719016563276 EMPLOYEE REIMBURSEMENT 36.92 1001954 2/19/2026 MARISOL NIETO 1092026 EMPLOYEE REIMBURSEMENT 1,376.06 1001954 2/19/2026 MARISOL NIETO 1202026 EMPLOYEE REIMBURSEMENT 65.64 1001954 2/19/2026 MARISOL NIETO 1212026 EMPLOYEE REIMBURSEMENT 27.89 1001954 2/19/2026 MARISOL NIETO 1212026 EMPLOYEE REIMBURSEMENT 44.15 1001954 2/19/2026 MARISOL NIETO 1222026 EMPLOYEE REIMBURSEMENT 81.93 1001954 2/19/2026 MARISOL NIETO 1232026 EMPLOYEE REIMBURSEMENT 37.94 1001954 2/19/2026 MARISOL NIETO 1232026 EMPLOYEE REIMBURSEMENT 5.85 1001955 2/19/2026 MNS ENGINEERS, INC. 92556 PLHA DECEMBER 2025 1,315.00
City of Huntington Park
Warrant Register
02/19/2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT W2865 2/10/2026 MOTOROLA SOLUTIONS, INC 1187164454 COMMAND CENTRAL AWARE 16,419.50 W2865 2/10/2026 MOTOROLA SOLUTIONS, INC 1187164454 COMMAND CENTRAL AWARE 16,419.50 1001956 2/19/2026 NAPA AUTO PARTS 703504 FLEET SUPPLIES 178.45 1001957 2/19/2026 NATIONAL CONSTRUCTION RENTALS INC 8080009 TEMPORARY FENCE RENTAL 666.00 1001958 2/19/2026 NEW CHEF FASHION INC. 1112592 PD UNIFORMS 119.32 1001958 2/19/2026 NEW CHEF FASHION INC. 1112970 PD UNIFORMS 119.32 W2866 2/10/2026 NORM REEVES FORD SUPERSTORE 350144 PD UNIT 992 PARTS 114.03 W2866 2/10/2026 NORM REEVES FORD SUPERSTORE 349874 PD UNIT 993 PARTS 255.04 W2866 2/10/2026 NORM REEVES FORD SUPERSTORE 349886 PD UNIT 993 PARTS 241.58 W2866 2/10/2026 NORM REEVES FORD SUPERSTORE 349942 PD UNIT 993 PARTS 189.65 W2866 2/10/2026 NORM REEVES FORD SUPERSTORE 349987 PD UNIT 992 PARTS 624.44 W2866 2/10/2026 NORM REEVES FORD SUPERSTORE 350149 PD UNIT 130 PARTS 114.14 W2866 2/10/2026 NORM REEVES FORD SUPERSTORE 349988 PD UNIT 992 PARTS 209.38 1001959 2/19/2026 NORTH STAR LAND CARE 1601-1209 DECEMBER 2025 SERVICES 22,858.00 1001959 2/19/2026 NORTH STAR LAND CARE 1601-1209 DECEMBER 2025 SERVICES 38,000.00 1001962 2/19/2026 OEM AUTO PAINT SUPPLIES 169202 PW UNIT 278 PARTS 157.61 1001960 2/19/2026 O'REILLY AUTO PARTS VOID VOID VOID
1001961 2/19/2026 O'REILLY AUTO PARTS 2959-379747 STOCK SUPPLIES 21.65 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-379511 PW UNIT 198 PARTS 75.12 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-379459 PD UNIT 973 PARTS 87.65 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-379403 PD UNIT 973 PARTS 62.76 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-380200 PW UNIT 361 PARTS 104.96 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-380122 STOCK SUPPLIES 39.43 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-380166 PW UNIT 230-A PARTS 104.96 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-380328 PD UNIT 990 PARTS 298.80 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-380324 PW UNIT 348 PARTS 93.42 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-378944 PW UNIT 350 PARTS 932.88 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-380130 PW UNIT 182 PARTS 48.58 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-380079 PW UNIT 182 PARTS 67.02 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-379891 PW UNIT 351 PARTS 58.09 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-379402 PD UNIT 973 PARTS 43.82 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-379681 PD UNIT 886 PARTS 14.54 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-379409 PW UNIT 349 PARTS 46.58 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-383489 PW UNIT 352 PARTS 58.09 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-383782 PW UNIT 199 PARTS 32.83 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-383994 CREDIT MEMO (30.50) 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-383733 PW UNIT 199 PARTS 30.50 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-383739 PW UNIT 199 PARTS 70.94 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-383731 PW UNIT 199 PARTS 18.95 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-383252 STOCK SUPPLIES 50.87 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-383211 PW UNIT 355 PARTS 46.94 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-383500 PW UNIT 130 PARTS 303.50 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-383264 FLEET SUPPLIES 32.33 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-382476 PW UNIT 351 PARTS 294.31 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-382718 PW UNIT 351 PARTS 77.08 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-386330 CREDIT MEMO (68.28)
City of Huntington Park
Warrant Register
02/19/2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-386015 STOCK SUPPLIES 205.38 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-385921 PW UNIT 350 PARTS 23.08 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-386127 PW UNIT 350 PARTS 431.85 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-386292 PW UNIT 191 PARTS 94.36 1001961 2/19/2026 O'REILLY AUTO PARTS 2959-386276 PW UNIT 191 PARTS 68.28 1001963 2/19/2026 OTC BRANDS, INC 74099068001 EASTER EVENT SUPPLIES 287.72 1001964 2/19/2026 PARS 59817 MONTHLY ADMIN FEE 2,851.52 1001964 2/19/2026 PARS 59740 ASSET TERM TRUSTEE FEE 654.76 1001965 2/19/2026 PAUL MUNOZ 1152026 EMPLOYEE REIMBURSEMENT 539.55 1001966 2/19/2026 PITNEY BOWES GLOBAL FINANCIAL 3107521199 SEND PRO C AUTO 617.01 1001967 2/19/2026 PLANETBIDS, LLC 1024339 SUBSCRIPTION FEES 9,607.50 1001968 2/19/2026 POWER SOURCE ELECTRICAL SERVICES 1302026 SERVICE CALL 500.00 1001969 2/19/2026 PREFERRED IMPRESSIONS INC 28091 GRAPHICS UNIT 400E & 401E 746.70 1001969 2/19/2026 PREFERRED IMPRESSIONS INC 28111 GRAPHICS PW UNIT 274 290.75 1001970 2/19/2026 QDOXS INV2767 XEROX-LEASE PAYMENT 22.82 1001970 2/19/2026 QDOXS INV2767 XEROX-LEASE PAYMENT 22.83 1001970 2/19/2026 QDOXS INV2767 XEROX-LEASE PAYMENT 22.83 1001971 2/19/2026 REXEL COMMERCIAL & INDUSTRIAL S144275218.001 TRAFFIC SIGNAL REPAIRS 2,466.97 1001972 2/19/2026 SANCHEZ AWARDS 2847 COUNCIL SUPPLIES 166.13 1001972 2/19/2026 SANCHEZ AWARDS 2843 HP SCHOLAR ATHLETE CERTIFICATES 989.82 1001973 2/19/2026 SANGOMA US INC CI106880 CITYWIDE PHONE MAINTENANCE 11,132.76 W2867 2/10/2026 SDI PRESENCE LLC 21476 MS EXCHANGE PLAN 2 295.74 W2867 2/10/2026 SDI PRESENCE LLC 21474 MS EXCHANGE PLAN 1 8.00 W2867 2/10/2026 SDI PRESENCE LLC 21472 MS 365 DEC 2025 3,810.00 W2867 2/10/2026 SDI PRESENCE LLC 21471 MS DEFENDER DEC 2025 712.50 W2867 2/10/2026 SDI PRESENCE LLC 21470 DUO LICENSES DEC 2025 845.16 W2867 2/10/2026 SDI PRESENCE LLC 21475 MS EXCHANGE PLAN 2 12.00 W2867 2/10/2026 SDI PRESENCE LLC 21369 IT SERVICES DEC 2025 55,317.99 1001974 2/19/2026 SINATRA UNIFORM, INC SU17341 PD UNIFORMS 217.28 1001974 2/19/2026 SINATRA UNIFORM, INC SU16093 PD UNIFORMS 2,538.88 1001974 2/19/2026 SINATRA UNIFORM, INC SU13739 PD UNIFORMS 344.91 1001975 2/19/2026 SNAP-ON INCORPORATED ARV/67017234 FLEET SUPPLIES 286.50 1001975 2/19/2026 SNAP-ON INCORPORATED ARV/66995090 FLEET SUPPLIES 355.75 1001975 2/19/2026 SNAP-ON INCORPORATED 66987459 FLEET SUPPLIES 69.25 1001975 2/19/2026 SNAP-ON INCORPORATED ARV/67019500 FLEET SUPPLIES 286.50 1001976 2/19/2026 SO. CAL TIRE RECYCLE INC 7059 RECYCLED TIRES 985.00 W9452 2/19/2026 SOUTHERN CALIFORNIA EDISON 700045219727JAN ELECTRICAL SERVICE 8,230.76 W9452 2/19/2026 SOUTHERN CALIFORNIA EDISON 700375713073JAN ELECTRICAL SERVICE 84.04 W9452 2/19/2026 SOUTHERN CALIFORNIA EDISON 700226975697JAN ELECTRICAL SERVICE 78.50 W9452 2/19/2026 SOUTHERN CALIFORNIA EDISON 700131643996JAN ELECTRICAL SERVICE 412.03 W9452 2/19/2026 SOUTHERN CALIFORNIA EDISON 700777363296JAN ELECTRICAL SERVICE 104.84 1001977 2/19/2026 SOUTHWEST PATROL INC 82186 JANUARY 2026 SERVICES 3,840.00 W2868 2/10/2026 STANDARD INSURANCE COMPANY 378917-0001FEB MONTHLY PREMIUM FEB-26 8,104.03 W2868 2/10/2026 STANDARD INSURANCE COMPANY 378917-0002FEB ADDITIONAL LIFE FEB 2026 1,317.23 1001978 2/19/2026 TACTICAL PRO SHOP, LLC 101759 PD SUPPLIES 1,485.12 1001891 2/12/2026 THE LUX COMPANY HOME IMPROVEMENT 134 HOME REPAIR PROGRAM 10,750.50
City of Huntington Park
Warrant Register
02/19/2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT 1001979 2/19/2026 THE RACK DEPOT, INC. 26-0057 PW SUPPLIES 595.60 1001980 2/19/2026 TMG STRATEGIES 2290 CRISIS COMMUNICATION 45,000.00 W9452 2/19/2026 T-MOBILE USA 975956065JAN PHONE SERVICES 12/21-1/20 10,123.96 W9452 2/19/2026 T-MOBILE USA 210067531JAN PD GEO TAB 12/21-1/20 729.75 1001981 2/19/2026 TOWN HALL STREAMS 17153 MONTHLY TOWN STREAMS 300.00 W2879 2/12/2026 TRAILER SUPER STORE 101624 PD UNIT 219 REPAIRS 4,815.19 W2869 2/10/2026 TYLER TECHNOLOGIES, INC. 045-548776 IMPLEMENTATION 3,600.00 W2869 2/10/2026 TYLER TECHNOLOGIES, INC. 045-549096 ERP SOFTWARE LICENSE FEE 4,887.00 W2869 2/10/2026 TYLER TECHNOLOGIES, INC. 045-549817 ERP ANNUAL SERVICES 3,060.00 1001982 2/19/2026 U.S. ARMOR CORPORATION 51620 PD UNIFORMS 395.38 1001983 2/19/2026 ULINE 203786606 PW SUPPLIES 929.55
1001983 2/19/2026 ULINE 203173905 PW SUPPLIES 546.44
W2870 2/10/2026 UNDERGROUND SERVICE ALERT OF SO CAL 1220250155 CHP01 NEW TICKETS DEC-24 260.00 W2870 2/10/2026 UNDERGROUND SERVICE ALERT OF SO CAL 25-262009 MONTHLY BILLING DEC 2025 110.75 1001984 2/19/2026 URBAN RESTORATION GROUP US,INC. 51520 PAINT-GRAFFITI REMOVAL 833.62 1001885 2/9/2026 VALLEY VISTA SERVICES INC 2024-20254THPAI REFUSE TAX LIEN FR 24-25 111,108.87 1001885 2/9/2026 VALLEY VISTA SERVICES INC 2024-20254THPAI REFUSE TAX LIEN FR 24-25 (11,110.88) 1001885 2/9/2026 VALLEY VISTA SERVICES INC 2024-20254THPAI REFUSE TAX LIEN FR 24-25 (16,666.33) W2871 2/10/2026 VISION SERVICE PLAN 824475305 VSP FEBRUARY 2026 3,503.38 W2871 2/10/2026 VISION SERVICE PLAN 824475302 COBRA FEBRUARY 2026 112.68 1001985 2/19/2026 VULCAN MATERIALS COMPANY 5461927 MATERIALS STREET REPAIRS 1,593.57 1001986 2/19/2026 WALTERS WHOLESALE ELECTRIC COMPANY S129552566.001 MATERIALS-PARK BUILDINGS 735.42 1001986 2/19/2026 WALTERS WHOLESALE ELECTRIC COMPANY S129491437.001 ELECTRICAL REPAIR SUPPLIES 841.43 1001986 2/19/2026 WALTERS WHOLESALE ELECTRIC COMPANY S129634527.002 PW SUPPLIES 36.77 1001986 2/19/2026 WALTERS WHOLESALE ELECTRIC COMPANY S129647274.002 PW SUPPLIES 26.50 1001986 2/19/2026 WALTERS WHOLESALE ELECTRIC COMPANY S129654553.001 MATERIALS-PD BUILDINGS 218.07 1001986 2/19/2026 WALTERS WHOLESALE ELECTRIC COMPANY S129654553.002 MATERIALS-PD BUILDINGS 34.94 1001986 2/19/2026 WALTERS WHOLESALE ELECTRIC COMPANY S129647274.001 MATERIALS-PD BUILDINGS 217.98 1001986 2/19/2026 WALTERS WHOLESALE ELECTRIC COMPANY S129634527.001 MATERIALS-PD BUILDINGS 955.23 1001986 2/19/2026 WALTERS WHOLESALE ELECTRIC COMPANY S129654553.003 MATERIALS-PD BUILDINGS 479.01 1001986 2/19/2026 WALTERS WHOLESALE ELECTRIC COMPANY S129600258.001 PW SUPPLIES 50.14 1001986 2/19/2026 WALTERS WHOLESALE ELECTRIC COMPANY S129692211.001 PW SUPPLIES 911.80 1001986 2/19/2026 WALTERS WHOLESALE ELECTRIC COMPANY S129737212.001 PW SUPPLIES 895.65 1001987 2/19/2026 WEST GOVERNMENT SERVICES 853164235 MONTHLY SUBSCRIPTION 2,119.90 W2872 2/10/2026 WESTERN EXTERMINATOR COMPANY 621703C PEST CONTROL MAINTENANCE 188.77 W2873 2/10/2026 WESTERN EXTERMINATOR COMPANY 633153C PEST CONTROL 115.05 W2872 2/10/2026 WESTERN EXTERMINATOR COMPANY 644396C PEST/RODENT CONTROL 115.05 W2873 2/10/2026 WESTERN EXTERMINATOR COMPANY 633153C PEST CONTROL 85.18 W2872 2/10/2026 WESTERN EXTERMINATOR COMPANY 644396C PEST/RODENT CONTROL 85.18 W2873 2/10/2026 WESTERN EXTERMINATOR COMPANY 633153C PEST CONTROL 161.15 W2872 2/10/2026 WESTERN EXTERMINATOR COMPANY 644396C PEST/RODENT CONTROL 161.15 W2873 2/10/2026 WESTERN EXTERMINATOR COMPANY 633153C PEST CONTROL 83.66 W2872 2/10/2026 WESTERN EXTERMINATOR COMPANY 644396C PEST/RODENT CONTROL 83.66 W2873 2/10/2026 WESTERN EXTERMINATOR COMPANY 633153C PEST CONTROL 218.09 W2872 2/10/2026 WESTERN EXTERMINATOR COMPANY 644396C PEST/RODENT CONTROL 218.09 W2874 2/10/2026 WEX BANK 109870431 FUEL PURCHASE FOR PD 1,112.17
City of Huntington Park
Warrant Register
02/19/2026
CHECK/WIRE NUMBER CHECK/WIRE DATE PAYEE INVOICE NUMBER DESCRIPTION TRANSACTION AMOUNT 1001988 2/19/2026 WINZER FRANCHISE COMPANY, INC 3677933 FLEET SUPPLIES 249.14 1001988 2/19/2026 WINZER FRANCHISE COMPANY, INC 3678780 FLEET SUPPLIES 550.89 1001988 2/19/2026 WINZER FRANCHISE COMPANY, INC 3682722 FLEET SUPPLIES 339.67 1001989 2/19/2026 WOODRUFF & SMART 78877 LEGAL SERVICES 1,890.00 GRAND TOTAL 1,978,792.09
ITEM 3
CITY OF HUNTINGTON PARK
Office of the City Manager
City Council Agenda Report
February 24, 2026
Honorable Mayor and Members of the City Council
City of Huntington Park
6550 Miles Avenue
Huntington Park, CA 90255
Dear Mayor and Members of the City Council:
SECOND READING OF ORDINANCE 2026-04 AMENDING TITLE 2, CHAPTER 9,
TITLED MUNICIPAL ELECTIONS, OF THE HUNTINGTON PARK MUNICIPAL CODE IT IS RECOMMENDED THAT THE CITY COUNCIL:
1. Conduct the second reading of Ordinance 2026-04 amending Title 2, Chapter 9 of the Huntington Park Municipal Code and adopt the ordinance by title, waiving full reading.
PURPOSE/JUSTIFICATION OF RECOMMENDED ACTION
On January 27, 2026, the City Council passed Resolution 2026-01 changing the system of election of the City of Huntington Park from an at-large election system to a by-district elections system. As a result of this change in election system, the municipal code of the City must also be amended to reflect the change.
LEGAL REQUIREMENT
No legal consideration needed.
FISCAL IMPACT/FINANCING
No fiscal impact.
CONCLUSION
Upon Council approval, staff will proceed with the recommended action.
Respectfully submitted,
RICARDO REYES
City Manager
ATTACHMENT(S)
Ordinance No. 2026-04
ORDINANCE NO. 2026-04
An Ordinance of the City Council of the City of Huntington Park amending Title 2, Chapter 9, entitled Municipal
Elections, of the Huntington Park Municipal Code.
THE PEOPLE OF THE CITY OF HUNTINGTON PARK
DO ORDAIN AS FOLLOWS:
SECTION 1. Chapter 9 of Title 2 of the Huntington Park Municipal Code is hereby amended and shall read as follows:
CHAPTER 9 MUNICIPAL ELECTIONS
§ 2-9.01. Elections.
Beginning in 2026, the dates of the general municipal elections shall be the dates of the statewide general elections in November of each even-numbered year.
Commencing with the general municipal election in November of 2026, the voters in districts 4 and 5 shall elect members of the city council by district for four (4) year terms. Commencing with the general municipal election in November of 2028 and thereafter, the voters in districts 1, 2 and 3 shall elect members of the city council by district for full four (4) year terms.
§ 2-9.02. Residency for Mayor and Councilmembers.
(a) The Mayor and Councilmembers of the City shall at all times while serving in elected office for the City have as their place of residence and domicile in the District for which they are seeking election.
If, during his or her term of office, the Mayor or a Councilmember moves his or her place of residence outside of the District or ceases to be an elector of the District, his or her office shall immediately become vacant. (b) Applicable Definitions and Standards. The following rules shall be observed when determining a person's place of residence and domicile for purposes of this section:
(1) The residence of a person is that place in which the person's habitation is fixed for some period of time, but wherein he or she does not have the intention of remaining. At a given time, a person may have more than one residence (Elections Code Section 349(c)).
(2) The domicile of a person is that place in which the person's habitation is fixed, wherein the person has the intention of remaining, and to which, whenever he or she is absent, the person has the intention of returning. At a given time, a person may have only one domicile (Elections Code Section 349(b)).
(3) When determining a person's residence for purposes of where he or she is properly registered to vote, the definition for domicile shall be used (Elections Code Section 349(a)).
(4) The term District shall have the same meaning as “by districts” found in Government Code Section 34871.
§ 2-9.03. Election of members of the City Council By-District. (a) Following the effective date of this chapter and upon the commencement of "by district" elections in the order established in § 2-9.01 of this code, members of the city council shall be elected "by district" as defined in California Government Code Section 34871 or any successor statute. A person shall not be eligible to be elected to be a member of the city council unless he or she is otherwise qualified as required by law and both resided in the geographical area comprising the district from which he or she is nominated to be elected and was a registered voter of the city at the time nomination papers are issued to the candidate as provided for in Section 10227 of the California Elections Code. It is the intent of the city council that no term of any member of the city council that commenced prior to the effective date of chapter shall be affected by the adoption of this chapter.
(b) Registered voters signing nomination papers or voting for a member of the city council shall be residents of the geographical area making up the district from which the member is to be elected.
(c) The boundaries of the five City Council districts established by the passage of Resolution 2026-01 of this Council hereby are established as described on the Council District Map attached as Exhibit "A" to Resolution 2026-01 of this Council and incorporated by this reference
(d) The terms of the office of each member elected to the city council shall remain four (4) years.
§ 2-9.04. Adjustment of District Boundaries.
(a) Pursuant to Elections Code Section 21601, as it may be amended, the city council shall adjust the boundaries of any or all of the districts following each decennial federal census. Using the census as a basis, the city council shall adjust the boundaries so that the districts shall be as nearly equal in population as practicable and in compliance with all applicable provisions of law. Any adjustment of district boundaries shall be made by resolution adopted by the city council before the first day of November of the year following the year in which each decennial federal census is taken. Prior to the public hearing approving the adjustment of the district boundaries, the city council shall hold a public hearing on the proposed district boundaries as required by Elections Code Section 21607.
(b) At the time of any annexation of territory to the city, the city council shall designate, by resolution adopted by a vote of at least a majority of the city council, the contiguous district to which the annexed territory shall be a part and shall amend the district boundaries if necessary in accordance with Election Codes Section 21603, as it may be amended.
(c) Pursuant to Elections Code Section 21606, the term of office of any council member who has been elected and whose term of office has not expired shall not be affected by any change in the boundaries of the district from which he or she was elected. At the first election for council following adjustment of the boundaries of the districts, a person meeting the requirements of government code section 34882 shall be elected to the city council for each district under the readjusted district plan that has the same district number as a district whose incumbent's term on the council is due to expire. § 2-9.05. Limitation of Terms.
(a) No person shall serve more than four full consecutive terms of office as a City Councilmember (each term is for four years). The completion of any unexpired term to which such person was elected or appointed to shall not be considered a term for the purposes of this subsection.
(b) A person who has served four full consecutive terms as a City Councilmember shall be eligible to serve either as an appointed or elected City Councilmember after being out of office for at least one General Municipal Election. (c) The term limits established by this chapter shall be applicable prospectively to all terms of office for City Councilmembers from and commencing with the terms of City Councilmembers elected at the March 5, 2024, General Municipal Election.
SECTION 2. If any action, subsection, line, sentence, clause, phrase, or word of this Ordinance is for any reason held to be invalid or unconstitutional, either facially or as applied, by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance, and each and every individual section, subsection, line, sentence, clause, phrase, or word without regard to any such decision.
SECTION 3. In accordance with Government Code § 36937, this ordinance shall become effective immediately after approval by the City Council.
SECTION 4. The City Clerk shall certify the passage of this Ordinance and shall cause the same to be published or posted as prescribed by law.
APPROVED AND ADOPTED THIS ____ DAY OF FEBRUARY 2026.
_______________________________
Eduardo Martinez, Mayor
ATTEST:
______________________________
Eduardo Sarmiento, City Clerk
APPROVED AS TO FORM:
____________________________
Andrew Sarega, Acting City Attorney
STATE OF CALIFORNIA, COUNTY OF LOS ANGELES, CITY OF HUNTINGTON PARK
I, Eduardo Sarmiento, City Clerk of the City of Huntington Park, County of Los Angeles, State of California, hereby certify that the foregoing Ordinance No. 2026-04 was introduced at a Regular Meeting of the City Council of the City of Huntington Park on the 10th day of February 2026 and was adopted by the City Council of the City of Huntington Park, signed by the Mayor and attested by the City Clerk at the Regular City Council Meeting held on the 24th day of February 2026 and that said Ordinance was adopted by the following vote, to-wit:
AYES:
NOES:
ABSTAIN:
ABSENT:
The undersigned, City Clerk of the City of Huntington Park, does hereby attest and certify that the foregoing Ordinance is a true, full and correct copy of an ordinance duly adopted at a meeting of said City which was duly convened and held on the date stated thereon, and that said document has not been amended, modified, repealed or rescinded since its date of adoption and is in full force and effect as of the date hereof. _____________________________ Dated:
Eduardo Sarmiento, City Clerk
ITEM 4
CITY OF HUNTINGTON PARK
Community Development Department
City Council Agenda Report
February 24, 2026
Honorable Mayor and Members of the City Council
City of Huntington Park
6550 Miles Avenue
Huntington Park, CA 90255
Honorable Mayor and Members of the City Council:
AMENDMENT NO. 1 TO THE CONTRACT WITH 3Di SYSTEMS INC TO
CONTINUE TO PROVIDE SOFTWARE SERVICES FOR RENT STABILIZATION
PROGRAM
IT IS RECOMMENDED THAT THE CITY COUNCIL:
1. Approve Amendment No. 1 with 3Di Systems, Inc., to extend the software services for the Rent Stabilization Program for one (1) year and amending the contract amount in the amount of $79,380; and
2. Authorize the City Manager to Execute the Final Terms of the Contracts
BACKGROUND
On November 18, 2024, the City Council approved a rent stabilization ordinance which established various criteria to manage rent(s). Thirty days after the second reading, the ordinance went into effect. As such, it was necessary for the City to move expeditiously in establishing a division within Community Development to proceed with enacting the ordinance on behalf of the community.
In late November 2025 staff reached out to professional firms who were equipped to handle on-line rent registration software to facilitate the program. Attachment “A” is the original proposal for the software which includes tracking and monitoring the program, including bringing the available data to establish a database that is cloud hosted.
On December 16, 2024, the City Council authorized and approved the Professional Services Agreement with 3Di Systems for the term of one year for the amount of $105,600. 3Di successfully developed and launched an online Rent Registry that enables residents to easily register their units through a user‑friendly digital platform.
Throughout the implementation process, 3Di Systems has been highly responsive to the City’s direction and demonstrated strong follow‑through on requested updates. Any initial issues identified by the City were addressed quickly and effectively, contributing to
AMENDMENT NO. 1 TO THE CONTRACT WITH 3Di SYSTEMS INC TO
CONTINUE TO PROVIDE SOFTWARE SERVICES FOR RENT STABILIZATION
PROGRAM
February 24, 2026
a smooth rollout of the program. The contract for these services concluded on December 31, 2025.
The City is proposing a First Amendment to the agreement with 3Di to extend the contract term by one year, establishing a new expiration date of December 31, 2026.
This amendment would allow 3Di Systems to implement an online payment component when registering units as required by the Rent Stabilization Ordinance amendment, and also increases the contract amount by $79,380, resulting in a revised total not‑to‑exceed amount of $184,980. The additional $79,380 was calculated using the Year 2 pricing outlined in the 3Di Engage Housing Pricing Chart included in 3Di’s original proposal, identified as “Attachment A.”
PURPOSE/JUSTIFICATION OF RECOMMENDED ACTIONS
3Di has consistently demonstrated a high level of responsiveness and reliability throughout the administration of the Rent Registry program. Their software platform has performed with minimal issues, and when occasional bugs or technical concerns have arisen, 3Di has resolved them quickly and effectively, ensuring uninterrupted service to residents and City staff. In addition, as part of their subscription services, 3Di will be implementing the City’s payment processing system at no additional cost, providing further value and enhancing the overall functionality of the Rent Registry platform.
It is recommended that the City Council approve the Professional Services Agreement (“Attachment B”) with 3Di to continue providing Rent Registry software services and system support. Approval of this agreement will ensure continuity of operations, maintain compliance with the Rent Stabilization Ordinance, and preserve the City’s investment in a platform that has proven effective, stable, and responsive to operational needs.
FISCAL IMPACT/FINANCING
Upon the approval of the First Amendment, the amendment amount of $79,380, was already included and approved as part of the Fiscal Year 2026 budget. No additional budget appropriation required. The contract is funded through the City’s Rent Stabilization Fund, and all associated costs will be fully recovered through the collection of Rent Stabilization Ordinance (RSO) fees.
AMENDMENT NO. 1 TO THE CONTRACT WITH 3Di SYSTEMS INC TO
CONTINUE TO PROVIDE SOFTWARE SERVICES FOR RENT STABILIZATION
PROGRAM
February 24, 2026
CONCLUSION
Upon the Council’s direction, staff will proceed with actions as directed.
Respectfully submitted,
RICARDO REYES
City Manager
Louis Morales
Community Development Director
ATTACHMENTS:
A. 3Di Systems Engage Services Proposal
B. Professional Services Agreement – 3Di Systems Engage Housing Services Copyright © 2024, 3Di, All Rights Reserved.
3Di, Inc.
3 Pointe Drive, Suite 307
Brea, CA 92821
www.3disystems.com
Attachment A
Copyright © 2024, 3Di, All Rights Reserved. 1
Table of Contents
ABOUT 3DI........................................................................................................................... 2 3DI ENGAGE HOUSING ....................................................................................................... 3 Background ..................................................................................................................................................................................3 3Di Engage Housing Highlights.............................................................................................................................................4 3DI ENGAGE HOUSING DEPLOYMENT METHODOLOGY .................................................. 6 3DI ENGAGE HOUSING PRICING........................................................................................ 7 Optional Services .......................................................................................................................................................................7 Pricing Assumptions..............................................................................................................................................................11 3DI ENGAGE PLATFORM SUPPORT................................................................................. 12 Maintenance .............................................................................................................................................................................12 Operations .................................................................................................................................................................................12 Support .......................................................................................................................................................................................12 Genie Hours...............................................................................................................................................................................13 Attachment A
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About 3Di
3Di is a California-based business that has delivered award-winning public-sector solutions to local governments for over 20 years. 3Di's proposal reflects nearly two decades of experience implementing comprehensive technology solutions for more than 200 clients worldwide in the public and private sectors. We aim to deliver an innovative, complete, and integrated solution to achieve our customers’ goals while minimizing risk, reducing the total cost of ownership, and capitalizing on existing technology investments.
Leveraging nearly two decades of subject matter expertise in delivering customer engagement solutions, 3Di has developed a powerful CRM-based platform called 3Di Engage for delivering government engagement products and solutions. 3Di Engage is a platform for the digital transformation of business processes with the highest levels of transparency, efficiency, and accountability. It can scale from the needs of small agencies with limited users and constituents to large, complex agencies with millions of users and constituents.
The 3Di Engage platform provides government solutions for customer engagement, public safety, and housing.
3Di Engage for Housing delivers comprehensive, fully integrated solutions to issues in affordable housing, accessible housing, and tenant protections. Focusing on the latter, we can provide the tools to create an accurate rental unit inventory, enforce livability standards, ensure evictions are conducted for just/good reasons, and stabilize rent burdens.
3Di has successfully delivered housing solutions for numerous local governments, including the City of Los Angeles, the City of San Francisco, the County of Los Angeles, the City of Oakland, the City of Berkeley, the City of Inglewood, the City of Beverly Hills, and the City of Alameda.
We aim to cultivate a long-term partnership with our customers by helping them improve their business processes for constituent services and customer engagement. Our housing solutions will meet all your expectations and requirements and provide a foundation for Huntington Park’s future expansion of capabilities.
Attachment A
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3Di Engage Housing
Background
3Di has been implementing comprehensive government solutions, including mobile applications for public sector customers, for over 20 years, starting with the implementation of a field inspection and code enforcement mobile application for the Los Angeles Housing Department that won the Harvard Kennedy School of Government award and the Fannie Mae Foundation “Innovations in American Government Award” in Affordable Housing. Millions of Angelenos have more livable housing daily, and 3Di is honored to have an ongoing active role in assisting their communities.
Using the knowledge gained from our experiences, 3Di has developed a comprehensive approach to the rental housing market and tenant protection issues. Whether gaining insights from an accurate rental unit inventory, enforcing livability standards, ensuring evictions occur for just/good causes, or stabilizing the rent burdens within a community, a dynamic, cloud-based solution is necessary to empower all stakeholders and foster working partnerships.
3Di Engage Housing takes housing departments beyond the traditional request-based system for managing services. It is a proven product for meeting the requirements and empowering all stakeholders, including landlords, tenants, agency partners, department staff, and government management. As important as our “well-architected” 3Di Engage products, 3Di’s highly experienced delivery team brings a wealth of best practices and vast experience gained from numerous implementations to enhance your processes and improve efficiency.
Attachment A
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3Di Engage Housing Highlights
The 3Di Engage Housing solution is built to streamline the complex interactions between tenants, landlords, and government entities, offering an adaptable, scalable approach to modern housing management.
Property Inventory Management
3Di Engage Housing combines comprehensive property and unit management in one streamlined interface. Users can manage property inventories, import/export data, and verify addresses for compliance, with each property carrying a unique identifier. With powerful search and filtering options, finding and organizing property details is intuitive and efficient. Robust tools allow for easy updates to unit information, tenancy details, and contact information, while data synchronization with assessor databases keeps all records current.
At the core of this system is the Property Data Card feature, a centralized record for each property that houses inspection results, compliance data, and historical documents. This property card provides a complete, up-to-date view of each property's status, making it simple to track changes, ensure compliance, and manage inspections.
Historical tracking and the property card offer complete transparency, providing insight into property changes and ensuring that property details are always accessible and upto-date.
Comprehensive Case Management
At the heart of 3Di Engage Housing is a powerful and flexible Case Management System that is the foundation for implementing a wide range of housing programs.
Designed to adapt to diverse needs, this system allows seamless management of programs such as rental registry, rental inspections, eviction management, tenant support, and more. Its modular architecture enables housing agencies to track, monitor, and resolve cases efficiently, from initiation to closure. The system supports comprehensive workflows, automated notifications, document management, and realtime reporting, empowering staff to handle complex cases easily. The Case Management System enhances transparency, improves compliance, and ensures responsive service delivery to landlords, tenants, and community stakeholders by centralizing program data and streamlining operations.
3Di Engage Housing Portal
The 3Di Engage Housing Portal is a comprehensive, user-friendly platform designed to streamline the management of housing programs. It provides dedicated interfaces for landlords, tenants, and housing agency staff, enabling each group to perform their functions efficiently and securely online. Landlords can easily manage property information, track and update rental unit data, submit required documentation, and process payments. Tenants can submit required documentation and petition services and communicate with agency staff through a centralized system. Housing agency staff benefit from robust administrative tools for program oversight, case management, Attachment A
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and compliance tracking. The portal’s intuitive design, secure architecture, and integration capabilities ensure seamless operations, fostering transparency and efficiency for all stakeholders in the housing ecosystem.
Document and Notice Handling
Manage all case-related documents with ease. The system allows users to upload, view, and download documents and notices, with full audit tracking for transparent, compliant case handling.
Dashboards and Reporting Capabilities
3Di Engage Housing's real-time dashboards provide insights into compliance, rental trends, payment statuses, and tenant/owner associations. Customizable reports provide data on registry compliance, rent changes, unit details, and more, ensuring every stakeholder has the information to make informed, data-driven decisions.
The 3Di Engage Housing solution redefines housing management, bringing efficiency, clarity, and scalability to your operations. Embrace the power of a genuinely modern housing solution built to streamline and scale with you today and tomorrow.
Attachment A
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3Di Engage Housing Deployment Methodology
3Di employs a four-phase approach for the implementation of products using 3Di Engage. The following diagrams outline the activities and milestones for each phase in a typical implementation. Your implementation may vary. 1 2 3 4
Planning & Kickoff
Duration: 1 week
Tasks:
• Finalize Goals, Scope &
Stakeholder
Expectations
• Identify Project Teams,
Roles &
Responsibilities
• Define Governance
Structure & Reporting
Requirements
Milestones:
• Kick-Off Meeting
• Detailed Project Plan
• Scope
• Timeline
• Resource Allocations
• Governance Structure
Duration: 6 weeks
Tasks:
• Requirements & Gap
Analysis
• App Configuration
• Integration (if any)
• Testing
Milestones:
• Requirements Finalized
& Signed-Off
• Configuration
Completed
• Integrations Completed
• Full System Testing
Completed
Requirements &
Configuration
Duration: 5 weeks
Tasks:
• System Validation
• Use Cases
• User Acceptance
Testing (UAT)
• Training
• Go-Live Planning
Milestones:
• Validation Completed
• UAT Completed
• Training Completed
• Go-Live Plan Finalized
Validation &
Finalization
Duration: 3 weeks
Tasks:
• Go-Live Activities
• Hand-Over to Customer
• Hand-Over to Support
Milestones:
• Go-Live Completed
• Hand-Over Completed
• Support Initiated
Go-Live
Attachment A
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3Di Engage Housing Pricing
Year 1 Year 2 Year 3 Year 4 Year 5
Section 1: Services
Project
Management
$30,000
Requirements
Analysis
Configuration
Testing
Go Live
Training
GIS, User
Authentication &
Payment Gateway
Integration
Total Software and
Services Costs $30,000
Section 2: Data Migration (Optional)
Data Migration $0
Total Data Migration
Costs $0
Section 3: Software Integrations (Optional)
Software Integration $0
Total Integrations
Costs $0
Section 4: Annual Subscriptions including Ongoing Maintenance, Operation & Support (SaaS) Subscription for
Rent Registry $42,000 $44,100 $46,305 $48,620 $51,051
Subscription
Addition for Rent
Stabilization
$6,000 $6,300 $6,615 $6,946 $7,293
Total SaaS
Subscription Costs $48,000 $50,400 $52,920 $55,566 $58,344 TOTAL COSTS $78,000 $50,400 $52,920 $55,566 $58,344
Section 5: Optional Solutions (Annual Subscriptions)
Subscription
Addition for Safe
Housing Program
$6,000 $6,300 $6,615 $6,946 $7,293
Subscription
Addition for Just
Cause Evictions
Enforcement
$6,000 $6,300 $6,615 $6,946 $7,293
Subscription for
Housing Help Desk $15,600 $16,380 $17,199 $18,059 $18,962 Attachment A
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Optional Services
Data Migration
No data migrations are in scope currently.
Integrations
GIS – ESRI (included)
No other integrations have been identified currently. However, integrations can be added as subsequent work after 3Di Engage has gone live.
Safe Housing Program *
Additional Cost: $6,000 per year
The Safe Housing program within 3Di Engage Housing offers a practical, user-friendly approach to enforcing habitability standards. It empowers agencies to uphold safe living conditions efficiently. The program supports complaint-based and systematic inspections, providing flexibility to meet regulatory needs. It also accommodates selfinspection programs, enabling property owners to ensure compliance proactively.
Inspections are streamlined through online and mobile app options, allowing individuals to conduct assessments and record results. All findings are automatically added to each property’s data card within the 3Di Engage Housing solution, giving staff a complete, up-to-date view of compliance status. Notifications alert staff to properties that have met standards or need further attention, ensuring that every step toward safe housing is tracked and managed precisely.
*Complies with California Civil Code § 1941.1 (AB 1482, Tenant Protection Act) Just Cause Evictions Enforcement Program *
Additional Cost: $6,000 per year
The Just Cause Eviction Enforcement feature in 3Di Engage Housing offers a straightforward and efficient way to uphold “Just Cause” eviction standards, helping agencies manage and enforce compliance across various property types. The solution supports multiple eviction types, including 3-day and 30-day notices, adapting seamlessly to specific regulatory requirements.
This feature accommodates mandated online reporting by property owners, who can upload required eviction documentation directly through the system. All eviction-related data is added to the property's data card in the 3Di Engage Housing solution, creating a consolidated record that ensures transparency and accountability. Staff receive realtime notifications, allowing them to quickly identify properties that have met compliance standards or need further follow-up. This makes the eviction process clear, manageable, and fully integrated with the broader housing management system. *Complies with California Civil Code § 1941.1 (AB 1482, Tenant Protection Act) Rent Stabilization Program *
Additional Cost: $6,000 per year
Attachment A
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The Rent Stabilization Program within 3Di Engage Housing delivers an intuitive, practical approach to enforcing rent stabilization standards. This program helps agencies ensure that properties remain within regulatory limits by automatically calculating the Maximum Allowable Rate. It streamlines compliance with rent stabilization requirements while accommodating property owner exemptions.
Property owners can perform annual updates to property information directly online, ensuring that records are accurate and up-to-date. All compliance data and calculations are seamlessly added to each property's data card, providing a comprehensive view of rent-related details and historical changes. Staff receive notifications to track properties that have complied with rent stabilization guidelines or may need further assistance, making the program an essential tool for managing fair and consistent rental practices. *Complies with California Civil Code § 1941.1 (AB 1482, Tenant Protection Act) 3Di Housing Help Desk
Additional Cost: $15,600 per year
Housing Departments face a persistent challenge: limited resources. Balancing the need to assist property owners and tenants with the demands of managing housing programs can stretch resources thin, detracting from essential program work.
Departments often invest time and resources in training staff for user support. At the same time, the high volume of end-user assistance pulls focus away from missioncritical tasks that directly impact housing initiatives. 3Di Housing Help Desk simplifies this process by providing tailored, efficient support, enabling departments to focus on their primary objectives.
The Help Desk provides a comprehensive support system for users navigating 3Di Engage Housing solutions. Acting as an extension of your team, our specialists help property owners and tenants make the most of 3Di Engage Housing, from property registration and managing petitions to resolving payment inquiries. Designed with flexibility and scalability, the 3Di Housing Help Desk adapts to your department's specific demands, offering as-needed support that can be ramped up during peak periods, such as annual registries.
Customers have convenient multi-channel access to support through phone, chat, and email. Our structured escalation process ensures issues are resolved efficiently and aligned with program needs. In addition, detailed analytics and reporting tools provide actionable insights into support effectiveness, enabling ongoing service improvements.
Distinctive Features
• Flexibility: Our support is tailored to your needs, whether you need just a few hours of assistance each week or round-the-clock assistance.
Attachment A
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• Scalability: The 3Di Housing Help Desk can be tailored to meet your requirements, which is especially valuable for housing programs with seasonal demand, such as annual registries.
• Multi-Channel Access: Customers can conveniently reach the 3Di Housing Help Desk through phone, chat, or email.
• Resolution Escalation Process: Issues are handled via a personalized process to meet the needs of your programs.
• Insightful Reporting: Gain valuable insights into support effectiveness with our reporting and analytics tools.
• Manned Phone Call Support is available Monday through Friday, 8 a.m. to 12 p.m.
Pacific Time. Service is only available on some US national holidays.
With the 3Di Housing Help Desk, Housing Departments gain a cost-effective solution, eliminating the need for extensive hiring and training. This support system empowers teams to prioritize core housing initiatives while we manage software-related support, enhancing productivity and amplifying the impact of housing programs.
Attachment A
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Pricing Assumptions
● Annual subscription payments are preferred, but monthly fees can be accommodated upon request. Subscriptions are billed at contract execution, and implementation costs are billed upon completion.
● Subscription service is for up to 20,000 registered rental units. ● 10 Genie hours per month are included. These do not accumulate from month to month.
● 3Di Connect is included as part of the Housing Help Desk. ● Data migration is not included.
● Other than previously stated, integrations with 3rd party software are possible but have yet to be included. If integrations are required, we must schedule a meeting with our delivery team to understand the scope.
● As the implementation plan requires, the customer will provide the necessary resources for requirements gathering, testing, deployment, and training. ● 3Di’s Engage-based solution will provide cloud-based data archival depending on the customer's purchase option. If the subscription is active, 3Di will continue the storage. The customer can access the data in the system at any time and download it for other storage/usage options.
● Any cost related to sending text message notifications is not included.
Several cooperative purchasing vehicles can be used to procure 3Di Engage products.
Please let us know if you want to explore these options. • General Services Administration (GSA) contract # GS-35F-291AA • California Piggyback/Cooperative Agreement (Cities of Palo Alto, Pasadena, Santa Ana, Alameda, and Berkeley)
• State of New York Office of General Services IT Umbrella Contract # PM69687 • Amazon Web Services Marketplace
Attachment A
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3Di Engage Platform Support
3Di Engage support consists of 2 categories: Maintenance, Operations & Support (MOS), and Genie Hours.
The MOS comprehensive support program gives customers maximum flexibility, stability, and dependability, while Gene Hours delivers the highest 3Di Engage application support level.
Maintenance
● System Software Updates, Bug Fixes, and Patches
● Coordinate Release Management and Version Control with the customer ● Routine system and application log maintenance to ensure system performance and problem resolution
Operations
● Systems, application monitoring, and customer notification of errors, downtime, security breaches, or issues that affect the System ● System and application tuning for optimal performance ● System Security Monitoring & Notification (Unauthorized use, intrusion, or data compromise)
● System Recovery from errors and downtime
Support
● Flexible Support (Genie Hours) including
○ User Interface (UI) Changes
○ Technical support
○ Workflow Changes
○ Systems Integration
○ Reports and Analytics support
○ System configuration changes (e.g., role management, identity management)
● Support does not include the support of end users.
● Support is limited to 10 Genie hours/month.
● Genie hours may not be rolled over from month to month. ● Support Request Management
○ Phone Support: M-F (Except Holidays) 0800-1700 hours
○ Email Support: 24 hours
○ Web/Mobile Accessible Service Ticket Status
Attachment A
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○ Monthly Status Report for Maintenance, Operations and Support ○ SLA Based
Genie Hours
We developed the concept of Genie Hours based on our experience, which shows that each customer has unique needs concerning support, and it is difficult to predict the type of help or support a customer will require. Genie Hours is a pool of nonaccumulating hours available to customers at the beginning of each month. The Genie Hours may be used to request any reasonable support, including new reports, adding or changing workflows, adding or changing service requests, training, and minor system enhancements that can be achieved within the allocated pool of Genie hours.
Attachment A
FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
3DI Engage Software Services
THIS FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into this 24th day of February 2026 (hereinafter, the “Effective Date”), by and between the CITY OF HUNTINGTON PARK, a municipal corporation (“CITY”) 3Di Systems (hereinafter, “CONSULTANT”). For the purposes of this Agreement CITY and CONSULTANT may be referred to collectively by the capitalized term “Parties.” The capitalized term “Party” may refer to CITY or CONSULTANT interchangeably.
RECITALS
This AGREEMENT is made and entered into with respect to the following facts:
WHEREAS, on January 1, 2025, the CITY entered into a Professional Services Agreement (the “Master Agreement”) with 3Di Systems to provide 3Di Engage Software Services with a total amount of $105,600; and
WHEREAS, on December 31, 2025, the Professional Services Agreement which was assigned to the CONSULTANT has expired. CONSULTANT shall be granted a oneyear extension and increase the contract amount by $79,380 to continue providing 3Di Engage Software services under the terms and conditions of said Master Agreement for a total contract amount of $184,980; and
WHEREAS, CONSULTANT represents that it is fully qualified to perform such professional services by virtue of its experience and the training, education and expertise of its principals and employees; and
WHEREAS, CONSULTANT further represents that it is willing to accept responsibility for performing such services in accordance with the terms and conditions set forth in this Agreement; and
WHEREAS, the execution of this Amendment was approved by the Huntington Park City Council at its Regular Meeting of February 24, 2026.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, Agency and CONSULTANT agree as follows:
ATTACHMENT “B”
I.
ENGAGEMENT TERMS
1.1 SCOPE OF SERVICES: Subject to the terms and conditions set forth in this Agreement and all exhibits attached and incorporated hereto, CONSULTANT agrees to perform the services and tasks set forth in that certain document entitled “Scope of Services” and attached hereto as Exhibit “A” (hereinafter referred to as the “Scope of Services”). CONSULTANT further agrees to furnish to CITY all labor, materials, tools, supplies, equipment, services, tasks and work necessary to competently perform and timely complete the services and tasks as set forth in the Scope of Services. For the purposes of this Agreement the aforementioned services and tasks set forth in the Scope of Services shall hereinafter be referred to generally by the capitalized term “Work.”
1.2 TERM: This Agreement shall grant an extension of one year commencing form the Effective Date to expire December 31, 2026 unless terminated as provided elsewhere in this Agreement (hereinafter, the “Term”). Upon the conclusion of the Term, this Agreement may be renewed, upon mutual agreement of the Parties and approval from City Council, unless either Party issues written notice sixty (60) days in advance of its intent not to authorize an additional extension term. Nothing in this Section shall operate to prohibit or otherwise restrict the CITY’s ability to terminate this Agreement at any time for convenience or for cause as further set out herein.
1.3 COMPENSATION: During the term of this Agreement, CONSULTANT shall perform the Services set forth in Section 1.2 above, at the rates of compensation set forth in the Rate Schedule reflected in Exhibit “A”. Subject to the CPI Index Adjustment section of Exhibit “A”, CONSULTANT further agrees that the total compensation for the Work shall not exceed the sum total of $184,980 (hereinafter, the “Contract Price”). CONSULTANT shall not exceed the Contract Price unless such added expenditure is first approved by the CITY Council acting in consultation with the City Manager. In the event CONSULTANT’s charges are projected to exceed the Contract Price prior to the expiration of the Term or any single extension term, CITY may suspend CONSULTANT’s performance of any additional Work outside the Work as defined in Exhibit A, pending CITY approval of any anticipated expenditures in excess of the Contract Price or any other CITYapproved amendment to the compensation terms of this Agreement.
1.4 PAYMENT OF COMPENSATION: On the first of each month, CONSULTANT shall submit to CITY an itemized invoice for that month’s services and indicating the additional services and tasks performed during the recently concluded calendar month, including services and tasks performed and the reimbursable outof-pocket expenses incurred. If the amount of CONSULTANT’s monthly compensation is a function of hours worked by CONSULTANT’s personnel, the invoice shall indicate the number of hours worked in the recently concluded calendar month, the persons responsible for performing the Work, the rate of compensation at which such services and tasks were performed, the subtotal for each task and service performed and a grand total for all services performed.
Within thirty (30) calendar days of receipt of each invoice, CITY shall pay any
undisputed amounts. Within thirty (30) calendar days of receipt of each invoice, CITY shall notify CONSULTANT in writing of any disputed amounts included in the invoice. CITY shall not withhold applicable taxes or other authorized deductions from payments made to CONSULTANT.
1.5 ACCOUNTING RECORDS: CONSULTANT shall maintain complete and accurate records with respect to all matters covered under this Agreement for a period of three (3) years after the expiration or termination of this Agreement. CITY shall have the reasonable right to access and examine such records, without charge.
CITY shall own and further have the right to audit such records, to make transcripts therefrom and to inspect all program data, documents, proceedings, and activities.
1.6 ABANDONMENT BY CONSULTANT: In the event CONSULTANT ceases to perform the Work agreed to under this Agreement or otherwise abandons the undertaking contemplated herein prior to the expiration of this Agreement or prior to completion of any or all tasks set forth in the Scope of Services, CONSULTANT shall deliver to CITY immediately and without delay, all written materials, including any electronic communications, records and other work product prepared or obtained by CONSULTANT in the performance of this Agreement. Furthermore, CONSULTANT shall only be compensated for the reasonable value of the services, tasks and other work performed up to the time of cessation or abandonment, less a deduction for any damages, costs or additional expenses which CITY may incur as a result of CONSULTANT’s cessation or abandonment.
II.
PERFORMANCE OF AGREEMENT
2.1 CITY’S REPRESENTATIVES: The CITY hereby designates the City Manager (hereinafter, the “CITY Representative”) to act as its representative for the performance of this Agreement. The City Manager shall be the chief CITY Representative. The CITY Representative or their designee shall act on behalf of the CITY for all purposes under this Agreement. CONSULTANT shall not accept directions or orders from any person other than the CITY Representative or their designee.
2.2 CONSULTANT REPRESENTATIVE: CONSULTANT hereby designates [WHO CONSULTANT DESIGNATES] to act as its representative for the performance of this Agreement (hereinafter, “CONSULTANT Representative”). CONSULTANT Representative shall have full authority to represent and act on behalf of the CONSULTANT for all purposes under this Agreement. CONSULTANT Representative or his designee shall supervise and direct the performance of the Work, using his best skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures and for the satisfactory coordination of all portions of the Work under this Agreement. Notice to the CONSULTANT Representative shall constitute notice to CONSULTANT.
CONSULTANT may, by written notice to CITY, advise CITY of any change in CONSULTANT Representative.
2.3 COORDINATION OF SERVICE; CONFORMANCE WITH REQUIREMENTS:
CONSULTANT agrees to work closely with CITY staff in the performance of the Work and this Agreement and shall be available to CITY staff and the CITY Representatives at all reasonable times. All work prepared by CONSULTANT shall be subject to inspection and approval by CITY Representatives or their designees.
2.4 STANDARD OF CARE; PERFORMANCE OF EMPLOYEES: CONSULTANT represents, acknowledges and agrees to the following:
A. CONSULTANT shall perform all Work skillfully, competently and in accordance with industry standards of CONSULTANT’s profession; B. CONSULTANT shall perform all Work in a manner in accordance with this Agreement;
C. CONSULTANT shall comply with all applicable federal, state and local laws and regulations, including the conflict of interest provisions of Government Code Section 1090 and the Political Reform Act (Government Code Section 81000 et seq.);
D. CONSULTANT understands the nature and scope of the Work to be performed under this Agreement as well as any and all schedules of performance;
E. All of CONSULTANT’s employees and agents possess sufficient skill, knowledge, training and experience to perform those services and tasks assigned to them by CONSULTANT; and
F. Except as otherwise set forth in this Agreement, all of CONSULTANT’s employees and agents (including but not limited to subCONSULTANTs and subconsultants) possess all licenses, permits, certificates, qualifications and approvals of whatever nature that are legally required to perform the tasks and services contemplated under this Agreement and all such licenses, permits, certificates, qualifications and approvals shall be maintained throughout the term of this Agreement and made available to CITY for copying and inspection.
The Parties acknowledge and agree that CONSULTANT shall perform, at CONSULTANT’s own cost and expense and without any reimbursement from CITY, any services necessary to correct any errors or omissions caused by CONSULTANT’s failure to comply with its obligation set out herein or failure on the part of CONSULTANT’s employees, agents, CONSULTANTs, subCONSULTANTs and subconsultants to fulfill its obligations herein. Such effort by CONSULTANT to correct any errors or omissions shall be commenced as soon as reasonably practicable upon their discovery or notice by either Party and shall be completed within seven (7) calendars days from the date of discovery or such other extended period of time authorized by the CITY Representatives in writing, in accordance with applicable industry standards.
The Parties acknowledge and agree that CITY’s acceptance of any work performed by CONSULTANT or on CONSULTANT’s behalf shall not constitute
a release of any deficiency or delay in performance. The Parties further acknowledge, understand and agree that CITY has relied upon the foregoing representations of CONSULTANT, including but not limited to the representation that CONSULTANT possesses the skills, training, knowledge and experience necessary to perform the Work skillfully, competently and in accordance with applicable industry standards of CONSULTANT’s profession.
2.5 ASSIGNMENT: The skills, training, knowledge and experience of CONSULTANT are material to CITY’s willingness to enter into this Agreement. Accordingly, CITY has an interest in the qualifications and capabilities of the person(s) who will perform the services and tasks to be undertaken by CONSULTANT or on behalf of CONSULTANT in the performance of this Agreement. In recognition of this interest, CONSULTANT agrees that it shall not assign or transfer, either directly or indirectly or by operation of law, this Agreement or the performance of any of CONSULTANT’s duties or obligations under this Agreement without the prior written consent of the CITY, which consent shall not be unreasonably withheld.
CITY shall have up to sixty (60) calendar days to consider any proposed assignment by CONSULTANT. CONSULTANT can withhold consent where the CITY determines that the proposed assignee does not have the financial capacity to comply with the terms of this Agreement. In the absence of CITY’s prior written consent, any attempted assignment or transfer shall be ineffective, null and void and shall constitute a material breach of this Agreement.
2.6 CONTROL AND PAYMENT OF SUBORDINATES; INDEPENDENT
CONSULTANT: The Work shall be performed by CONSULTANT or under CONSULTANT’s strict supervision. CONSULTANT will determine the means, methods and details of performing the Work subject to the requirements of this Agreement. CITY retains CONSULTANT on an independent CONSULTANT basis and not as an employee. CONSULTANT reserves the right to perform similar or different services for other principals during the term of this Agreement, provided such work does not unduly interfere with CONSULTANT’s competent and timely performance of the Work contemplated under this Agreement and provided the performance of such services does not result in the unauthorized disclosure of CITY’s confidential or proprietary information. Any additional personnel performing the Work under this Agreement on behalf of CONSULTANT are not employees of CITY and shall at all times be under CONSULTANT’s exclusive direction and control. CONSULTANT shall pay all wages, salaries and other amounts due such personnel and shall assume responsibility for all benefits, payroll taxes, Social Security and Medicare payments and the like. CONSULTANT shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: Social Security taxes, income tax withholding, unemployment insurance, disability insurance, workers’ compensation insurance and the like.
2.7 REMOVAL OF EMPLOYEES OR AGENTS: If any of CONSULTANT’s officers, employees, agents, CONSULTANTs, subCONSULTANTs or subconsultants is determined by the CITY Representatives to be uncooperative, incompetent, a threat to the adequate or timely performance of the tasks assigned to CONSULTANT, a threat to persons or property, or if any of CONSULTANT’s
officers, employees, agents, CONSULTANTs, subCONSULTANTs or subconsultants fail or refuse to perform the Work in accordance with this Agreement, such officer, employee, agent, CONSULTANT, subCONSULTANT or subconsultant shall be promptly removed by CONSULTANT and shall not be reassigned to perform any of the Work.
2.8 COMPLIANCE WITH LAWS: CONSULTANT shall keep itself informed of and in compliance with all applicable federal, State or local laws to the extent such laws control or otherwise govern the performance of the Work. CONSULTANT’s compliance with applicable laws shall include without limitation compliance with all applicable Cal/OSHA requirements. To the extent that any changes in applicable law result in an increase in CONSULTANT’s cost of performance, the Parties shall negotiate in good faith to reach a mutually agreeable price adjustment. Should the Parties fail to reach such an agreement within 30 days (or such other agreeable time period) of CONSULTANT’s notice to CITY of its increased cost of performance, either Party may terminate this Agreement upon 60 days’ written notice.
(a) In the event that water treatment violations occur following the effective date of this Agreement, subject to Sub-Section (b) below and the applicable Force Majeure provisions, the CONSULTANT shall, in respect of violations that may be imposed by Applicable Law and to the extent due to CONSULTANT’s fault, be responsible for: fines, penalties, or damages. Prior to settlement or payment of any such fines, penalties or damages, the CONSULTANT reserves the right to contest government or private actions, suits or proceedings for violations through administrative procedures or otherwise. (b) To the extent that violations of applicable laws, rules, regulations or permits are caused by failures in the facilities or causes beyond CONSULTANT’s control, including the CITY’s failure to approve recommended repairs or maintenance, CONSULTANT will use its best efforts to maximize performance of the Facilities but shall not be responsible for associated violations or damages, fines or penalties which result.
2.9 NON-DISCRIMINATION: In the performance of this Agreement, CONSULTANT shall not discriminate against any employee, subCONSULTANT, subconsultant, or applicant for employment because of race, color, creed, religion, sex, marital status, sexual orientation, national origin, ancestry, age, physical or mental disability or medical condition.
2.10. INDEPENDENT CONSULTANT STATUS: The Parties acknowledge, understand and agree that CONSULTANT and all persons retained or employed by CONSULTANT are, and shall at all times remain, wholly independent CONSULTANTs and are not officials, officers, employees, departments or subdivisions of CITY. CONSULTANT shall be solely responsible for the negligent acts and/or omissions of its employees, agents, CONSULTANTs, subCONSULTANTs and subconsultants. CONSULTANT and all persons retained or employed by CONSULTANT shall have no authority, express or implied, to bind CITY in any manner, nor to incur any obligation, debt or liability of any kind on
behalf of, or against, CITY, whether by contract or otherwise, unless such authority is expressly conferred to CONSULTANT under this Agreement or is otherwise expressly conferred by CITY in writing.
2.11 CITY RESPONSIBILITIES: During the term of this Agreement, the CITY shall:
a) obtain and maintain all state, federal, and local permits and licenses required for ownership, operation and maintenance of the Facilities, including without limitation, the CITY’s Permits;
c) comply with Applicable Law relating to the management, ownership, operation, maintenance, repair and replacement of the Facilities (to the extent that the responsibility of complying with those laws is not specifically assumed by the CONSULTANT under this Agreement). The CONSULTANT shall not be responsible for the CITY’s failure to comply with any provision of Applicable Law that is not otherwise specifically assumed by the CONSULTANT hereunder.
III.
INSURANCE
3.1 DUTY TO PROCURE AND MAINTAIN INSURANCE: Prior to the beginning of and throughout the duration of the Work, CONSULTANT will procure and maintain polices of insurance that meet the requirements and specifications set forth under this Article. CONSULTANT shall procure and maintain the following insurance coverage, at its own expense:
A. Commercial General Liability Insurance: CONSULTANT shall procure and maintain Commercial General Liability Insurance (“CGL Coverage”) as broad as Insurance Services Office Commercial General Liability coverage (occurrence Form CG 0001) or its equivalent. Such CGL Coverage shall have minimum limits of no less than Two Million Dollars ($2,000,000.00) per occurrence and Four Million Dollars ($4,000,000.00) in the general aggregate for bodily injury, personal injury, property damage, operations, products and completed operations, and contractual liability.
B. Automobile Liability Insurance: CONSULTANT shall procure and maintain Automobile Liability Insurance as broad as Insurance Services Office Form Number CA 0001 covering Automobile Liability, Code 1 (any auto). Such Automobile Liability Insurance shall have minimum limits of no less than One Million Dollars ($1,000,000.00) per accident for bodily injury and property damage.
C. Workers’ Compensation Insurance/ Employer’s Liability Insurance: A policy of workers’ compensation insurance in such amount as will fully comply with the laws of the State of California. However, if the CONSULTANT has no employees, for example a sole practitioner or a partner in a firm with only contracted support staff, then Workers’ Compensation is not required by the State. CONSULTANT shall the city’s form stating they are either the owner of
the organization or a partner, and are exempt from the State’s workers’ compensation requirements because they have no employees and agree to hold the Entity harmless from loss or liability for such. A waiver must be signed.
D. Liability (Errors and Omissions) Insurance: appropriates to the Consultant’s profession, with limit no less than $2,000,000 per occurrence or claim, $2,000,000 aggregate.
E. Cyber Liability Insurance: Consultant shall maintain Cyber Liability (Cyber Risk) Insurance appropriate to the Consultant’s operations, including but not limited to coverage for data breaches, network security failures, privacy violations, business interruption due to cyber events, and media liability. Coverage shall be provided with limits of not less than $2,000,000 per occurrence or claim and $2,000,000 aggregate.
3.2 ADDITIONAL INSURED REQUIREMENTS: The CGL Coverage and the Automobile Liability Insurance shall contain an endorsement naming the CITY and CITY’s elected and appointed officials, officers, employees, agents and volunteers as additional insureds.
3.3 The Entity, 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 CONSULTANT including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the CONSULTANT’s insurance (at least as broad as ISO Form CG 20 10 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).
3.4 REQUIRED CARRIER RATING: All varieties of insurance required under this Agreement shall be procured from insurers admitted in the State of California and authorized to issue policies directly to California insureds. Except as otherwise provided elsewhere under this Article, all required insurance shall be procured from insurers who, according to the latest edition of the Best’s Insurance Guide, have an A.M. Best’s rating of no less than A:VII. CITY may also accept policies procured by insurance carriers with a Standard & Poor’s rating of no less than BBB according to the latest published edition the Standard & Poor’s rating guide. As to Workers’ Compensation Insurance/ Employer’s Liability Insurance, the CITY Representatives are authorized to authorize lower ratings than those set forth in this Section.
3.5 PRIMACY OF CONSULTANT’S INSURANCE: All polices of insurance provided by CONSULTANT shall be primary to any coverage available to CITY or CITY’s elected or appointed officials, officers, employees, agents or volunteers. Any insurance or self-insurance maintained by CITY or CITY’s elected or appointed officials, officers, employees, agents or volunteers shall be in excess of CONSULTANT’s insurance and shall not contribute with it.
3.6 WAIVER OF SUBROGATION: All insurance coverage provided pursuant to this Agreement shall not prohibit CONSULTANT or CONSULTANT’s officers, employees, agents, subCONSULTANTs or subconsultants from waiving the right of subrogation prior to a loss. CONSULTANT hereby waives all rights of subrogation against CITY.
3.7 VERIFICATION OF COVERAGE: CONSULTANT acknowledges, understands and agrees, that CITY’s ability to verify the procurement and maintenance of the insurance required under this Article is critical to safeguarding CITY’s financial well-being and, indirectly, the collective well-being of the residents of the CITY.
Accordingly, CONSULTANT warrants, represents and agrees that it shall furnish CITY with original certificates of insurance and endorsements evidencing the coverage required under this Article. The certificates of insurance and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. All certificates of insurance and endorsements shall be received and approved by CITY as a condition precedent to CONSULTANT’s commencement of any work or any of the Work. Upon CITY’s written request, CONSULTANT shall also provide CITY with certified copies of all required insurance policies and endorsements.
IV.
INDEMNIFICATION
4.1 The Parties agree that CITY and CITY’s elected and appointed officials, officers, employees, agents and volunteers (hereinafter, the “CITY Indemnitees”) should, to the fullest extent permitted by law, be protected from any and all loss, injury, damage, claim, lawsuit, cost, expense, attorneys’ fees, litigation costs, or any other cost arising out of or in any way related to this Agreement subject to Paragraph
4.2 and 4.3. Accordingly, the provisions of this indemnity provision are intended by the Parties to be interpreted and construed to provide the CITY Indemnitees with the fullest protection possible under the law. CONSULTANT acknowledges that CITY would not enter into this Agreement in the absence of CONSULTANT’s commitment to indemnify, defend and protect CITY as set forth herein.
4.2 Work of CONSULTANT’s Design Professionals Services: Except for direct claims by the Parties against each other, the duty to indemnify, defend and hold harmless as set forth under this subsection shall apply to the negligence, recklessness or willful misconduct of any individual who qualifies as a “design professional” within the meaning of subsection (c)(2) of section 2782.8 of the California Civil Code in so far as such negligence, recklessness or willful misconduct occurs in the performance work or activities that must be performed by a “design professional.” Subject to the limitation of the preceding sentence, to the fullest extent permitted by law, CONSULTANT shall immediately defend and indemnify and hold harmless the CITY Indemnities, defined above, from and against any and all liability, loss, damage, expense, cost (including without limitation reasonable attorneys’ fees, expert fees and all other costs and fees of litigation) of every nature arising out of the negligence, recklessness, or willful misconduct of CONSULTANT or any of CONSULTANT’s officers, employees, servants, agents, CONSULTANTs, subCONSULTANTs or authorized volunteers or any other person or entity involved
by, for, or with or on behalf of CONSULTANT in the performance of design professional services under this Agreement. The Parties understand and agree that the duty of CONSULTANT to indemnify, defend and hold harmless pursuant to this subsection includes the duty to defend as set forth in section 2778 of the California Civil Code. CONSULTANT’s obligation to indemnify applies except to the extent that it is finally adjudicated that the liability was caused by the active negligence or sole willful misconduct of an indemnified party. If it is finally adjudicated that liability is caused by the comparative active negligence or willful misconduct of an indemnified party, then CONSULTANT’s indemnification obligation shall be reduced in proportion to the established comparative liability.
4.3 Work of All Other Persons/Non-Design Professionals: Except for direct claims by the Parties against each other and as otherwise provided under Section 4.2 of this Article, above, to the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless the CITY Indemnitees from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys’ fees, expert fees and all other reasonable costs and fees of litigation) of every nature to the extent caused by CONSULTANT’s negligent performance under this Agreement, including but not limited to the negligent acts, errors or omissions of CONSULTANT or CONSULTANT’s officers, employees, agents, servants, CONSULTANTs, subCONSULTANTs or subconsultants or the failure of the same to comply with any of the duties, obligations or standards of care set forth herein. The duty to indemnify, defend and hold harmless under this subsection shall not encompass a duty to indemnity, defend or hold harmless for liability, loss, suit, damage, expense, or cost to the extent caused by the negligence or willful misconduct of any or all of the City Indemnitees. The duty to indemnify, defend and hold harmless as set forth under this subsection is intended to encompass liabilities, losses, damages, expense and costs not otherwise subject to subsection
4.2, above.
4.4 CITY shall have the right to offset against the amount of any compensation due CONSULTANT under this Agreement any amount due CITY from CONSULTANT as a result of CONSULTANT’s failure to pay CITY promptly any indemnification arising under this Article and related to CONSULTANT’s failure to either (i) pay taxes on amounts received pursuant to this Agreement or (ii) comply with applicable workers’ compensation laws.
4.5 The obligations of CONSULTANT under this Article will not be limited by the provisions of any workers’ compensation act or similar act. CONSULTANT expressly waives its statutory immunity under such statutes or laws as to CITY and CITY’s elected and appointed officials, officers, employees, agents and volunteers.
4.6 CONSULTANT agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Article from each and every subCONSULTANT or any other person or entity involved by, for, with or on behalf of CONSULTANT in the performance of this Agreement. In the event CONSULTANT fails to obtain such indemnity obligations from others as required herein, CONSULTANT agrees to be fully responsible and indemnify, hold harmless and defend CITY and CITY’s elected and appointed officials, officers, employees,
agents and volunteers from and against any and all claims and losses, costs or expenses for any damage due to death or injury to any person and injury to any property resulting from any alleged intentional, reckless, negligent, or otherwise wrongful acts, errors or omissions of CONSULTANT’s subCONSULTANTs or any other person or entity involved by, for, with or on behalf of CONSULTANT in the performance of this Agreement. Such costs and expenses shall include reasonable attorneys’ fees incurred by counsel of CITY’s choice.
4.7 CITY does not, and shall not, waive any rights that it may possess against CONSULTANT because of the acceptance by CITY, or the deposit with CITY, of any insurance policy or certificate required pursuant to this Agreement. This hold harmless and indemnification provision shall apply regardless of whether or not any insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense.
4.8 This Article and all provisions contained herein (including but not limited to the duty to indemnify, defend and hold free and harmless) shall survive the termination or normal expiration of this Agreement and is in addition to any other rights or remedies which the CITY may have at law or in equity.
V.
TERMINATION
5.1 TERMINATION WITHOUT CAUSE: Except for the first two years of this Agreement, either Party may, by written notice to the other, immediately terminate this Agreement at any time for convenience and without cause by giving written notice to Consultant of such termination, which notice shall specify the effective date of such termination, which effective date shall not be less than 90 days from the written notice. Upon such termination for convenience, CONSULTANT shall be compensated only for those services and tasks which have been performed by CONSULTANT up to the effective date of the termination. If this Agreement is terminated as provided herein, CITY may require CONSULTANT to provide all finished or unfinished Documents and Data, as defined in Section 6.1 below, and other information of any kind prepared by CONSULTANT in connection with the performance of the Work. CONSULTANT shall be required to provide such Documents and Data within fifteen (15) calendar days of CITY’s written request.
No actual or asserted breach of this Agreement on the part of CITY pursuant to Section 5.2, below, shall operate to prohibit or otherwise restrict CITY’s ability to terminate this Agreement for convenience as provided under this Section.
5.2 EVENTS OF DEFAULT; BREACH OF AGREEMENT:
A. In the event either Party fails to perform any duty, obligation, service or task set forth under this Agreement (or fails to timely perform or properly perform any such duty, obligation, service or task set forth under this Agreement), an event of default (hereinafter, “Event of Default”) shall occur. For all Events of Default, the Party alleging an Event of Default shall give written notice to the defaulting
Party (hereinafter referred to as a “Default Notice”) which shall specify: (i) the nature of the Event of Default; (ii) the action required to cure the Event of Default; (iii) a date by which the Event of Default shall be cured, which shall not be less than the applicable cure period set forth under Sections 5.2.B and 5.2C below or if a cure is not reasonably possible within the applicable cure period, to begin such cure and diligently prosecute such cure to completion. The Event of Default shall constitute a breach of this Agreement if the defaulting Party fails to cure the Event of Default within the applicable cure period or any extended cure period allowed under this Agreement.
B. CONSULTANT shall cure the following Events of Defaults within the following time periods:
i. Within three (3) business days of CITY’s issuance of a Default Notice for any failure of CONSULTANT to timely provide CITY or CITY’s employees or agents with any information and/or written reports, documentation or work product which CONSULTANT is obligated to provide to CITY or CITY’s employees or agents under this Agreement. Prior to the expiration of the 3- day cure period, CONSULTANT may submit a written request for additional time to cure the Event of Default upon a showing that CONSULTANT has commenced efforts to cure the Event of Default and that the Event of Default cannot be reasonably cured within the 3-day cure period. The foregoing notwithstanding, CITY shall be under no obligation to grant additional time for the cure of an Event of Default under this Section 5.2 B.i. that exceeds seven (7) calendar days from the end of the initial 3-day cure period; or ii. Within thirty (30) calendar days of CITY’s issuance of a Default Notice for any other Event of Default under this Agreement. Prior to the expiration of the 30-day cure period, CONSULTANT may submit a written request for additional time to cure the Event of Default upon a showing that CONSULTANT has commenced efforts to cure the Event of Default and that the Event of Default cannot be reasonably cured within the 30-day cure period. The foregoing notwithstanding, CITY shall be under no obligation to grant additional time for the cure of an Event of Default under this Section
5.2B.ii that exceeds thirty (30) calendar days from the end of the initial 30- day cure period.
In addition to any other failure on the part of CONSULTANT to perform any duty, obligation, service or task set forth under this Agreement (or the failure to timely perform or properly perform any such duty, obligation, service or task), an Event of Default on the part of CONSULTANT shall include, but shall not be limited to the following: (i) CONSULTANT’s refusal or failure to perform any of the services or tasks called for under the Scope of Services; (ii) CONSULTANT’s failure to fulfill or perform its obligations under this Agreement within the specified time or if no time is specified, within a reasonable time; (iii) CONSULTANT’s and/or its employees’ disregard or violate any federal, state, local law, rule, procedure or regulation; (iv) the initiation of proceedings under any bankruptcy, insolvency, receivership, reorganization, or similar legislation as relates to CONSULTANT, whether voluntary of involuntary; (v) CONSULTANT’s refusal or failure to perform
or observe any material covenant, condition, obligation or provision of this Agreement; and/or (vii) CITY’s discovery that a statement representation or warranty by CONSULTANT relating to this Agreement is false, misleading or erroneous in any material respect.
C. CITY shall cure any Event of Default asserted by CONSULTANT within fortyfive (45) calendar days of CONSULTANT’s issuance of a Default Notice, unless the Event of Default cannot reasonably be cured within the 45-day cure period.
Prior to the expiration of the 45-day cure period, CITY may submit a written request for additional time to cure the Event of Default upon a showing that CITY has commenced its efforts to cure the Event of Default and that the Event of Default cannot be reasonably cured within the 45-day cure period. The foregoing notwithstanding, an Event of Default dealing with CITY’s failure to timely pay any undisputed sums to CONSULTANT as provided under Section
1.4, above, shall be cured by CITY within five (5) calendar days from the date of CONSULTANT’s Default Notice to CITY.
D. Either Party may also immediately suspend performance under this Agreement pending the Defaulting Party’s cure of any Event of Default by giving said Party written notice of the Party’s intent to suspend performance (hereinafter, a “Suspension Notice”). A Party may issue the Suspension Notice at any time upon the occurrence of an Event of Default. Upon such suspension, CONSULTANT shall be compensated only for those services and tasks which have been rendered by CONSULTANT in accordance with this Agreement up to the effective date of the suspension. No actual or asserted breach of this Agreement on the part of CITY shall operate to prohibit or otherwise restrict CITY’s ability to suspend this Agreement as provided herein.
E. No waiver of any Event of Default or breach under this Agreement shall constitute a waiver of any other or subsequent Event of Default or breach. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.
F. The duties and obligations imposed under this Agreement and the rights and remedies available hereunder shall be in addition to and not a limitation of any duties, obligations, rights and remedies otherwise imposed or available by law.
In addition to any other remedies available to CITY at law or under this Agreement in the event of any breach of this Agreement, CITY, in its sole and absolute discretion, may also pursue any one or more of the following remedies:
i. Upon a thirty (30) day written notice to CONSULTANT, the CITY may terminate this Agreement in whole or in part;
ii. Upon written notice to CONSULTANT, the CITY may extend the time of performance;
iii. The CITY may proceed by appropriate court action to enforce the terms of the Agreement to recover damages for CONSULTANT’s breach of the Agreement or to terminate the Agreement; or
iv. The CITY may exercise any other available and lawful right or remedy.
G. In the event CITY is in breach of this Agreement, CONSULTANT’s sole remedy shall be the suspension or termination of this Agreement and/or the recovery of any unpaid sums lawfully owed to CONSULTANT under this Agreement for completed services and tasks.
5.3 SCOPE OF WAIVER: No waiver of any default or breach under this Agreement shall constitute a waiver of any other default or breach, whether of the same or other covenant, warranty, agreement, term, condition, duty or requirement contained in this Agreement. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.
5.4 SURVIVING ARTICLES, SECTIONS AND PROVISIONS: The termination of this Agreement pursuant to any provision of this Article or by normal expiration of its term or any extension thereto shall not operate to terminate any Article, Section or provision contained herein which provides that it shall survive the termination or normal expiration of this Agreement.
VI.
MISCELLANEOUS PROVISIONS
6.1 DOCUMENTS & DATA; LICENSING OF INTELLECTUAL PROPERTY: All Documents and Data shall be and remain the property of CITY without restriction or limitation upon their use or dissemination by CITY. For purposes of this Agreement, the term “Documents and Data” means and includes all materials, equipment, reports, analyses, correspondence, plans, drawings, designs, renderings, specifications, notes, summaries, strategies, charts, schedules, spreadsheets, calculations, lists, data compilations, documents or other materials developed and/or assembled by or on behalf of CONSULTANT in the performance of this Agreement and fixed in any tangible medium of expression, including but not limited to Documents and Data stored digitally, magnetically and/or electronically. This Agreement creates, at no cost to CITY, a perpetual license for CITY to copy, use, reuse, disseminate and/or retain any and all copyrights, designs, and other intellectual property embodied in all Documents and Data.
CONSULTANT shall require all subCONSULTANTs and subCONSULTANT working on behalf of CONSULTANT in the performance of this Agreement to agree in writing that CITY shall be granted the same right to copy, use, reuse, disseminate and retain Documents and Data prepared or assembled by any subCONSULTANT or subCONSULTANT as applies to Documents and Data prepared by CONSULTANT in the performance of this Agreement.
6.2 CONFIDENTIALITY: All data, documents, discussion, or other information developed or received by CONSULTANT or provided for performance of this
Agreement are deemed confidential and shall not be disclosed by CONSULTANT without prior written consent by CITY. CITY shall grant such consent if disclosure is legally required. Upon request, all CITY data shall be returned to CITY upon the termination or expiration of this Agreement. CONSULTANT shall not use CITY’s name or insignia, photographs, or any publicity pertaining to the Work in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of CITY.
6.3 FALSE CLAIMS ACT: CONSULTANT warrants and represents that neither CONSULTANT nor any person who is an officer of, in a managing position with, or has an ownership interest in CONSULTANT has been determined by a court or tribunal of competent jurisdiction to have violated the False Claims Act, 31 U.S.C., Section 3789 et seq. and the California False Claims Act, Government Code Section 12650 et seq.
6.4 NOTICES: All notices permitted or required under this Agreement shall be given to the respective Parties at the following addresses, or at such other address as the respective Parties may provide in writing for this purpose:
CONSULTANT: CITY:
3Di Systems, Inc.
3 Pointe Drive, Suite 307
Brea, CA 92821
Attn: Mihir Desai, C.O.O & C.F.O
Phone: (714) 257 - 1100
Email: [email protected]
City of Huntington Park
Community Development
6550 Mile Avenue
Huntington Park, CA 90255
Attn: Ricardo Reyes, City Manager
Phone: (323) 584 - 6222
Email: [email protected]
Such notices shall be deemed effective when personally delivered or successfully transmitted by facsimile as evidenced by a fax confirmation slip or when mailed, fortyeight (48) hours after deposit with the United States Postal Service, first class postage prepaid and addressed to the Party at its applicable address.
6.5 COOPERATION; FURTHER ACTS: The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as is reasonably necessary, appropriate or convenient to achieve the purposes of this Agreement.
6.6 SUBCONTRACTING: CONSULTANT shall not subcontract any portion of the Work required by this Agreement, except as expressly stated herein, without the prior written approval of CITY. Subcontracts (including without limitation subcontracts with subCONSULTANTs), if any, shall contain a provision making them subject to all provisions stipulated in this Agreement with the exception of provisions relating to insurance requirements and indemnification.
6.7 CITY’S RIGHT TO EMPLOY OTHER CONSULTANTS: CITY reserves the right to employ other CONSULTANTs in connection with the various projects worked upon by CONSULTANT.
6.8 PROHIBITED INTERESTS: CONSULTANT warrants, represents and maintains that it has not employed nor retained any company or person, other than a bona fide employee working solely for CONSULTANT, to solicit or secure this Agreement. Further, CONSULTANT warrants and represents that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for CONSULTANT, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, CITY shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of CITY, during the term of his or her service with CITY, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
6.9 TIME IS OF THE ESSENCE: Time is of the essence for each and every provision of this Agreement.
6.10 GOVERNING LAW AND VENUE: This Agreement shall be interpreted and governed according to the laws of the State of California. In the event of litigation between the Parties, the venue, without exception, shall be in the Los Angeles County Superior Court of the State of California. If, and only if, applicable law requires that all or part of any such litigation be tried exclusively in federal court, venue, without exception, shall be in the Central District of California located in the City of Los Angeles, California.
6.11 ATTORNEYS’ FEES: If either Party commences an action against the other Party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing Party in such litigation shall be entitled to have and recover from the losing Party reasonable attorneys’ fees and all other costs of such action.
6.12 SUCCESSORS AND ASSIGNS: This Agreement shall be binding on the successors and assigns of the Parties.
6.13 NO THIRD PARTY BENEFIT: There are no intended third party beneficiaries of any right or obligation assumed by the Parties. All rights and benefits under this Agreement inure exclusively to the Parties.
6.14 CONSTRUCTION OF AGREEMENT: This Agreement shall not be construed in favor of, or against, either Party but shall be construed as if the Parties prepared this Agreement together through a process of negotiation and with the advice of their respective attorneys.
6.15 SEVERABILITY: If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
6.16 AMENDMENT; MODIFICATION: No amendment, modification or supplement of this Agreement shall be valid or binding unless executed in writing and signed by
both Parties, subject to CITY approval. The requirement for written amendments, modifications or supplements cannot be waived and any attempted waiver shall be void and invalid.
6.17 CAPTIONS: The captions of the various articles, sections and paragraphs are for convenience and ease of reference only, and do not define, limits, augment, or describe the scope, content, or intent of this Agreement.
6.18 INCONSISTENCIES OR CONFLICTS: In the event of any conflict or inconsistency between the provisions of this Agreement and any of the exhibits attached hereto, the provisions of this Agreement shall control.
6.19 ENTIRE AGREEMENT: This Agreement including all attached exhibits is the entire, complete, final and exclusive expression of the Parties with respect to the matters addressed herein and supersedes all other agreements or understandings, whether oral or written, or entered into between CITY and CONSULTANT prior to the execution of this Agreement. No statements, representations or other agreements, whether oral or written, made by any Party which are not embodied herein shall be valid or binding. No amendment, modification or supplement to this Agreement shall be valid and binding unless in writing and duly executed by the Parties pursuant to Section 6.15, above.
6.20 COUNTERPARTS: This Agreement shall be executed in three (3) original counterparts each of which shall be of equal force and effect. No handwritten or typewritten amendment, modification or supplement to any one counterparts shall be valid or binding unless made to all three counterparts in conformity with Section
6.16, above. One fully executed original counterpart shall be delivered to CONSULTANT and the two remaining counterparts shall remain with the City for archiving and day-to-day reference by the department responsible for administering the Agreement on the City’s behalf.
6.21 Notwithstanding any provision to the contrary contained in this Agreement, in no event shall either party be liable for punitive damages.
6.22 FORCE MAJEURE: A party’s performance of any obligation under this Agreement shall be excused if, and to the extent that, the party is unable to perform because of any event of Force Majeure. In any such event, the party unable to perform shall be required to resume performance of its obligations under this Agreement upon the termination of the event or cause that excused performance hereunder. “Force Majeure” herein means an event which is beyond the reasonable control of a party, including without limitation: (a) acts of God; (b) flood, fire, earthquake, hurricane or explosion; (c) war, invasion, hostilities (whether war is declared or not), terrorist threats or acts, riot or other civil unrest; (d) government order or law that prevents CONSULTANT from performing its obligations as set forth in this Agreement; (e) actions, embargoes or blockades in effect on or after the date of this Agreement; (f) action by any governmental authority that prevents CONSULTANT from performing its obligations as set forth in this Agreement; (g) national or regional emergency; (h) strikes, labor stoppages or slowdowns or other industrial
disturbances, other than those involving the affected parties employees;] (i) shortage of adequate power or transportation facilities.
6.23 BUSINESS LICENSE AND W9: A City of Huntington Park Business license must be obtained before commencing work and a W9 provided when submitting first payment.
[SIGNATURE PAGE TO FOLLOW]
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed the day and year first appearing in this Agreement, above.
CITY OF HUNTINGTON PARK:
By:__________________________
Ricardo Reyes, City Manager
3Di Systems
By:_________________________________
Mihir Desai, C.O.O & C.F.O
APPROVED AS TO FORM:
By:_________________________
Andrew Sarega, City Attorney
EXHIBIT “A”
SCOPE OF WORK
(SEE ATTACHED)
ORDINANCES AND RESOLUTIONS
ITEM 1
CITY OF HUNTINGTON PARK
City Manager’s Office
City Council Agenda Report
February 24, 2026
Honorable Mayor and Members of the City Council
City of Huntington Park
6550 Miles Avenue
Huntington Park, CA 90255
Honorable Mayor and Members of the City Council:
INTRODUCTION AND FIRST READING OF ORDINANCE 2026-05 AMENDING ARTICLE 4, CHAPTER 2, TITLE 4 OF THE HUNTINGTONPARK MUNICIPAL CODE
TITLED MANDATORY ORGANIC WASTE DISPOSAL
IT IS RECOMMENDED THAT THE CITY COUNCIL:
1. Introduce for first reading and waive full reading of Ordinance 2026-05 amending Article 4, Chapter 2, Title 4 of the Huntington Park Municipal Code.
PURPOSE AND JUSTIFICATION OF RECOMMENDED ACTION
The purpose of this action is to update and clean up portions of the Huntington Park Municipal Code related to solid waste collection, ensuring consistency with the City’s franchise agreement with Valley Vista Services (VVS) and with current State requirements, including SB 1383.
In 2021, the City adopted an emergency urgency ordinance to address immediate SB 1383 compliance needs, including implementation of the three-container collection system. As permitted under State law, that urgency ordinance expired after one year and was not incorporated into the permanent Municipal Code. As a result, the Code reverted to outdated language that no longer reflects the City’s operational practices or the terms of the franchise agreement.
The proposed ordinance restores the necessary updates, removes obsolete provisions, and aligns the Code with the three-bin system currently in use.
A secondary update included in this Municipal Code amendment is the clarification of the definition of “multi‑family dwelling.” The current Municipal Code defines multi‑family as three (3) or more units, while the City’s franchise agreement defines multi‑family as four (4) or more units. This ordinance update brings the Municipal Code into alignment with our franchise agreement.
FISCAL IMPACT/FINANCING
There is no direct fiscal impact associated with introducing or adopting the proposed ordinance. The ordinance updates language only and does not modify rates, service levels, or contract terms.
Any future adjustments related to service classifications or multi-family definitions would be addressed through the existing franchise agreement rate review process.
CONCLUSION
Upon Council approval, staff will proceed with the recommended actions.
Respectfully submitted,
RICARDO REYES
City Manager
GERRY LOPEZ
Public Works Director
ATTACHMENT
A. Ordinance 2026-05
ORDINANCE NO. 2026-05
An Ordinance of the City Council of the City of Huntington Park amending Article 4, Chapter 2 of Title, titled Mandatory Organic Waste Disposal Regulations, of the Huntington Park Municipal Code.
THE PEOPLE OF THE CITY OF HUNTINGTON PARK
DO ORDAIN AS FOLLOWS:
SECTION 1. Article 4, of Chapter 2, of Title 6 of the Huntington Park Municipal Code is hereby amended and shall read as follows:
ARTICLE 4 MANDATORY ORGANIC WASTE DISPOSAL REGULATIONS
§ 6-2.401. PURPOSE.
(a) State recycling law, Assembly Bill 939 of 1989, the California Integrated Waste Management Act of 1989 (California Public Resources Code Section 40000, et seq., as amended, supplemented, superseded, and replaced from time to time), requires cities and counties to reduce, reuse, and recycle (including composting) solid waste generated in their jurisdictions to the maximum extent feasible before any incineration or landfill disposal of waste, to conserve water, energy, and other natural resources, and to protect the environment. (b) State recycling law, Assembly Bill 341 of 2011 (approved by the Governor of the State of California on October 5, 2011, which amended Sections 41730, 41731, 41734, 41735, 41736, 41800, 42926, 44004, and 50001 of, and added Sections 40004, 41734.5, and 41780.01 and Chapter 12.8 (commencing with Section 42649) to Part 3 of Division 30 of, and added and repealed Section 41780.02 of, the Public Resources Code, as amended, supplemented, superseded and replaced from time to time), places requirements on businesses and multi-family property owners that generate a specified threshold amount of solid waste to arrange for recycling services and requires jurisdictions to implement a mandatory commercial recycling program. (c) State organics recycling law, Assembly Bill 1826 of 2014 (approved by the Governor of the State of California on September 28, 2014, which added Chapter 12.9 (commencing with Section 42649.8) to Part 3 of Division 30 of the Public Resources Code, relating to Solid Waste, as amended, supplemented, superseded, and replaced from time to time), requires businesses and multi-family property owners that generate a specified threshold amount of solid waste, recycling, and organic waste per week to arrange for recycling services for that waste, requires jurisdictions to implement a recycling program to divert organic waste from businesses subject to the law, and requires jurisdictions to implement a mandatory commercial organics recycling program.
(d) SB 1383, the Short-lived Climate Pollutant Reduction Act of 2016, requires CalRecycle to develop regulations to reduce organics in landfills as a source of methane. The regulations place requirements on multiple entities including jurisdictions, residential households, commercial businesses and business owners, commercial edible food generators, haulers, self-haulers, food recovery organizations, and food recovery services to support achievement of statewide organic waste disposal reduction targets.
(e) SB 1383, the Short-lived Climate Pollutant Reduction Act of 2016, requires jurisdictions to adopt and enforce an ordinance or enforceable mechanism to implement relevant provisions of SB 1383 Regulations. This ordinance will also help reduce food insecurity by requiring commercial edible food generators to arrange to have the maximum amount of their edible food, that would otherwise be disposed, be recovered for human consumption. § 6-2.402. EFFECTIVE DATE AND PREEMPTION.
This Article 4 of Chapter 2 and all of the regulations contained herein, shall become effective on January 01, 2026 and shall remain effective until otherwise repealed by the City Council. Any current terms or regulations in Title 6 which are in conflict with provisions of Article 4 of this Chapter shall be preempted by this article as of the effective date. § 6-2.403. DEFINITIONS.
"Blue container" has the same meaning as in 14 CCR Section 18982.2(a) (5) and shall be used for the purpose of storage and collection of source separated recyclable materials or source separated blue container organic waste.
"CalRecycle" means California's Department of Resources Recycling and Recovery, which is the department designated with responsibility for developing, implementing, and enforcing SB 1383 regulations on jurisdictions (and others).
"California Code of Regulations" or "CCR" means the State of California Code of Regulations. CCR references in this ordinance are preceded with a number that refers to the relevant Title of the CCR (e.g., "14 CCR" refers to Title 14 of CCR).
"City enforcement official" means the City manager, county administrative official, chief operating officer, executive director, or other executive in charge or their authorized designee(s) who is/are partially or whole responsible for enforcing the chapter. See also "regional or county agency enforcement official."
"Commercial edible food generator" includes a Tier One or a Tier Two commercial edible food generator as defined in Section 6-2.403 "Tier One Commercial Edible Food Generator" and "Tier Two Commercial Edible Food Generator" definitions of this chapter or as otherwise defined in 14 CCR Section 18982 (a) (73) and (a) (74). For the purposes of this definition, food recovery organizations and food recovery services are not commercial edible food generators pursuant to 14 CCR Section 18982(a) (7). "Compliance review" means a review of records by the City to determine compliance with this chapter.
"Community composting" means any activity that composts green material, agricultural material, food material, and vegetative food material, alone or in combination, and the total amount of feedstock and compost on-site at any one time does not exceed one hundred (100) cubic yards and seven hundred fifty (750) square feet, as specified in 14 CCR Section 17855(a) (4); or, as otherwise defined by 14 CCR Section 18982(a) (8). "Compost" has the same meaning as in 14 CCR Section 17896.2(a)(4), which stated, as of the effective date of this ordinance, that "Compost" means the product resulting from the controlled biological decomposition of organic solid wastes that are source separated from the municipal solid waste stream, or which are separated at a centralized facility. "Compostable plastics" or "compostable plastic" means plastic materials that meet the ASTM D6400 standard for compostability, or as otherwise described in 14 CCR Section 18984.1(a)(1)(A) or 18984.2(a)(1)(C). "Container contamination" or "contaminated container" means a container, regardless of color, that contains prohibited container contaminants, or as otherwise defined in 14 CCR Section 18982(a)(55).
"C&D" means construction and demolition debris including discarded materials generally considered to be not water soluble and non-hazardous in nature, including, but not limited to, steel, copper, aluminum, glass, brick, concrete, asphalt material, pipe, gypsum, wallboard, and lumber from the construction or destruction of a structure as part of a construction or demolition project or from the renovation of a structure and/or landscaping, including rocks, soils, tree remains, trees, and other vegetative matter that normally results from land clearing, landscaping and development operations for a construction project; (2) Remnants of new materials, including, but not limited to: cardboard, paper, plastic, wood, and metal scraps from any construction and/or landscape project.
"Designated source separated organic waste facility," as defined in 14 CCR Section 18982(14.5), means a solid waste facility that accepts a source separated organic waste collection stream as defined in 14 CCR Section 17402(a)(26.6) and complies with one of the following:
(a) The facility is a "transfer/processor," as defined in 14 CCR Section 18815.2(a)(62), that is in compliance with the reporting requirements of 14 CCR Section 18815.5(d), and meets or exceeds an annual average source separated organic content recovery rate of fifty (50) percent between January 1, 2022 and December 31, 2024 and 75 percent on and after January 1, 2025 as calculated pursuant to 14 CCR Section 18815.5(f) for organic waste received from the source separated organic waste collection stream.
(1) If a transfer/processor has an annual average source separated organic content recovery rate lower than the rate required in paragraph 1 of this definition for two (2) consecutive reporting periods, or three (3) reporting periods within three (3) years, the facility shall not qualify as a "designated source separated organic waste facility."
(b) The facility is a "composting operation" or "composting facility" as defined in 14 CCR Section 18815.2(a)(13), that pursuant to the reports submitted under 14 CCR Section 18815.7 demonstrates that the percent of the material removed for landfill disposal that is organic waste is less than the percent specified in 14 CCR Section 17409.5.8(c)(2) or 17409.5.8(c)(3), whichever is applicable, and, if applicable, complies with the digestate handling requirements specified in 14 CCR Section 17896.5.
(1) If the percent of the material removed for landfill disposal that is organic waste is more than the percent specified in 14 CCR Section 17409.5.8(c)(2) or 17409.5.8(c)(3), for two (2) consecutive reporting periods, or three (3) reporting periods within three (3) years, the facility shall not qualify as a "designated source separated organic waste facility." For the purposes of this ordinance, the reporting periods shall be consistent with those defined in 14 CCR Section 18815.2(a) (49).
"Designee" means an entity that the City contracts with or otherwise arranges to carry out any of the City's responsibilities of this ordinance as authorized in 14 CCR Section 18981.2. A Designee may be a government entity, a hauler, a private entity, or a combination of those entities. "Edible food" means food intended for human consumption, or as otherwise defined in 14 CCR Section 18982(a) (18). For the purposes of this ordinance or as otherwise defined in 14 CCR Section 18982(a) (18), "edible food" is not solid waste if it is recovered and not discarded. Nothing in this ordinance or in 14 CCR, Division 7, Chapter 12 requires or authorizes the recovery of edible food that does not meet the food safety requirements of the California Retail Food Code.
"Enforcement action" means an action of the City, or its designee to address non-compliance with this ordinance including, but not limited to, issuing administrative citations, fines, penalties, or using other remedies. "Excluded waste" means hazardous substance, hazardous waste, infectious waste, designated waste, volatile, corrosive, medical waste, infectious, regulated radioactive waste, and toxic substances or material that facility operator(s), which receive materials from the City and its generators, reasonably believe(s) would, as a result of or upon acceptance, transfer, processing, or disposal, be a violation of local, state, or federal law, regulation, or ordinance, including: land use restrictions or conditions, waste that cannot be disposed of in Class III landfills or accepted at the facility by permit conditions, waste in City, or its designee's reasonable opinion would present a significant risk to human health or the environment, cause a nuisance or otherwise create or expose the City or its designee, to potential liability; but not including de minimis volumes or concentrations of waste of a type and amount normally found in single-family or multi-family solid waste after implementation of programs for the safe collection, processing, recycling, treatment, and disposal of batteries and paint in compliance with Sections 41500 and 41802 of the California Public Resources Code. "Food distributor" means a company that distributes food to entities including, but not limited to, supermarkets and grocery stores, or as otherwise defined in 14 CCR Section 18982(a)(22).
"Food facility" has the same meaning as in Section 113789 of the Health and Safety Code.
"Food recovery" means actions to collect and distribute food for human consumption that otherwise would be disposed, or as otherwise defined in 14 CCR Section 18982(a) (24).
"Food recovery organization" means an entity that engages in the collection or receipt of edible food from commercial edible food generators and distributes that edible food to the public for food recovery either directly or through other entities or as otherwise defined in 14 CCR Section 18982(a)(25), including, but not limited to:
(a) A food bank as defined in Section 113783 of the Health and Safety Code;
(b) A nonprofit charitable organization as defined in Section 113841 of the Health and Safety code; and,
(c) A nonprofit charitable temporary food facility as defined in Section 113842 of the Health and Safety Code.
A food recovery organization is not a commercial edible food generator for the purposes of this ordinance and implementation of 14 CCR, Division 7, Chapter 12 pursuant to 14 CCR Section 18982(a)(7).
If the definition in 14 CCR Section 18982(a) (25) for food recovery organization differs from this definition, the definition in 14 CCR Section 18982(a) (25) shall apply to this ordinance.
"Food recovery service" means a person or entity that collects and transports edible food from a commercial edible food generator to a food recovery organization or other entities for food recovery, or as otherwise defined in 14 CCR Section 18982(a)(26). A food recovery service is not a commercial edible food generator for the purposes of this chapter and implementation of 14 CCR, Division 7, Chapter 12 pursuant to 14 CCR Section 18982(a)(7). "Food scraps" means all food such as, but not limited to, fruits, vegetables, meat, poultry, seafood, shellfish, bones, rice, beans, pasta, bread, cheese, and eggshells. Food scraps excludes fats, oils, and grease when such materials are source separated from other food scraps.
"Food service provider" means an entity primarily engaged in providing food services to institutional, governmental, commercial, or industrial locations of others based on contractual arrangements with these types of organizations, or as otherwise defined in 14 CCR Section 18982(a)(27). "Food-soiled paper" is compostable paper material that has come in contact with food or liquid, such as, but not limited to, compostable paper plates, paper coffee cups, napkins, pizza boxes, and milk cartons.
"Food waste" means food scraps, food-soiled paper, and compostable plastics. "Gray container" has the same meaning as in 14 CCR Section 18982.2(a) (28) and shall be used for the purpose of storage and collection of gray container waste.
"Gray container waste" means solid waste that is collected in a gray container that is part of a two-container or three-container organic waste collection service that prohibits the placement of organic waste in the gray container as specified in 14 CCR Sections 18984.1(a) and (b), or as otherwise defined in 14 CCR Section 17402(a)(6.5).
"Green container" has the same meaning as in 14 CCR Section 18982.2(a) (29) and shall be used for the purpose of storage and collection of source separated green container organic waste.
"Grocery store" means a store primarily engaged in the retail sale of canned food; dry goods; fresh fruits and vegetables; fresh meats, fish, and poultry; and any area that is not separately owned within the store where the food is prepared and served, including a bakery, deli, and meat and seafood departments, or as otherwise defined in 14 CCR Section 18982(a) (30). "Hauler route" means the designated itinerary or sequence of stops for each segment of the City's collection service area, or as otherwise defined in 14 CCR Section 18982(a) (31.5).
"High diversion organic waste processing facility" means a facility that is incompliance with the reporting requirements of 14 CCR Section 18815.5(d) and meets or exceeds an annual average mixed waste organic content recovery rate of fifty (50) percent between January 1, 2022 and December 31, 2024, and 75 percent after January 1, 2025, as calculated pursuant to 14 CCR Section 18815.5(e) for organic waste received from the "mixed waste organic collection stream" as defined in 14 CCR Section 17402(a)(11.5);or, as otherwise defined in 14 CCR Section 18982(a)(33). "Inspection" means a site visit where the City, or its designee reviews records, containers, and an entity's collection, handling, recycling, or landfill disposal of organic waste or edible food handling to determine if the entity is complying with requirements set forth in this ordinance, or as otherwise defined in 14 CCR Section 18982(a)(35).
"Large event" means an event, including, but not limited to, a sporting event or a flea market, that charges an admission price, or is operated by a local agency, and serves an average of more than two thousand (2,000) individuals per day of operation of the event, at a location that includes, but is not limited to, a public, nonprofit, or privately owned park, parking lot, golf course, street system, or other open space when being used for an event.
If the definition in 14 CCR Section 18982(a) (38) differs from this definition, the definition in 14 CCR Section 18982(a) (38) shall apply to this ordinance. "Large venue" means a permanent venue facility that annually seats or serves an average of more than two thousand (2,000) individuals within the grounds of the facility per day of operation of the venue facility. For purposes of this ordinance and implementation of 14 CCR, Division 7, Chapter 12, a venue facility includes, but is not limited to, a public, nonprofit, or privately owned or operated stadium, amphitheater, arena, hall, amusement park, conference or civic center, zoo, aquarium, airport, racetrack, horse track, performing arts center, fairground, museum, theater, or other public attraction facility. For purposes of this ordinance and implementation of 14 CCR, Division 7, Chapter 12, a site under common ownership or control that includes more than one large venue that is contiguous with other large venues in the site, is a single large venue. If the definition in 14 CCR Section 18982(a) (39) differs from this definition, the definition in 14 CCR Section 18982(a) (39) shall apply to this ordinance.
"Local education agency" means a school district, charter school, or county office of education that is not subject to the control of City or county regulations related to solid waste, or as otherwise defined in 14 CCR Section 18982(a)(40).
"Multi-family residential dwelling" or "multi-family" means of, from, or pertaining to residential premises with five (5) or more dwelling units. Any building, structure, lot or real property parcel containing two (2) or more residential dwelling units which the City Manager determines must receive solid waste handling services through the use of a shared bin(s) as such units may not reasonably receive individualized solid waste handling services through the use of carts or resident provided containers. Multifamily premises do not include hotels, motels, or other transient occupancy facilities, which are considered commercial businesses.
The foregoing notwithstanding, residential dwelling units which are part of a "planned development" as the term is defined under Section 1351 of the California Civil Code shall not be considered multifamily premises but instead shall be considered residential premises. For purposes of illustration, "multifamily premises" include but are not necessarily limited to any apartment building or apartment structure containing five (5) or more residential units; or any single, exclusively residential high-rise/mid-rise building or structure. For purposes of this chapter, "multifamily premises" do not include "mixed used developments" as defined under § 9-1.202 of this code or any residential portion of a "mixed used development." "MWELO" refers to the Model Water Efficient Landscape Ordinance (MWELO), 23 CCR, Division 2, Chapter 2.7.
"Non-compostable paper" includes, but is not limited to, paper that is coated in a plastic material that will not breakdown in the composting process, or as otherwise defined in 14 CCR Section 18982(a)(41).
"Non-local entity" means the following entities that are not subject to the City's enforcement authority, or as otherwise defined in 14 CCR Section 18982(a)(42):
(a) Special district(s) located within the boundaries of the City; (b) Federal facilities, including any military installations, located within the boundaries of the City;
(c) Prison(s) located within the boundaries of the City; (d) Facilities operated by the state park system located within the boundaries of the City;
(e) Public universities (including community colleges) located within the boundaries of the City;
(f) County fairgrounds located within the boundaries of the City; (g) State agencies located within the boundaries of the City. "Non-organic recyclables" means non-putrescible and non-hazardous recyclable wastes including, but not limited to, bottles, cans, metals, plastics and glass, or as otherwise defined in 14 CCR Section 18982(a)(43). "Notice of violation (NOV)" means a notice that a violation has occurred that includes a compliance date to avoid an action to seek penalties, or as otherwise defined in 14 CCR Section 18982(a)(45) or further explained in 14 CCR Section 18995.4.
"Organic waste" means solid wastes containing material originated from living organisms and their metabolic waste products, including, but not limited to, food, green material, landscape and pruning waste, organic textiles and carpets, lumber, wood, paper products, printing and writing paper, manure, biosolids, digestate, and sludges or as otherwise defined in 14 CCR Section 18982(a)(46). Biosolids and digestate are as defined by 14 CCR Section 18982(a).
"Organic waste generator" means a person or entity that is responsible for the initial creation of organic waste, or as otherwise defined in 14 CCR Section 18982(a)(48).
"Paper products" include, but are not limited to, paper janitorial supplies, cartons, wrapping, packaging, file folders, hanging files, corrugated boxes, tissue, and toweling, or as otherwise defined in 14 CCR Section 18982(a)(51). "Printing and writing papers" include, but are not limited to, copy, xerographic, watermark, cotton fiber, offset, forms, computer printout paper, white wove envelopes, manila envelopes, book paper, note pads, writing tablets, newsprint, and other uncoated writing papers, posters, index cards, calendars, brochures, reports, magazines, and publications, or as otherwise defined in 14 CCR Section 18982(a)(54).
"Prohibited container contaminants"
(a) Three Container Collection Service: "Prohibited container contaminants" means the following: (i) discarded materials placed in the blue container that are not identified as acceptable source separated recyclable materials for the City's blue container; (ii) discarded materials placed in the green container that are not identified as acceptable source separated green container organic waste for the City's green container; (iii) discarded materials placed in the gray container that are acceptable source separated recyclable materials and/or source separated green container organic wastes to be placed in City's green container and/or blue container; and, (iv) excluded waste placed in any container. (b) Two Container Collection Service: "Prohibited container contaminants" means the following: (i) discarded materials placed in a green container that are not identified as acceptable source separated green container organic waste for the City's green container; (ii) discarded materials placed in the gray container that are identified as acceptable source separated green container organic waste, which are to be separately collected in City's green container; and, (iii) excluded waste placed in any container.
"Recovered organic waste products" means products made from California, landfill-diverted recovered organic waste processed in a permitted or otherwise authorized facility, or as otherwise defined in 14 CCR Section 18982(a)(60).
"Recovery" means any activity or process described in 14 CCR Section 18983.1(b), or as otherwise defined in 14 CCR Section 18982(a) (49). "Recycled-content paper" means paper products and printing and writing paper that consists of at least thirty (30) percent, by fiber weight, postconsumer fiber, or as otherwise defined in 14 CCR Section 18982(a)(61). "Regional agency" means regional agency as defined in Public Resources Code Section 40181.
"Regional or County Agency Enforcement Official" means a regional or county agency enforcement official, which the City may designate with responsibility for enforcing the ordinance in conjunction or consultation with the City's Enforcement Official.
"Remote monitoring" means the use of the internet of things (IoT) and/or wireless electronic devices to visualize the contents of blue containers, green containers and gray containers for purposes of identifying the quantity of materials in containers (level of fill) and/or presence of prohibited container contaminants.
"Renewable gas" means gas derived from organic waste that has been diverted from a California landfill and processed at an in-vessel digestion facility that is permitted or otherwise authorized by 14 CCR to recycle organic waste, or as otherwise defined in 14 CCR Section 18982(a)(62). "Restaurant" means an establishment primarily engaged in the retail sale of food and drinks for on-premises or immediate consumption, or as otherwise defined in 14 CCR Section 18982(a)(64).
"Route review" means a visual inspection of containers along a hauler route for the purpose of determining container contamination, and may include mechanical inspection methods such as the use of cameras, or as otherwise defined in 14 CCR Section 18982(a)(65).
"SB 1383" means Senate Bill 1383 of 2016 approved by the Governor on September 19, 2016, which added Sections 39730.5, 39730.6, 39730.7, and 39730.8 to the Health and Safety Code, and added Chapter 13.1 (commencing with Section 42652) to Part 3 of Division 30 of the Public Resources Code, establishing methane emissions reduction targets in a statewide effort to reduce emissions of short-lived climate pollutants as amended, supplemented, superseded, and replaced from time to time. "SB 1383 regulations" or "SB 1383 regulatory" means or refers to, for the purposes of this chapter, the Short-Lived Climate Pollutants: Organic Waste Reduction regulations developed by CalRecycle and adopted in 2020 that created 14 CCR, Division 7, Chapter 12 and amended portions of regulations of 14 CCR and 27 CCR.
"Self-hauler" means a person, who hauls organic waste, C&D debris or recyclable material he or she has generated to another person, provided such hauling is undertaken through the use of the self-hauler's own equipment and employees. "Self-hauling" does not include the contracting or subcontracting of hauling services with any third party, including, but not limited to, any solid waste enterprise that is not franchised to perform any variety of solid waste handling services within the City of El Monte. Selfhauler also includes a person who back-hauls waste, or as otherwise defined in 14 CCR Section 18982(a) (66). Back-haul means generating and transporting organic waste to a destination owned and operated by the generator using the generator's own employees and equipment, or as otherwise defined in 14 CCR Section 18982(a)(66)(A).
"Single-family residential premises" means of, from, or pertaining to any residential premises with fewer than five (5) units. Any single building, structure, lot or real property parcel containing four (4) or fewer residential dwelling units, except to the extent the City Manager determines the residential dwelling units within such dwellings, buildings or structures must receive solid waste handling services through the use of a shared bin(s) as such units may not reasonably receive individualized solid waste handling services through the use of carts or resident-provided containers; or Each residential dwelling unit which is part of a "planned development" as the term is defined under Section 1351 of the California Civil Code; or any single-family residential dwelling unit attached to one or more single-family residential dwelling units by a common vertical wall(s), with each dwelling unit located on a separate lot; or any second unit/granny flat. A residential premises which either has been or is unlawfully used or improved with more than four (4) residential dwelling units shall not by virtue of this definition or such unlawful improvement become a commercial premises or a multifamily premises but shall remain residential premises.
"Solid waste" has the same meaning as defined in State Public Resources Code Section 40191, which defines solid waste as all putrescible and nonputrescible solid, semisolid, and liquid wastes, including garbage, trash, refuse, paper, rubbish, ashes, industrial wastes, demolition and construction wastes, abandoned vehicles and parts thereof, discarded home and industrial appliances, dewatered, treated, or chemically fixed sewage sludge which is not hazardous waste, manure, vegetable or animal solid and semi-solid wastes, and other discarded solid and semisolid wastes, with the exception that solid waste does not include any of the following wastes:
(a) Hazardous waste, as defined in the State Public Resources Code Section 40141.
(b) Radioactive waste regulated pursuant to the State Radiation Control Law (Chapter 8 (commencing with Section 114960) of Part 9 of Division 104 of the State Health and Safety Code).
(c) Medical waste regulated pursuant to the State Medical Waste Management Act (Part 14 (commencing with Section 117600) of Division 104 of the State Health and Safety Code). Untreated medical waste shall not be disposed of in a Solid Waste landfill, as defined in State Public Resources Code Section 40195.1. Medical waste that has been treated and deemed to be Solid Waste shall be regulated pursuant to Division 30 of the State Public Resources Code.
"Source separated" means materials, including commingled recyclable materials, that have been separated or kept separate from the solid waste stream, at the point of generation, for the purpose of additional sorting or processing those materials for recycling or reuse in order to return them to the economic mainstream in the form of raw material for new, reused, or reconstituted products, which meet the quality standards necessary to be used in the marketplace, or as otherwise defined in 14 CCR Section 17402.5(b)(4). For the purposes of the ordinance, source separated shall include separation of materials by the generator, property owner, property owner's employee, property manager, or property manager's employee into different containers for the purpose of collection such that source separated materials are separated from gray container waste/mixed waste or other solid waste for the purposes of collection and processing. "Source separated blue container organic waste" means source separated organic wastes that can be placed in a blue container that is limited to the collection of those organic wastes and non-organic recyclables as defined in Section 18982(a) (43), or as otherwise defined by Section 17402(a) (18.7).
"Source separated green container organic waste" means source separated organic waste that can be placed in a green container that is specifically intended for the separate collection of organic waste by the generator, excluding source separated blue container organic waste, carpets, noncompostable paper, and textiles. "Source separated recyclable materials" means source separated non-organic recyclables and source separated blue container organic waste. "Supermarket" means a full-line, self-service retail store with gross annual sales of two million dollars ($2,000,000), or more, and which sells a line of dry grocery, canned goods, or nonfood items and some perishable items, or as otherwise defined in 14 CCR Section 18982(a)(71).
"Tier One commercial edible food generator" means a commercial edible food generator that is one of the following:
(a) Supermarket.
(b) Grocery store with a total facility size equal to or greater than ten thousand (10,000) square feet.
(c) Food service provider.
(d) Food distributor.
(e) Wholesale food vendor.
If the definition in 14 CCR Section 18982(a) (73) of Tier one commercial edible food generator differs from this definition, the definition in 14 CCR Section 18982(a) (73) shall apply to this ordinance.
"Tier Two commercial edible food generator" means a commercial edible food generator that is one of the following:
(a) Restaurant with two hundred fifty (250) or more seats, or a total facility size equal to or greater than five thousand (5,000) square feet. (b) Hotel with an on-site food facility and two hundred (200) or more rooms. (c) Health facility with an on-site food facility and one hundred (100) or more beds.
(d) Large venue.
(e) Large event.
(f) A state agency with a cafeteria with two hundred fifty (250) or more seats or total cafeteria facility size equal to or greater than five thousand (5,000) square feet.
(g) A local education agency facility with an on-site food facility.
If the definition in 14 CCR Section 18982(a) (74) of Tier Two commercial edible food generator differs from this definition, the definition in 14 CCR Section 18982(a) (74) shall apply to this ordinance.
"Uncontainerized green waste and yard waste collection service" or "uncontainerized service" means a collection service that collects green waste and yard waste that is placed in a pile or bagged for collection on the street in front of a generator's house or place of business for collection and transport to a facility that recovers source separated organic waste, or as otherwise defined in 14 CCR Section 189852(a) (75).
"Wholesale food vendor" means a business or establishment engaged in the merchant wholesale distribution of food, where food (including fruits and vegetables) is received, shipped, stored, prepared for distribution to a retailer, warehouse, distributor, or other destination, or as otherwise defined in 14 CCR Section 189852(a)(76).
§ 6-2.404. MANDATORY ORGANIC WASTE DISPOSAL SINGLE-FAMILY GENERATORS.
(a) All Single-Family Organic Waste Generators:
(1) Shall be automatically enrolled in the City's three-container organic waste collection services with a minimum source separated recyclable materials service level of thirty-five (35) gallons per week and with a minimum source separated green container organic waste service level of thirty-five (35) gallons per week, approved by the Public Works Director. The City shall have the authority to change these minimum required levels of service over time. The City or its designee shall have the right to review the number, size, and location of a generator's containers to evaluate adequacy of capaCity provided for each type of collection service for proper separation of materials and containment of materials; and, generator shall adjust its service level for its collection services as requested by the City and/or its designee.
(2) Shall participate in the City's three-container system for source separated recyclable materials, source separated green container organic materials, and gray container waste collection services.
Generator participation in the collection programs requires that generators place source separated green container organic waste, including food waste, in the green container; source separated recyclable materials in the blue container; and gray container waste in the gray container. Generators shall not place materials designated for the gray container into the green container or blue container.
(3) Nothing in this section prohibits a generator from preventing or reducing waste generation, managing organic waste on site, and/or using a community composting site pursuant to 14 CCR Section 18984.9(c).
§ 6-2.405. MANDATORY ORGANIC WASTE DISPOSAL COMMERCIAL
GENERATORS.
Commercial businesses, which includes multi family residential dwellings, shall:
(a) Except commercial businesses that meet the self-hauler requirements of this chapter, be automatically enrolled in the City's two-container organic waste collection services and with a source separated green container organic waste service level of sixty-five (65) gallons, approved by the Public Works Director. The City or its designee shall have the authority to change the minimum required service levels over time. The commercial business' source separated green container organic waste service level must be sufficient for the amount of source separated green container organic waste generated by the commercial business. The City or its designee shall have the right to review the number, size, and location of a generator's containers and frequency of collection to evaluate adequacy of capaCity provided for each type of collection service for proper separation of materials and containment of materials; and, commercial business shall adjust its service level for its collection services as requested by the City. (b) Except for commercial businesses that meet the self-hauler requirements of this ordinance participate in and comply with the City's two-container (green container, and gray container) collection service by placing designated materials in designated containers as described below.
Generator shall place source separated green container organic waste, including food waste, in the green container; and gray container and blue container waste in the gray container. generators shall not place materials designated for the gray container into the green container. (c) Supply and allow access to adequate number, size, and location of collection containers with sufficient labels or colors (conforming with Sections (d)(1) and (d)(2) below), for employees, contractors, tenants and customers, consistent with City's blue container, green container, and gray container collection service.
(d) Excluding multi-family residential dwellings, provide containers for the collection of source separated green container organic waste, in all indoor and outdoor areas where disposal containers are provided for customers, for materials generated by that business. Such containers do not need to be provided in restrooms. If a commercial business does not generate any of the materials that would be collected in one type of container, then the business does not have to provide that particular container in all areas where disposal containers are provided for customers. Pursuant to 14 CCR Section 18984.9(b), the containers provided by the business shall have either:
(1) A body or lid that conforms with the container colors provided through the collection service provided by the franchised hauler, with either lids conforming to the color requirements or bodies conforming to the color requirements or both lids and bodies conforming to color requirements. A commercial business is not required to replace functional containers, including containers purchased prior to January 1, 2022, that do not comply with the requirements of the subsection prior to the end of the useful life of those containers, or prior to January 1, 2036, whichever comes first.
(2) Container labels that include language or graphic images or both indicating the primary material accepted and the primary materials prohibited in that container or containers with imprinted text or graphic images that indicate the primary materials accepted and primary materials prohibited in the container. Pursuant 14 CCR Section 18984.8, the container labels are required on new containers.
(e) Excluding multi-family residential dwellings, prohibit employees from placing materials in a container not designated for those materials per the City's organic waste, non-organic recyclables, and non-organic waste collection service to the extent practical through education, training, inspection, and/or other measures.
(f) Excluding multi-family residential dwellings, quarterly inspect and gray containers for contamination and inform employees if containers are contaminated and of the requirements to keep contaminants out of those containers pursuant to 14 CCR Section 18984.9(b) (3).
(g) Annually provide information to employees, contractors, tenants, and customers about organic waste recovery requirements and about proper sorting of source separated green container organic waste. (h) Provide education information before or within fourteen (14) days of occupation of the premises to new tenants that describes requirements to keep source separated green container organic waste separate from gray container waste (when applicable) and the location of containers and the rules governing their use at each property.
(i) Provide or arrange access for the City or its agent to their properties during all inspections conducted in accordance with Section 6-2.413 of this ordinance to confirm compliance with the requirements of this chapter. (j) Accommodate and cooperate with City's remote monitoring program for inspection of the contents of containers for prohibited container contaminants, which may be implemented at a later date, to evaluate generator's compliance with these regulations. The remote monitoring program shall involve installation of remote monitoring equipment on or in the blue containers, green containers, and gray containers, as applicable. (k) At commercial business' option and subject to any approval required from the City, implement a remote monitoring program for inspection of the contents of its blue containers, green containers, and gray containers, as applicable, for the purpose of monitoring the contents of containers to determine appropriate levels of service and to identify prohibited container contaminants. Generators may install remote monitoring devices on or in the blue containers, green containers, and gray containers, as applicable, subject to written notification to an approval by the City or its designee. (l) If a commercial business wants to self-haul, meet the self-hauler requirements in this chapter.
(m) Nothing in this section prohibits a generator from preventing or reducing waste generation, managing organic waste on site, or using a community composting site pursuant to 14 CCR Section 18984.9(c).
(n) Commercial businesses that are Tier One or Tier Two commercial edible food generators shall comply with food recovery requirements, pursuant to the provisions of this Code.
§ 6-2.406. WAIVERS FOR GENERATORS.
(a) De Minimis Waivers. The City may waive a commercial business' obligation (including multi-family residential dwellings) to comply with some or all of the organic waste requirements of this ordinance if the commercial business provides documentation that the business generates below a certain amount of organic waste material as described in Section 6-2.406(a)(2) below. Commercial businesses requesting a de minimis waiver shall:
(1) Submit an application specifying the services that they are requesting a waiver from and provide documentation as noted in Section 6-2.406(a)(2) below.
(2) Provide documentation that:
(i) The Commercial business' total solid waste collection service is less than two (2) cubic yards per week and organic waste subject to collection is less than in a gray container or green container comprises less than ten (10) gallons per week per applicable container of the business' total waste.
(iii) Notify the City if circumstances change such that commercial business's organic waste exceeds threshold required for waiver, in which case waiver will be rescinded.
(iv) Provide written verification of eligibility for de minimis waiver every five (5) years, if the City has approved de minimis waiver.
(b) Physical Space Waivers: The City may waive a commercial business' or property owner's obligations (including multi-family residential dwellings) to comply with some or all of the organic waste collection service requirements if the City has evidence from the hauler, licensed architect, or licensed engineer demonstrating that the premises lacks adequate space for the collection containers required for compliance with the organic waste collection requirements of this section.
(1) Commercial business or property owner may request a physical space waiver through the following process:
(i) Submit an application form specifying the type(s) of collection services for which they are requesting a compliance waiver. (ii) Provide documentation that the premises lacks adequate space for green containers including documentation from its hauler, licensed architect, or licensed engineer.
(iii) Provide written verification to the City that it is still eligible for physical space waiver every five (5) years, if the City has approved application for a physical space waiver.
§ 6-2.407. REQUIREMENTS FOR COMMERCIAL EDIBLE FOOD GENERATORS. (a) Tier One commercial edible food generators and Tier Two commercial edible food generators must comply with the requirements of this Section 6-
2.407, pursuant to 14 CCR Section 18991.3.
(b) Large venue or large event operators not providing food services, but allowing for food to be provided by others shall require food facilities operating at the large venue or large event to comply with the requirements of this section.
(c) Commercial edible food generators shall comply with the following requirements:
(1) Arrange to recover the maximum amount of edible food that would otherwise be disposed.
(2) Contract with or enter into a written agreement with food recovery organizations or food recovery services for: (i) the collection of edible food for food recovery; or, (ii) acceptance of the edible food that the commercial edible food generator self-hauls to the food recovery organization for food recovery.
(3) Shall not intentionally spoil edible food that is capable of being recovered by a food recovery organization or a food recovery service.
(4) Allow the City's designated enforcement entity or designated third party enforcement entity to access the premises and review records pursuant to 14 CCR Section 18991.4.
(5) Keep records that include the following information, or as otherwise specified in 14 CCR Section 18991.4:
(i) A list of each food recovery service or organization that collects or receives its edible food pursuant to a contract or written agreement established under 14 CCR Section
18991.3(b).
(ii) A copy of all contracts or written agreements established under 14 CCR Section 18991.3(b).
(iii) A record of the following information for each of those food recovery services or food recovery organizations:
• The name, address and contact information of the food recovery service or food recovery organization.
• The types of food that will be collected by or self-hauled to the food recovery service or food recovery
organization.
• The established frequency that food will be collected or self-hauled.
• The quantity of food, measured in pounds recovered
per month, collected or self-hauled to a food recovery
service or food recovery organization for food recovery. (6) No later than February 1st of each year, Tier One commercial edible food generators and Tier Two commercial edible food generators, shall provide an annual food recovery report to the City that includes all records required in this chapter. In addition, please include the amount and type of edible food that was not accepted by food recover organizations or services for donation.
(d) Nothing in this chapter shall be construed to limit or conflict with the protections provided by the California Good Samaritan Food Donation Act of 2017, the Federal Good Samaritan Act, or share table and school food donation guidance pursuant to Senate Bill 557 of 2017 (approved by the Governor of the State of California on September 25, 2017, which added Article 13 [commencing with Section 49580] to Chapter 9 of Part 27 of Division 4 of Title 2 of the Education Code, and to amend Section 114079 of the Health and Safety Code, relating to food safety, as amended, supplemented, superseded and replaced from time to time). § 6-2.408. REQUIREMENTS FOR FOOD RECOVERY ORGANIZATIONS AND SERVICES.
(a) Food recovery services collecting or receiving edible food directly from commercial edible food generators, via a contract or written agreement established under 14 CCR Section 18991.3(b),shall maintain the following records, or as otherwise specified by 14 CCR Section 18991.5(a)(1):
(1) The name, address, and contact information for each commercial edible food generator from which the service collects edible food. (2) The quantity in pounds of edible food collected from each commercial edible food generator per month.
(3) The quantity in pounds of edible food transported to each food recovery organization per month.
(4) The name, address, and contact information for each food recovery organization that the food recovery service transport edible food to for food recovery.
(b) Food recovery organizations collecting or receiving edible food directly from commercial edible food generators, via a contract or written agreement established under 14 CCR Section 18991.3(b),shall maintain the following records, or as otherwise specified by 14 CCR Section 18991.5(a)(2):
(1) The name, address, and contact information for each commercial edible food generator from which the organization receives edible food.
(2) The quantity in pounds of edible food received from each commercial edible food generator per month.
(3) The name, address, and contact information for each food recovery service that the organization receives edible food from for food recovery.
(c) Food recovery organizations and food recovery services shall inform generators about California and Federal Good Samaritan Food Donation Act protection in written communications, such as in their contract or agreement established under 14 CCR Section 18991.3(b).
(d) Food recovery organizations and food recovery services that have their primary address physically located in the City and contract with or have written agreements with one or more commercial edible food generators pursuant to 14 CCR Section 18991.3(b) shall report to the City it is located in the total pounds of edible food recovered and the amount and type of edible food not accepted by food recovery organizations and food recovery services in the previous calendar year from the Tier One and Tier Two commercial edible food generators they have established a contract or written agreement with pursuant to 14 CCR Section 18991.3(b) no later than each February 1st .
(e) Food Recovery CapaCity Planning.
(1) Food Recovery Services and Food Recovery Organizations. In order to support edible food recovery capaCity planning assessments or other studies conducted by the county, City, special district that provides solid waste collection services, or its designated entity, food recovery services and food recovery organizations operating in the City shall provide information and consultation to the City, upon request, regarding existing, or proposed new or expanded, food recovery capaCity that could be accessed by the City and its commercial edible food generators. A food recovery service or food recovery organization contacted by the City shall respond to such request for information within sixty (60) days, unless a shorter timeframe is otherwise specified by the City.
§ 6-2.409. GENERAL REQUIREMENTS FOR HAULERS AND FACILITY OPERATORS.
(a) Exclusive franchised hauler providing residential, commercial, or industrial organic waste collection services to generators within the City's boundaries shall meet the following requirements and standards as a condition of approval of a contract, agreement, or other authorization with the City to collect organic waste:
(1) Through written notice to the City annually on or before January 31st, identify the facilities to which they will transport organic waste including facilities for source separated recyclable materials, source separated green container organic waste and mixed waste. (2) Transport source separated recyclable materials, source separated green container organic waste and mixed waste to a facility, operation, activity, or property that recovers organic waste as defined in 14 CCR, Division 7, Chapter 12, Article 2.
(b) Exclusive franchised hauler's authorization to collect organic waste shall comply with education, equipment, signage, container labeling, container color, contamination monitoring, reporting, and other requirements contained within its franchise agreement, permit, license or other agreement entered into with the City.
§ 6-2.410. REQUIREMENTS FOR FACILITY OPERATORS AND COMMUNITY COMPOSTING OPERATIONS.
(a) Owners of facilities, operations, and activities that recover organic waste, including, but not limited to, compost facilities, in-vessel digestion facilities, and publicly-owned treatment works shall, upon the City's request, provide information regarding available and potential new or expanded capaCity at their facilities, operations, and activities, including information about throughput and permitted capaCity necessary for planning purposes.
Entities contacted by the City shall respond within sixty (60) days. (b) Community composting operators, upon the City's request, shall provide information to the City to support organic waste capaCity planning, including, but not limited to, an estimate of the amount of organic waste anticipated to be handled at the community composting operation. Entities contacted by the City shall respond within sixty (60) days. § 6-2.411. GENERAL SELF-HAULER REQUIREMENTS.
(a) All self-haulers shall source separate all recyclable materials and organic waste (materials that City otherwise requires generators to separate for collection in the City's organics and recycling collection program) generated on-site from solid waste in a manner consistent with 14 CCR Sections 18984.1 and 18984.2, or shall haul organic waste to a high diversion organic waste processing facility as specified in 14 CCR Section 18984.3. (b) Self-haulers shall haul their source separated recyclable materials to a facility that recovers those materials; and haul their source separated green container organic waste to a solid waste facility, operation, activity, or property that processes or recovers source separated organic waste.
Alternatively, self-haulers may haul organic waste to a high diversion organic waste processing facility.
(c) Self-haulers that are commercial businesses (including multi-family residential dwellings) shall keep a record of the amount of organic waste delivered to each solid waste facility, operation, activity, or property that processes or recovers organic waste; this record shall be subject to inspection by the City. The records shall include the following information:
(1) Delivery receipts and weight tickets from the entity accepting the waste.
(2) The amount of material in cubic yards or tons transported by the generator to each entity.
(3) If the material is transported to an entity that does not have scales on-site, or employs scales incapable of weighing the self-hauler's vehicle in a manner that allows it to determine the weight of materials received, the self-hauler is not required to record the weight of material but shall keep a record of the entities that received the organic waste.
(d) Self-haulers that are commercial businesses (including multi-family selfhaulers) shall provide information collected in this section to the City each quarter. The due date shall be thirty (30) days after the end of each quarter. (e) A residential organic waste generator that self-hauls organic waste is not required to record or report information in this section. § 6-2.412. COMPLIANCE WITH CALGREEN RECYCLING REQUIREMENTS. (a) Persons applying for a permit from the City for new construction and building additions and alternations shall comply with the requirements of this section and all required components of the California Green Building Standards Code, 24 CCR, Part 11, known as CALGreen, as amended, if its project is covered by the scope of CALGreen or more stringent requirements of the City. If the requirements of CALGreen are more stringent than the requirements of this section, the CALGreen requirements shall apply. Project applicants shall refer to City's building and/or planning code for complete CALGreen requirements.
(b) For projects covered by CALGreen or more stringent requirements of the City, the applicants must, as a condition of the City's permit approval, comply with the following:
(1) Where five (5) or more multi-family dwelling units are constructed on a building site, provide readily accessible areas that serve occupants of all buildings on the site and are identified for the storage and collection of blue container and green container materials, consistent with the three- or two-container collection program offered by the City, or comply with provision of adequate space for recycling for multi-family and commercial premises pursuant to Sections 4.408.1,
4.410.2, 5.408.1, and 5.410.1 of the California Green Building Standards Code, 24 CCR, Part 11 as amended provided amended requirements are more stringent than the CALGreen requirements for adequate recycling space.
(2) New commercial construction or additions resulting in more than thirty (30) percent of the floor area shall provide readily accessible areas identified for the storage and collection of Blue Containers and Green Container materials, consistent with the three-, three-plus, or two-container collection program offered by the City, or shall comply with provision of adequate space for recycling for multi-family and commercial premises pursuant to Sections 4.408.1, 4.410.2,
5.408.1, and 5.410.1 of the California Green Building Standards Code, 24 CCR, Part 11 as amended provided amended
requirements are more stringent than the CALGreen requirements for adequate recycling space.
(3) Comply with CALGreen requirements and applicable law related to management of C&D, including diversion of organic waste in C&D from disposal. Comply with the City's Municipal Code, the City’s C&D ordinance, and all written and published City policies and/or administrative guidelines regarding the collection, recycling, diversion, tracking, and/or reporting of C&D.
§ 6-2.413. INSPECTIONS AND INVESTIGATIONS BY THE CITY.
(a) City representatives and/or its designated entity, including designees are authorized to conduct inspections and investigations, at random or otherwise, of any collection container, collection vehicle loads, or transfer, processing, or disposal facility for materials collected from generators, or source separated materials to confirm compliance with this ordinance by organic waste generators, commercial businesses (including multi-family residential dwellings), property owners, commercial edible food generators, haulers, self-haulers, food recovery services, and food recovery organizations, subject to applicable laws. This section does not allow City to enter the interior of a private residential property for inspection. For the purposes of inspecting commercial business containers for compliance with this chapter, City may conduct container inspections for prohibited container contaminants using remote monitoring, and commercial businesses shall accommodate and cooperate with the remote monitoring pursuant to this chapter.
(b) Regulated entity shall provide or arrange for access during all inspections (with the exception of residential property interiors) and shall cooperate with the City's employee or its designated entity/designee during such inspections and investigations. Such inspections and investigations may include confirmation of proper placement of materials in containers, edible food recovery activities, records, or any other requirement of this chapter described herein. Failure to provide or arrange for: (i) access to an entity's premises; (ii) installation and operation of remote monitoring equipment; or (ii) access to records for any inspection or investigation is a violation of this chapter and may result in penalties described.
(1) Any records obtained by the City during its inspections, remote monitoring, and other reviews shall be subject to the requirements and applicable disclosure exemptions of the Public Records Act as set forth in Government Code Section 6250 et seq.
(2) City representatives, its designated entity, and/or designee are authorized to conduct any inspections, remote monitoring, or other investigations as reasonably necessary to further the goals of this ordinance, subject to applicable laws.
(3) The City shall receive written complaints from persons regarding an entity that may be potentially non-compliant with SB 1383 regulations, including receipt of anonymous complaints. § 6-2.414. ENFORCEMENT.
(a) Violation of any provision of this ordinance shall constitute grounds for issuance of a notice of violation and assessment of a fine by a City Enforcement Official or representative. Enforcement actions under this ordinance are issuance of an administrative citation and assessment of a fine. The City's procedures on imposition of administrative fines are hereby incorporated in their entirety, as modified from time to time, and shall govern the imposition, enforcement, collection, and review of administrative citations issued to enforce this ordinance and any rule or regulation adopted pursuant to this ordinance, except as otherwise indicated in this ordinance. (b) Other remedies allowed by law may be used, including civil action or prosecution as misdemeanor or infraction. The City may pursue civil actions in the California courts to seek recovery of unpaid administrative citations.
The City may choose to delay court action until such time as a sufficiently large number of violations, or cumulative size of violations exist such that court action is a reasonable use of City staff and resources. (c) Responsible Entity for Enforcement.
(1) Enforcement pursuant to this ordinance may be undertaken by the City's Enforcement Official, which may be the City manager or their designated entity, legal counsel, or combination thereof. (2) Enforcement may also be undertaken by a Regional or County Agency Enforcement Official, designated by the City, in consultation with the City Enforcement Official.
(i) City Enforcement Official(s) will interpret ordinance; determine the applicability of waivers, if violation(s) have occurred; implement enforcement actions; and, determine if compliance standards are met.
(ii) City Enforcement Official(s) may issue notices of violation(s). (d) Process for Enforcement.
(1) City Enforcement Officials and/or their designee will monitor compliance with the ordinance randomly and through compliance reviews, route reviews, investigation of complaints, and an inspection program (that may include remote monitoring). This chapter establishes City's right to conduct inspections and investigations.
(2) The City may issue an official notification to notify regulated entities of its obligations under the ordinance.
(3) For jurisdictions assessing contamination processing fees/penalties.
For incidences of prohibited container contaminants found in containers, the City and/or designee will issue a notice of violation to any generator found to have prohibited container contaminants in a container. Such notice will be provided via a cart tag or other communication immediately upon identification of the prohibited container contaminants or within fourteen (14) days after determining that a violation has occurred. If the City and/or their designee observes prohibited container contaminants in a generator's containers on more than three (3) consecutive occasion(s), the City and/or their designee may assess contamination processing fees or contamination penalties on the generator.
(4) With the exception of violations of generator contamination of container contents addressed under this chapter, the City and/or their designee shall issue a notice of violation requiring compliance within 60 days of issuance of the notice.
(5) Absent compliance by the respondent within the deadline set forth in the notice of violation, the Code Enforcement Official(s) and/or their designee shall commence an action to impose penalties, via an administrative citation and fine, pursuant to the City's Municipal Code.
(6) Notices shall be sent to "owner" at the official address of the owner maintained by the tax collector for the City or if no such address is available, to the owner at the address of the dwelling or commercial property or to the party responsible for paying for the collection services, depending upon available information
(e) Penalty Amounts for Types of Violations. The penalty levels are as follows:
(1) For a first violation, the amount of the base penalty shall not exceed one hundred dollars ($100.00) per violation.
(2) For a second violation, the amount of the base penalty shall not exceed two hundred dollars ($200.00) per violation.
(3) For a third or subsequent violation, the amount of the base penalty shall not exceed five hundred dollars ($500.00) per violation. (f) Factors Considered in Determining Penalty Amount.
(1) The nature, circumstances, and severity of the violation(s). (2) The violator's ability to pay.
(3) The willfulness of the violator's misconduct.
(4) Whether the violator took measures to avoid or mitigate violations of this chapter.
(5) Evidence of any economic benefit resulting from the violation(s). (6) The deterrent effect of the penalty on the violator. (7) Whether the violation(s) were due to conditions outside the control of the violator.
(g) Compliance Deadline Extension Considerations.
(1) The City may extend the compliance deadlines set forth in a notice of violation issued in accordance with this chapter if it finds that there are extenuating circumstances beyond the control of the respondent that make compliance within the deadlines impracticable, including the following:
(i) Acts of God such as earthquakes, wildfires, flooding, and other emergencies or natural disasters;
(ii) Delays in obtaining discretionary permits or other government agency approvals; or,
(iii) Deficiencies in organic waste recycling infrastructure or edible food recovery capaCity and the City is under a corrective action plan with CalRecycle pursuant to 14 CCR Section
18996.2 due to those deficiencies.
(h) Appeals Process.
(1) Persons receiving an administrative citation containing a penalty for an uncorrected violation may request a hearing to appeal the citation.
A hearing will be held only if it is requested within the time prescribed and consistent with the City's procedures in the City's codes for appeals of administrative citations. Evidence may be presented at the hearing. The City will appoint a hearing officer who shall conduct the hearing and issue a final written order.
(i) Education Period for Non-Compliance.
(1) Beginning January 1, 2022 and through December 31, 2023, the City will conduct inspections, remote monitoring, route reviews or waste evaluations, and compliance reviews, depending upon the type of regulated entity, to determine compliance, and if the City determines that organic waste generator, self-hauler, hauler, Tier One commercial edible food generator, food recovery organization, food recovery service, or other entity is not in compliance, it shall provide educational materials to the entity describing its obligations under this chapter and a notice that compliance is required by June 1, 2022, and that violations may be subject to administrative civil penalties starting on January 1, 2024.
(j) Civil Penalties for Non-Compliance.
(1) Beginning January 1, 2024, if the City determines that an organic waste generator, self-hauler, hauler, Tier One or Tier Two commercial edible food generator, food recovery organization, food recovery service, or other entity is not in compliance with this ordinance, it shall document the noncompliance or violation, issue a notice of violation, and take enforcement action pursuant to this chapter, as needed.
SECTION 2. If any action, subsection, line, sentence, clause, phrase, or word of this Ordinance is for any reason held to be invalid or unconstitutional, either facially or as applied, by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance, and each and every individual section, subsection, line, sentence, clause, phrase, or word without regard to any such decision.
SECTION 3. This ordinance shall take effect thirty (30) days after its adoption.
SECTION 4. The City Clerk shall certify the passage of this Ordinance and shall cause the same to be published or posted as prescribed by law.
APPROVED AND ADOPTED THIS ____ DAY OF MARCH 2026.
_______________________________
Eduardo Martinez, Mayor
ATTEST:
______________________________
Eduardo Sarmiento, City Clerk
APPROVED AS TO FORM:
____________________________
Andrew Sarega, Acting City Attorney
STATE OF CALIFORNIA, COUNTY OF LOS ANGELES, CITY OF HUNTINGTON PARK
I, Eduardo Sarmiento, City Clerk of the City of Huntington Park, County of Los Angeles, State of California, hereby certify that the foregoing Ordinance No. 2026-05 was introduced at a Regular Meeting of the City Council of the City of Huntington Park on the 24th day of February 2026 and was adopted by the City Council of the City of Huntington Park, signed by the Mayor and attested by the City Clerk at the Regular City Council Meeting held on the 10th day of March 2026 and that said Ordinance was adopted by the following vote, to-wit:
AYES:
NOES:
ABSTAIN:
ABSENT:
The undersigned, City Clerk of the City of Huntington Park, does hereby attest and certify that the foregoing Ordinance is a true, full and correct copy of an ordinance duly adopted at a meeting of said City which was duly convened and held on the date stated thereon, and that said document has not been amended, modified, repealed or rescinded since its date of adoption and is in full force and effect as of the date hereof. _____________________________ Dated:
Eduardo Sarmiento, City Clerk
ITEM 2
CITY OF HUNTINGTON PARK
City Clerk
City Council Agenda Report
February 24, 2026
Honorable Mayor and Members of the City Council
City of Huntington Park
6550 Miles Avenue
Huntington Park, CA 90255
Dear Mayor and Members of the City Council:
CONSIDERATION AND ADOPTION OF RESOLUTION AND RETENTION
SCHEDULES
IT IS RECOMMENDED THAT THE CITY COUNCIL:
1. Adopt a Resolution and Records Retention Schedules.
PURPOSE/JUSTIFICATION OF RECOMMENDED ACTION
The City is upgrading its records management program, including the way the records retention schedules are updated every year after new laws are passed by State and Federal Governments. The adoption of this retention schedule will result in efficiency gains and cost savings.
Gladwell Governmental Services, Inc. (GGS), an expert in local government records, has been providing support and annual updates to the City’s records retention schedules for several years. These changes are mandated by changes in State or Federal law, and the City must follow the current law.
Current Best Practices is to approve these with appropriate checks and balances (written approval of the Department Head, City Attorney, City Clerk, and City Manager, saving time and money by not placing them on the Council’s agenda for approval.
GGS reports that 80% of the over 200 Cities in California they support are approving the changes in records retention schedules in a like manner, saving time and money for the organization.
The approval forms are retained by the City Clerk’s office, and are accessible to the public or any Council Member that has an interest in what records retention policies where changed and the underlying law that necessitated the change.
APPROVE 2026 RETENTION SCHEDULE AND ADOPT RESOLUTION
February 24, 2026
Discussion
The purpose of the Records Retention program is to ensure important records are properly preserved, provide clear roles and responsibilities (which department is responsible for retaining the original record), and to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City in accordance with all laws and regulations.
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, which is provided in Section 2 of the resolution. The City has been destroying records after approval has been received in the past.
It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3.
This will reduce costs and improve efficiency for the City.
FISCAL IMPACT/FINANCING
Huntington Park will realize savings both in labor and storage expenses; including the avoidance of future storage and/or construction costs.
CONCLUSION
Upon Council approval, City Clerk’s Office will provide certified copies of said resolution to the City Manager’s Office and all Departments on the retention schedule.
Respectfully submitted,
Ricardo Reyes
City Manager
Eduardo Sarmiento
City Clerk
APPROVE 2026 RETENTION SCHEDULE AND ADOPT RESOLUTION
February 24, 2026
ATTACHMENT(S)
A. Resolution Establishing Department Records Retention Schedules (Policy), Authorizing the Retention and Disposition of Records Pursuant to the California State Archives Records Retention Guidelines
B. Proposed Records Retention Schedule (All Departments) C. Resolution 98-51 and Retention Schedule adopted in August 1998 1 1
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6 7
8 9
10 11
12 13
14 15
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26 27
28 RESOLUTION NO. 2026-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HUNTINGTON PARK, 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 Huntington Park; 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 Huntington Park previously adopted Resolution No. 2023-08, approving Records Retention Schedules;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HUNTINGTON PARK DOES RESOLVE AS FOLLOWS:
SECTION 1. Resolution No. 2023-08 is hereby repealed.
SECTION 2. The records of the City of Huntington Park, 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, and approval by the City Council of the City of Huntington Park.
SECTION 3. Updates are hereby authorized to be made to the Records Retention Schedule, without the approval by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.
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 ATTACHMENT “A”
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26 27
28 and adoption.
PASSED AND ADOPTED by the City Council of the City of Huntington Park on February 24, 2026,
Eduardo Martinez, Mayor
ATTEST:
Eduardo Sarmiento, City Attorney
RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.
Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record.
Records Description: The record series (a group of like records).
Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.
Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated and certain data may require minimum retention.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper, Mylar, Linen, “Hard Copy”
OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.
Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.
Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.
Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record.
Records Description: The record series (a group of like records).
Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.
Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated and certain data may require minimum retention.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper, Mylar, Linen, “Hard Copy”
OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.
Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.
Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-001 Accident / Incident Reports 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-002
Agreements / Contracts ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Certified Payrolls, RFP -
Request for Proposal, etc.)
Send all Final Agreements / Contracts to the
City Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Covers E&O Statute of Limitations
(insurance certificates are filed with
agreement); 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.
(Managing the
Agreement /
Contract)
CW-003
Agreements / Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Certified Payrolls, RFP -
Request for Proposal.)
Send all Final Agreements / Contracts 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.
(Managing the
Agreement /
Contract)
CW-004
Agreements / Contracts: UNSUCCESSFUL
BIDS / PROPOSALS / RESPONSES to RFPs
(Request for Proposals) / RFQs (Request for
Qualifications) that don't result in a contract
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
CW-005
Boards, Commissions, / Committees: External
Organizations - Agendas, Minutes,
Resolutions, / other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-records
CITY-WIDE (Used by ALL Departments)
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Staffing Dept. CW-006
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council - AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Staffing Dept. CW-007
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council: Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.6
Staffing Dept. CW-007.5
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council: Recordings - VIDEO
RECORDINGS of Meetings / Video Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.6
Staffing Dept. CW-008
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(a)
Staffing Dept. CW-009 City Council Subcommittees - Agenda Packets, Minutes, all records 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Staffing Dept. CW-010
Committees: Employee Committees, Employee
Staff Meetings / Department Staff Meetings
AGENDAS / MINUTES (If agendas or minutes
are created)
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-011 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP
§§338 et seq., 340 et seq., 342, GC
§34090
Lead Dept. CW-012 Copies / duplicates of any record
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-013
Correspondence - ROUTINE
(IF CONTENT relates in a SUBSTANTIVE way
to the conduct of the public's business)
(e.g. e-mail / email with SUBSTANTIVE content,
Letters, Memorandums, Administrative Files,
Chronological, General Files, Reading File,
Working Files, etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
IF the Content relates in a SUBSTANTIVE way
to the conduct of the public's business
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose v.
Superior Court (2017) 2 Cal.5th 608; GC
§34090
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency /
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email,
social media posting, employee directories,
flyers, invitations, instant messaging,
inventories, logs, mailing lists, meeting room
registrations, speaker cards, staff Teams
videoconference chats, notes / 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 / returned mail, visitors logs, voice
mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.
Records where either the CONTENT
relates in a SUBSTANTIVE way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are SAVED by placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC §§34090,
7927.500, 7928.705 6252, 6254(a); 64
Ops. Cal. Atty. Gen. 317 (1981)); City of
San Jose v. Superior Court (2017) 2
Cal.5th 608
Lead Dept. CW-015 Drafts / Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.
GC §§34090, 6252, 6254(a) 7927.500,
7928.705
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-016 GIS Database / Data / Layers (both City-wide / Specialized)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.
Lead Dept.
(Managing the
Grant)
CW-017 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
Grant)
CW-018
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),
29 CFR 97.42; OMB Circular A-110 & A133; GC §34090; GC §8546.7 Lead Dept. CW-019 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-020
Personnel Files (Department Copies)
Send all originals to Human Resources
Do Not Retain
in
Departments
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Originals are retained by Human
Resources; GC §34090.7
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-021 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-022 Photographs
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary Drafts; destroy unnecessary
photographs. GC §34090
Lead Dept.
(Who Uses the
Vehicle)
CW-023
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
13 CCR 1234(e); VC 34505.5(c); 49 CFR
396.11; GC §34090
Lead Dept. CW-024 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-025 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) 7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-026 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 municipal
government auditing standards; Statewide
Guidelines show 2 years; GC §§34090,
6254(h) 7928.705
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
CW-027
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals, Plans
(if not provided in the schedule), Standard
Operating Procedures (SOPs), Studies, Reports
(if not provided in the schedule), Newsletters,
etc.: Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-Records
Lead Dept. CW-028
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals, Plans
(if not provided in the schedule), Standard
Operating Procedures (SOPs), Studies, Reports
(if not provided in the schedule), Newsletters,
Administrative Policies, etc.: Produced by
YOUR Department
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Statewide
guidelines propose superseded + 2 or 5
years; GC §34090
Lead Dept. CW-029
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals, Plans
(if not provided in the schedule), Standard
Operating Procedures (SOPs), Studies, Reports
(if not provided in the schedule), 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-030 Reports, 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-031 Reports, Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Information is
outdated after 10 years; statewide
guidelines propose 2 years; If historically
significant, retain permanently; GC
§34090
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-032 Special Event Permits Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
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 / transitory record,
/ can be destroyed as drafts (When No Longer
Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-034.5
Training EMPLOYEE RECORDS (If Records
are Created)
Required Information for all Employee Training:
Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
LC §1198.5, 6401.9(f), 6429(c); 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b)
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept.
(Presenting the
Training)
CW-035
Training Presented by Staff - COURSE
RECORDS
(Attendance Rosters / Sign-in Sheets, Outlines /
Materials; includes Ethics, Fiscal & Financial,
Harassment, Workplace Violence, Safety
Training, Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Ethics, Fiscal and
Financial, Harassment & Workplace
Violence Prevention 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 4 2 -3 years for personnel
actions; 8 CCR §3203 et seq., 29 CFR
1602.31 1627.3(b)(ii), LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b);
53237.2(b); 53238.3(b); LC §6401.9(f),
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Ver. 7.0 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
Statute of Limitations for some Municipal
Government actions is 3 - 6 months; CCP§335
337 et seq; GC §§34090, 65009(c)(1)
City Clerk CC-002
Agenda Packets: City Council,
Redevelopment Agency / Successor
Agency, Oversight Board
Includes Financial Reports, Audits, ACFR /
Budgets
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-003
Agreements / Contracts - ALL
(INFRASTRUCTURE, / IF IMAGED, JPAs,
MOUs)
Agreement / Contract includes all contractual
obligations (e.g. Specifications / Successful
Proposal / Scope of Work) / Insurance
Certificates
Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property / property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street / alley improvements, settlement,
subdivisions, utilities, water, etc.
P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
preparedness; Statute of Limitations is 4
years; 10 years for Errors & Omissions; land
records are permanent by law; CCP §337 et.
seq., GC §34090; Contractor has retention
requirements in 48 CFR 4.703
CITY CLERK
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Ver. 7.0 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 / Contract includes all contractual
obligations (e.g. Specifications / Successful
Proposal / Scope of Work) / Insurance
Certificates
Examples of Non-Infrastructure:
Consultants, Franchises, Landscaping,
Painting, Slurry Seals (Paving), Tree
Trimming, Leases, Personnel, Professional
Services, etc.
Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations
is 4 years; 10 years for Errors & Omissions;
land records are permanent by law; CCP
§§337. 337.1(a), 337.15, 343; GC §34090,
Contractor has retention requirements in 48
CFR 4.703(a)
City Clerk CC-005 Board / Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-006
Bonds: CIP Labor / Materials, Construction
Bonds, Indemnity Bonds, Performance Bonds,
Letters of Credit
Release of
Bond / Letter
of Credit
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Security; GC §34090
City Clerk CC-007 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-008 Claim for Damages / Claims Against the City Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Ver. 7.0 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-009 Claim for Damages / Claims Against the City / City Reimbursement / Insured (ICRMA)
Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City Clerk CC-010 Claim Loss Runs 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City Clerk CC-011
Filing System / Subject Files / Function Filing
System - HISTORICALLY SIGNIFICANT,
LAND, PLANNING, CAPITAL
IMPROVEMENT INFRASTRUCTURE
PROJECTS
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-012 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-013
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC 2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-014 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years Must post on website; GC §81009(e) City Clerk CC-015 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years Should post on website for 4 years; GC
§81009(e)
City Clerk CC-016 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years GC §81009(e)
City Clerk CC-017 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years Must post on website; 2 CCR 18702.5(b)(3);
GC §34090; GC §81009(e)
CITY CLERK / ELECTIONS (CONSOLIDATED)
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Ver. 7.0 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 /
Elections CC-018
Campaign Filings (FPPC 400 Series Forms /
Form 501): UNSUCCESSFUL
CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC 2 years
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; Paper must be
retained for at least 2 years; GC
§81009(b)&(g)
City Clerk /
Elections CC-019
Campaign Filings (FPPC 400 Series Forms /
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk /
Elections CC-020
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 QC 2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
City Clerk /
Elections CC-021
Campaign Filings (FPPC 400 Series Forms):
OTHER COMMITTEES (PACS - not candidatecontrolled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC 2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
City Clerk /
Elections CC-022
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 for
Nomination Papers and does not delineate
between the two; EC §17100
City Clerk /
Elections CC-023
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
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
for Nomination Papers and does not delineate
between the two; EC §17100
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Ver. 7.0 Page CC-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk /
Elections CC-024
Elections - GENERAL, WORKING /
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 /
Precinct Board Members, Notices, Postings,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk /
Elections CC-025 Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk /
Elections CC-026
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk /
Elections CC-026.5
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determinatio
n of
Insufficiency
+ 8 months
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes the
determination of insufficiency / examines the
petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
City Clerk /
Elections CC-027 Prop. 218 (Property-based fees - Sewer, Solid Waste, Water) Mailing List, Master File 2 years Mag, Ppr Department preference; GC §53753(e)(2); 53755(d)
City Clerk /
Elections CC-028
Prop. 218 (Property-based fees - Sewer, Solid
Waste, Water) Protest Letters / Ballots,
Tabulation
2 years Mag, Ppr GC §53753(e)(2)
City Clerk /
Elections CC-029 Prop. 218 (Property-based fees - Sewer, Solid Waste, Water) Mailer / Notice Superseded
+ 2 years Mag, Ppr Department preference; GC §53753(e)(2) (End of Elections Section)
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Ver. 7.0 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-030 Enterprise System Catalogue (Listing of Enterprise-wide Software, posted on line)
When
Superseded Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
City Clerk CC-031
Historical Records, Photographs, / Historical
Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
City Clerk CC-032
COIs / Certificate of Insurance / Insurance
Certificates - that can't be matched to an
agreement / contract but vendor may be doing
business with the City
11 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations
is 10 years for Errors & Omissions; CCP
§§337. 337.1(a), 337.15, 343; GC §34090
City Clerk CC-033 Lawsuits / Litigation
Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City Clerk CC-034
Minutes: City Council, Redevelopment
Agency / Successor Agency, Oversight
Board
P
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD
No
GC §34090(e)
City Clerk CC-035
Oath of Office / Appointments / Oath for
Disaster Worker: City Council, Board /
Commission Members Only
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference; Statute of Limitations:
Public official misconduct is discovery of
offense + 4 years, GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC 1113
City Clerk CC-036 Ordinances P
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD
No
GC §34090(e)
City Clerk CC-037 Public Records Requests / Subpoenas Duces Tecum (Excludes Police) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Ver. 7.0 Page CC-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).
CITY CLERK
City Clerk CC-038
Recorded Documents: Deeds, Easements,
Orders of Condemnations, 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-039
City Council, Boards, Committees,
Commissions: Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes
Minimum 4
years
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.6
City Clerk CC-039.5
City Council, Boards, Committees,
Commissions: Recordings - VIDEO
RECORDINGS of Meetings / Video Tapes
Minimum 4
years
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.6
City Clerk CC-040 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-041 Records Retention Schedule Amendments / Authorization Forms (All Departments) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-042 Resolutions: City Council, Redevelopment Agency / Successor Agency, Oversight Board P
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD
No
GC §34090(e)
City Clerk CC-042.5 Secretary of State Statement of Facts / Registry of Public Agencies 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-043 Secretary of State Statement of Facts / Registry of Public Officials 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 2/7/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY MANAGER
City Manager CM-001 Economic Development Projects / Business Recruitment / Retention
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Department Preference; GC §34090 et seq.
City Manager CM-002
Legislative Advocacies, Support /
Opposition to proposed Federal / State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Department preference; GC §34090
City Manager CM-003 Projects / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Department Preference; GC §34090 et seq.
Finance CM-004 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.
HUNTINGTON PARK, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNICATIONS AND COMMUNITY RELATIONS Page COM-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).
COMMUNICATIONS AND COMMUNITY RELATIONS
Commun. &
Community
Relations
COM-001 News Clippings / Printed Advertising
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Non-records and copies; GC §34090.7
Commun. &
Community
Relations
COM-002 Newsletters - Public / Community P
Mag, Mfr,
OD, Ppr S/I
Yes:
After QC
& OD
Department preference for historical purposes;
GC §34090
Commun. &
Community
Relations
COM-003
Official Notices (regarding release of
studies, reports, EIRs, etc. - Not Public
Notices)
2 years Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
GC §34090
Commun. &
Community
Relations
COM-004 Photos, Videos / Slides
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Drafts; final photos may become part of a final
document; GC §34090
Commun. &
Community
Relations
COM-005 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I
Yes:
After QC
& OD
GC §34090
HUNTINGTON PARK, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, 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).
COMMUNITY DEVELOPMENT / ADMINISTRATION
Community
Development /
Admin.
CD-001 Health / Education Commission - AGENDAS /
STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Community
Development /
Admin.
CD-002 Health / Education Commission: Recordings -
AUDIO RECORDINGS of Meetings / Audio Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Community
Development /
Admin.
CD-002.5
Health / Education Commission: Recordings -
VIDEO RECORDINGS of Meetings / Video
Recordings
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Community
Development /
Admin.
CD-003 Health / Education Commission - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
COMMUNITY DEVELOPMENT / BUILDING AND SAFETY
Community
Development /
Building &
Safety
CD-004 Address Files / Building Permits P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
CBC §§104.6 104.7 and 107.5; GC
§34090
Community
Development /
Building &
Safety
CD-005 Building Permit Database (Excel) Indefinite -
Permanent Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Community
Development /
Building &
Safety
CD-006 Building Plans - Cancelled / Withdrawn
Minimum
Cancelled or
Withdrawn
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
HUNTINGTON PARK, 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: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-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).
Community
Development /
Building &
Safety
CD-007 Building Plans - Expired
Minimum
After
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Community
Development /
Building &
Safety
CD-008
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
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Community
Development /
Building &
Safety
CD-009 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Community
Development /
Building &
Safety
CD-010
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR / APPURTENANCES
Structural Calculations
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Community
Development /
Building &
Safety
CD-011 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §50022.6
Community
Development /
Building &
Safety
CD-012 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Building &
Safety
CD-013
Copyright Release Forms / Requests /
Permissions to Receive Copies of Plans (to / from
Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (kept with the
Building Permit file); GC §34090
HUNTINGTON PARK, 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: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-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).
Community
Development /
Building &
Safety
CD-014 Correction Notices When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Building &
Safety
CD-015 Energy Calculations 2 years Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Development /
Building &
Safety
CD-016 Geotechnical / Soils Reports (all) P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Building &
Safety
CD-017 Grading / Construction Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Building &
Safety
CD-018 Plan Check Comments (Site Plan File) When Permit is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Building &
Safety
CD-019 Stop Work Notices After Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (Preliminary
Drafts); GC §34090
HUNTINGTON PARK, 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: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-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).
COMMUNITY DEVELOPMENT / CODE ENFORCEMENT
Community
Development /
Code Enforce.
CD-020
Code Enforcement / Abatement Case Files
(Includes appeals / Code Enforcement Complaint
Letters)
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Code Enforce.
CD-021 Hearing Officer Determinations (for appeals of
Code Enforcement Actions) 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Development /
Code Enforce.
CD-022 Notice of Violations ./ Code Enforcement Citations Minimum 2 years
Mag,
Mfr, OD,
Ppr
S/I
Yes:
When
Inactive
Department preference; GC §34090
COMMUNITY DEVELOPMENT / HOUSING AND ECONOMIC DEVELOPMENT Community
Development /
Housing &
Economic
Development
CD-023
Correspondence / Staff Notes - Related to a
CEQA Permit where Housing is the Lead
Department (Environmental Impact Reports,
EIRs, Negative Declarations, etc.)
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et
al., Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6; GC
§34090
Community
Development /
Housing &
Economic
Development
CD-024
Environmental Determinations (Finals):
Environmental Impact Reports (EIRs), Negative
Declarations, etc.) / CEQA
Where Housing is the Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
HUNTINGTON PARK, 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: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-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).
Community
Development /
Housing &
Economic
Development
CD-025 CDBG / Sub-Recipient Grants Agreements
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), 29 CFR 97.42; OMB Circular
A-110 & A-133; GC §34090; GC §8546.7
Community
Development /
Housing &
Economic
Development
CD-026 Housing Applications Rejected (First Time Home
Buyers, Life/Safety, Rehabilitation, HOME, etc.) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Development /
Housing &
Economic
Development
CD-027
Housing Programs: Affordable Housing Projects,
HOME, Rehabilitation, CDBG-funded Housing
Projects, etc.
WITH a Recapture / Resale Restriction
Send all Deeds to the City Clerk
5 years after
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
HUD requires 5 years after the project
completion; documents imposing
recapture / resale restrictions are 5 years
after the affordability period terminates;
Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report; statewide guidelines
propose 4 years; 2 CFR 200.334; 24
CFR 92.508(a)(c)(2); 29 CFR 97.42, GC
§34090
HUNTINGTON PARK, 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: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-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).
Community
Development /
Housing &
Economic
Development
CD-028
Housing Programs: CDBG-funded Housing
Projects, etc.
WITHOUT a Recapture / Resale Restriction
Send all Deeds to the City Clerk
Loan Pay-off
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
HUD requires 5 years after the
agreement terminates; Consistent with
Consolidated Plan Requirements;
Required for 3-4 years from expenditure
or performance report; 2 CFR 200.334;
24 CFR 92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090
COMMUNITY DEVELOPMENT / LAND DEVELOPMENT
Community
Development /
Land
Development
CD-029
Geotechnical / Soil Reports / Hydrology Reports /
Preliminary Studies / Project Assessments -
Where Land Development is the Lead
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Land
Development
CD-030
Land Development / Private Development:
Permanent File
Drainage, Driveway, Encroachments, Grading
Permits / Plans, Rights of Way, Soils Reports,
Stormwater, Private Lab Verifications, Testing
Lab Final Reports etc.
Dedications, Easements, Abandonments (City
Clerk is OFR)
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
HUNTINGTON PARK, 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: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-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).
COMMUNITY DEVELOPMENT / PLANNING / FORMER REDEVELOPMENT AGENCY Community
Development /
Planning
CD-031
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)
Density Bonus
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Master Plan
Public Art
Rezones
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance
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-031.5 Planning Project Files - Cancelled / Expired / Withdrawn
Minimum
Cancellation,
Expiration or
Withdrawal +
2 years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
HUNTINGTON PARK, 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: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-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).
Community
Development /
Planning
CD-031.5 Planning Projects - Cancelled / Expired /
Withdrawn
Minimum
Cancellation,
Expiration or
withdrawal +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference (project was not
pursued by applicant); GC §34090
Community
Development /
Planning
CD-032 Annexations / Boundaries / Consolidations /
LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD minute
Community
Development /
Planning
CD-033 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I (Non-Records - Census Bureau is OFR)
Community
Development /
Planning
CD-034
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Correspondence / staff notes that provide
insight into the project / the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et
al., Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6; GC
§34090
Community
Development /
Planning
CD-035
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
HUNTINGTON PARK, 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: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-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).
Community
Development /
Planning
CD-036
Former Redevelopment Agency Projects / Plans -
HISTORICAL
Send all Real Property, Deeds, Easements,
Rights of Ways to the City Clerk.
10 years
Yes:
During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC§§34090
Community
Development /
Planning
CD-037 Former Redevelopment Agency Projects / Plans -
NOT Historical 10 years
Yes:
During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC§§34090
Community
Development /
Planning
CD-038 General Plan, Elements / Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-039 Long Range Planning / Planning Studies P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Development /
Planning
CD-040 Master Plans, Specific Plans, Land Use Plans /
Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-041 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Community
Development /
Planning
CD-042 Planning Commission - AGENDAS / STAFF
REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Community
Development /
Planning
CD-043 Planning Commission: Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
HUNTINGTON PARK, 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: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-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).
Community
Development /
Planning
CD-043.5 Planning Commission: Recordings - VIDEO
RECORDINGS of Meetings / Video Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Community
Development /
Planning
CD-044 Planning Commission - MINUTES / BYLAWS /
RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Community
Development /
Planning
CD-044.5
Preliminary Application Form (required for a
housing development project that includes
residential units; form is provided by California
Department of Housing / Community
Development
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Various benchmarks are placed using the
number of residential dwelling units on
the project site within the last five years;
GC §34090
Community
Development /
Planning
CD-045
Temporary Permits: Activity in Public Places /
Banner Permits / Child Care Permits / Christmas
Tree Lots / Film Permits / Home Enterprise /
Pumpkin Lots / Sidewalk Dining / Special Event
Permits / Temporary Use Permits (TUP) /
Temporary Signs / etc. (Approved / Unapproved)
Expiration +
2 years
Yes:
During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC§§34090
Community
Development /
Planning
CD-046 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
No
Department Preference; GC §34090
Community
Development /
Planning
CD-047 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (copies); GC
§34090.7
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: FINANCE
(A/P / Purchasing, A/R, Debt Svcs., Gen. Ledger, Payroll, IT) Ver. 7.0 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 AND PURCHASING
Finance /
Accounts
Payable &
Purchasing
FIN-001 1099's / 1096's / DE542 (California Report
of Independent Contractors) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.
FTB: 3 years; 26 CFR §31.6001-1(e)(2),
R&T §19530, GC §34090; 29 USC 436
Finance /
Accounts
Payable &
Purchasing
FIN-002
Accounts Payable / Purchase Orders /
Invoices / Backup / Warrants / Refunds /
Credit Card Statements / P-Card
Statements / Energy Rebates
(Includes Invoices, Travel Expense
Reimbursements, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference for grant audits;
5 years meets municipal government
auditing standards and Statute of
Limitations for contracts; Purchasing
preference for P-Card Invoices (48 CFR
4.805 requires Federal Agencies to
retain their contracts, unsuccessful &
successful proposals 6 years after final
payment); CCP §337 et. seq.; GC
§34090
Finance /
Accounts
Payable &
Purchasing
FIN-003 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
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: FINANCE
(A/P / Purchasing, A/R, Debt Svcs., Gen. Ledger, Payroll, IT) Ver. 7.0 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 /
Accounts
Receivable
FIN-004
Accounts Receivable / Revenue / Business
License Applications, Renewals, Tax
Receipts / Animal License, Casino Activity
Reports / Revenue, Citations, Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Alarm Billing,
Auctions of Surplus Property, Credit Card
Payment Receipts, Tenant Billing, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.
Finance /
Accounts
Receivable
FIN-005 Cash Receipts, Rents, Other Income,
Credit Card Settlements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards; GC §34090 et seq.
Finance /
Accounts
Receivable
FIN-005.5
Checks deposited to Bank (City scans
them for the Bank, rather than physically
taking the checks to the bank to deposit
them.)
Follow Bank
Instructions
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
These are bank instruments, and not
City records; per bank agreement.
FINANCE / DEBT SERVICES
Finance /
Debt Services FIN-006
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, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are
10 years; IRS bond auditing regulations
state, "…material records should
generally be kept for as long as the
bonds are outstanding, plus 3 years
after the final redemption date of the
bonds; There are specific requirements
for disposal of unused bonds; CCP
§§336 et seq. 337.5(a); 26 CFR 1.6001-
1(e): 26 CFR § 1.148-5(d)(6)(iii)(E); GC
§43900 et seq.
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: FINANCE
(A/P / Purchasing, A/R, Debt Svcs., Gen. Ledger, Payroll, IT) Ver. 7.0 Page FIN-3
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / GENERAL LEDGER
Finance /
General
Ledger
FIN-007 _Financial Services Database (Central
Square / Tyler Enterprise ERP)
Indefinite -
Minimum 7 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated;
GC §34090
Finance /
General
Ledger
FIN-008 Audit Work Papers When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts / content not
substantive; GC §34090
City Clerk FIN-009 Audits - Annual Financial Reports / Annual Comprehensive Financial Report (ACFR) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (copies - City
Clerk retains in the Agenda Packet); GC
§34090.7
Finance /
General
Ledger
FIN-010
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-011 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-012 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
City Clerk FIN-013 Budgets - Finals / Amendments P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (copies - City
Clerk retains in the Agenda Packet); GC
§34090.7
Finance /
General
Ledger
FIN-014 Budgets Work Papers When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Finance /
General
Ledger
FIN-015 Checks / Warrants (Cashed) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets municipal government auditing
standards; GC § 34090
Finance /
General
Ledger
FIN-016 Checks / Warrants (VOIDED)
When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: FINANCE
(A/P / Purchasing, A/R, Debt Svcs., Gen. Ledger, Payroll, IT) Ver. 7.0 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-017 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized property;
CCP §§340(d), 1519; GC §34090
Finance /
General
Ledger
FIN-018
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-019 Fixed Assets 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-020
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-021 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-022 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-023
Reports, Finance Reports created from
Database: General Ledger, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue / Expenditure Reports, etc.
(FROM DATABASE - ANNUAL,
MONTHLY / PERIODIC)
When No Longer
Required Yes 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
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: FINANCE
(A/P / Purchasing, A/R, Debt Svcs., Gen. Ledger, Payroll, IT) Ver. 7.0 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-024
Reports: Annual State / Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street
Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-025
Tax - Annual Tax Roll / Special
Assessments: Landscape / Lighting
Districts, Ad Valorem Taxes, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-026 Tax - Sales Tax Reports 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 /
General
Ledger
FIN-027 Vehicle Titles / Pink Slips
Upon Sale or
Disposal of
Vehicle
Mag, Mfr,
OD, Ppr S / I Title is transferred to new owner or auction house
FINANCE / PAYROLL
Finance /
Payroll FIN-028 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-029
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-030 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-031 Payroll Database (Central Square / Tyler Enterprise ERP) Indefinite -
Minimum 7 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated;
GC §34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: FINANCE
(A/P / Purchasing, A/R, Debt Svcs., Gen. Ledger, Payroll, IT) Ver. 7.0 Page FIN-6
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Payroll FIN-032 Payroll Reports - Periodic Bi-weekly
Payroll Report 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets
municipal government auditing
standards; PERS Circular letter 200-051-
17; GC §34090
Finance /
Payroll FIN-033 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-034 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
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: FINANCE
(A/P / Purchasing, A/R, Debt Svcs., Gen. Ledger, Payroll, IT) Ver. 7.0 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 /
Information
Technology
FIN-035 Backups / Computer Backups (ALL) When No Longer Required Yes Mag.
Used for Disaster Recovery Purposes
Only; Considered a copy and can be
destroyed when no longer required; GC
§34090 et seq.
Finance /
Information
Technology
FIN-036
UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup) /
WORM / DVD-r / CD-r / Blue Ray-R) /
other unalterable media that does not
permit additions, deletions, / changes
P Follows
Retention of
Official
Electronic
Record
OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record);
must be stored in a "safe and separate
location"; GC 34090, 12168.7, EVC
1550, CCR 22620 et seq.
FINANCE / INFORMATION TECHNOLOGY
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 5.0 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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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)(1)(2); 29
USC 1027; 11 CCR 560; 28 CCR
1300.85.1; GC §34090
Human
Resources HR-002 Civil Service Commission - AGENDAS /
STAFF REPORTS P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.
Human
Resources HR-003
Civil Service Commission: Recordings -
AUDIO RECORDINGS of Meetings / Audio
Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.6
Human
Resources HR-003.5
Civil Service Commission: Recordings -
VIDEO RECORDINGS of Meetings / Video
Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.6
Human
Resources HR-004 Civil Service Commission - Citizen Advisory Created by the City Council - MINUTES P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
Human
Resources HR-005
Classification / Reorganization Studies (for
employee classifications / department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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-006 COBRA Billing (Dental, Vision) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal
government auditing standards; GC
§34090
HUNTINGTON PARK, 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: 2/7/2023 Ver. 5.0 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-007 Compensation Surveys / Studies Minimum 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 34090
Human
Resources HR-008 COVID-19 Notifications to Employees 3 years Mag Ppr LC §6409.6(k), GC §34090 Human
Resources HR-009
California Civil Rights Department (CRD) /
Department of Fair Employment / Housing
(DFEH / EEOC) Claims / Harassment Claims
Minimum Final
Disposition + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All State and Federal laws require
retention until final disposition of formal
complaint; State requires 4 2 years after
"fully and finally disposed"; 2 CCR
1101(c); GC §§12946, 12960, 34090
Human
Resources HR-010
EEOC Forms / EEO-4 Forms / EDD Reports
(Employment Development Department
Reports)
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
29 CFR 1602.30; 29 CFR 1602.31, 29
CFR 1602.32; GC §34090 et seq.
Human
Resources HR-011 Employee Investigations
Minimum Final
Disposition + 5
years
Mag, Mfr,
OD, Ppr S / I 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, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records, content is not substantive;
GC §34090 et seq.
HUNTINGTON PARK, 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: 2/7/2023 Ver. 5.0 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-013
Ethics Certificates for Employees,
Harassment Training Certificates Required
Information for all Employee Training (if
records are created):
Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
GC §§ 3105, 12946, 34090;; 53235.2(b);
53237.2(b) LC §1198.5
Human
Resources HR-014 Grievances
Minimum Final
Disposition + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All State and Federal laws require
retention until final disposition of formal
complaint; State requires 4 2 years after
"fully and finally disposed"; 2 CCR
1101(c); GC §§12946, 12960, 34090
Human
Resources HR-015 I-9s Separation + 3 years
Mag, Mfr,
OD, Ppr S / I 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-016 Job Descriptions / Classification Specifications Minimum
Superseded +
4 3 years
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 1
year
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946, 12960, 34090
Human
Resources HR-017 OSHA Citations / Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
HUNTINGTON PARK, 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: 2/7/2023 Ver. 5.0 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-018 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
Human
Resources HR-019
Personnel Files - Employee File (Main File,
including Benefits)
Includes Application, Discipline, Evaluations,
Policy Acknowledgements, Employee's Oath
of Office / Oath for Disaster Worker,
Personnel Action Forms, W-4 Forms,
Training Certificates, etc.)
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 2-3 years; W-4s are
required four years after the due date of
such tax for the return period to which the
records relate, or the date such tax is paid,
whichever is the later. 26 CFR 31-6001-1;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; 53237.2(b),
LC §1198.5
Human
Resources HR-020
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, etc.
Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
Human
Resources HR-021
Recruitment / 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, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
HUNTINGTON PARK, 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: 2/7/2023 Ver. 5.0 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-022
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, / Injury Reports from Employees)
Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
Human
Resources HR-022.5
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, testing, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 HUNTINGTON PARK, 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: 2/7/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION Page P&R-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).
PARKS AND RECREATION
Parks &
Recreation P&R-001 Active Net: Class Registration Database / Recreation Database Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Parks &
Recreation P&R-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
Parks &
Recreation P&R-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,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-004 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Parks &
Recreation P&R-005
Park Facility Use Requests / Field Rentals /
Facility Use Applications / Permits (includes ABC
Permits, where required)
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.
Parks &
Recreation P&R-006 Parks / Recreation Commission - AGENDAS /
STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Parks &
Recreation P&R-007 Parks / Recreation Commission: Recordings - AUDIO RECORDINGS of Meetings / Audio Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Parks &
Recreation P&R-007.5 Parks / Recreation Commission: Recordings - VIDEO RECORDINGS of Meetings / Video Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
HUNTINGTON PARK, 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: 2/7/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION Page P&R-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).
Parks &
Recreation P&R-008 Parks / Recreation Commission - MINUTES P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Parks &
Recreation P&R-009 Rosters / Sign-in / Sign-Out Sheets for classes / programs 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-010 Schedules / Hours (classes / staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Parks &
Recreation P&R-011 Youth Commission - AGENDAS / STAFF
REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Parks &
Recreation P&R-012 Youth Commission: Recordings - AUDIO RECORDINGS of Meetings / Audio Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Parks &
Recreation P&R-012.5 Youth Commission: Recordings - VIDEO RECORDINGS of Meetings / Video Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Parks &
Recreation P&R-013 Youth Commission - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 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 / ANIMAL ENFORCEMENT
Police /
Animal
Enforce.
PD-001
Animal Address Files: Bite Reports,
Complaints, Cruelty Investigations /
Administrative Hearing Officer Findings,
Dangerous Dog Reports, Impound Notices,
Investigations, Barking Dogs, Loose Dogs,
etc.
When
Animal
Deceased,
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.
Police /
Animal
Enforce.
PD-002 Animal Control Officer's Daily Log / Cleaning
Logs, etc. 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.
Police /
Animal
Enforce.
PD-003 Complaints - Regarding Animals (Barking,
etc.) 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.
Police /
Animal
Enforce.
PD-004
Investigations / Problem Files (barking, loose
dogs, dangerous dog reports, vicious
animals, etc.)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.
Police /
Animal
Enforce.
PD-005 Notices to Comply, Warning Letters / Notices
/ Citation Books (Off leash, etc.)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.
Police /
Animal
Enforce.
PD-006 Rabies Vaccination Clinics 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
3 years is required for animal treatment
records; FA §32003(e), PC §597.1(d); CCP
§§336(a), 337 et. seq.,
POLICE / ADMINISTRATION / POLICE CHIEF
Police /
Admin. /
Chief
PD-007 Background Files - Successful Applicants Separation + 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD
Separation
State Law requires 4 years after the date of the
employment action taken; 29 CFR
1627.3(b)(1)(i), 29 CFR 1602.14; GC §§12946,
12960, 34090; 29 USC 1113
Police /
Admin. /
Chief
PD-008 Background Files - Unsuccessful
Applicants 4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years after the date of the
employment action taken; 29 CFR
1627.3(b)(1)(i), 29 CFR 1602.14; GC §§12946,
12960, 34090; 29 USC 1113
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 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-009 CCW Permits (Carry Concealed Weapon
Permits) - Retired Employees
Expiration +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police /
Admin. /
Chief
PD-010
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 / in
great bodily injury, unreasonable force, failing
to intervene against another officer using
force that is clearly unreasonable / excessive,
finding of sexual assault, dishonesty,
discrimination, / unlawful arrest / unlawful
search.
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Effective January, 20201; PC §§832.5(b),
832.7; GC§ 34090
Police /
Admin. /
Chief
PD-011
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 / in great bodily injury, unreasonable
force, failing to intervene against another
officer using force that is clearly
unreasonable / excessive, finding of sexual
assault, dishonesty, discrimination, / unlawful
arrest / unlawful search.
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Police /
Admin. /
Chief
PD-012 Contracts for Investigators (Police only) Completion + 5 years
Yes:
Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of Limitations
for contractual obligations is 4 years; CCP
§§337. 337.1(a), 337.15, 343; GC §34090
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 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).
Fire /
Admin. and
Police /
Admin. /
Chief
PD-013
Emergency Operations Plan (includes Office
of Emergency Management / Homeland
Security)
When
Superseded Yes (all) Mag, Mfr, OD, Ppr S/I
Yes: After
QC & OD
No
GC §34090
Police /
Admin. /
Chief
PD-014 Hearing Officer Determinations (Citation
Appeals, Tows, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. /
Chief
PD-015 Internal Complaints - NO Employment
Actions
Final
Disposition +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Lexipol Policy; Not a complaint
made by a member of the public; other State &
Federal laws require retention until final
disposition of formal complaint; State requires 4
2 years if an action is taken; EVC §1045, GC
§§12946,12960, 34090
Human
Resources PD-016 Personnel Files - Police Department
Employees
Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD
Separation
Department Preference; consistent with Human
Resource's Personnel File; GC
§§12946,12960, 34090.7
Police /
Admin. /
Chief
PD-017
Policies / Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies / Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD
Superseded
Department Preference; GC § 34090 et seq.
Police /
Admin. /
Chief
PD-018 Press Releases - Police Only 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Admin. /
Chief
PD-019
Report of data regarding the number, type, /
disposition of complaints made against its
officers
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
Police /
Admin. /
Chief
PD-020
Report to the State Commission on Peace
Officer Standards / Training (POST
Commission) of peace officer employment,
compliant, finding, disposition, / judgement
pursuant to §PC 13510.9
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 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 /
Admin. /
Chief
PD-021 Reports, Studies - Historical P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.
Police /
Admin. /
Chief
PD-022
Reports, Studies regarding Police operations
(not historical - manpower, consolidation,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.
Police /
Admin. /
Chief
PD-023
Use of Force Reviews - NO Employment
Actions Internal Complaints - Not as a result
of a civilian complaint, / not resulting in death
/ in great bodily injury, firearm discharge
(accidental / not against public), inquiry
routings, litigation, Pitchess motion, property
damage, public records request, service
complaints, vehicle pursuits, / vehicle
accidents.
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; State requires 4 years
if an action is taken; GC §§12946, 12960,
34090
POLICE / CAD / DISPATCH
Police /
Commun. PD-024
Recordings - Audio Recordings / Tapes -
(CAD / Computer Aided Dispatch)
Recordings of Telephone / Radio
Communications Dispatch Tapes (CAD)
Minimum
180 days Mag
Department Preference; Statewide guidelines
propose 180 days (legally mandated for 100
days); (may be discoverable or made public in
some circumstances), GC §§34090, 34090.6
POLICE / INVESTIGATIONS
Police /
Investig. PD-024.2 Automated License Plate Reader Data / ALPR Recordings When No
Longer
Required
Mag,
Recordings that become evidence are stored
with evidence; Does not record regular and
ongoing operations; GC §34090.6 et seq;
Police /
Investig. PD-024.3 Drone (Unmanned Aerial Vehicle) Recordings When No
Longer
Required
Mag,
Recordings that become evidence are stored
with evidence; Does not record regular and
ongoing operations; GC §34090.6 et seq;
Police /
Investig. PD-024.4 Officer Recordings: Body-Worn Cameras – LOGS of Access / Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 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 /
Investig. PD-024.5
Officer Recordings: Body-Worn Cameras -
that ARE evidence, Officer Involved
Shootings / Detention / Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.
Police /
Investig. PD-024.6 Officer Recordings: Body-Worn Cameras - that are NOT evidence
Minimum 60
days Mag,
Department preference (law recommends 60
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.
Police /
Investig. PD-024.7
Recordings: Body-Worn Cameras –
Accidental Recordings Reviewed and
Approved for Deletion (Non-evidentiary)l
After
Approval Mag,
Department preference; consistent with Lexipol
policies (review, supervisory authorization, and
documentation required); PC§ 832.18 et seq.
GC §34090.6 et seq.
Police /
Investig. PD-025
Criminal Intelligence Files
Confidential informant information / activities
Last Entry +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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-026 Informant Files
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
POLICE / JAIL
Police /Jail PD-026.1 Bail Records 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /Jail PD-026.2 Jail Logs 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 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 /Jail PD-026.3 LiveScan Applications 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /Jail PD-026.4 Video Recordings - Jail, Booking, Detention, etc. 1 year Mag GC §34090.6(a)
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 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).
POLICE / OPERATIONS / PATROL
Police / Ops
/ Patrol PD-027 Detectives Investigation Files / Arrest Files (Official Reports)
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.
Police / Ops
/ Patrol PD-028 Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts (the timecard / timesheet is
the final); GC §34090 et seq.
Police / Ops
/ Patrol PD-029 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.
Police / Ops
/ Patrol PD-030 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.
POLICE / PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-031 Crime Report Photos / Photo Database
Follows the
Retention of
the Evidence
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Evidence - Department Preference; GC §34090 Police /
Property &
Evidence
PD-032 Gun / Narcotics Destruction Log (Documents
related to)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-033 Property / Evidence Database
Indefinite -
Follows the
Retention of
the Evidence
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Evidence - Department Preference (data is
interrelated); GC §34090
Police /
Property &
Evidence
PD-034 Property / Evidence Logs 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Property &
Evidence
PD-035 Safekeeping: Lost / Found Property
(Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
POLICE / RECORDS
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 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-035.5 Audits - CJIS, CORI, CLETS 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
Police /
Records PD-036 Citation Log Books (#s / ranges) - Parking, Traffic / Moving 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
Police /
Records PD-037
Citations (Parking, Traffic / Moving, Marijuana
/ Cannabis). Includes requests for
dismissals, cancellations, / appeals.
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
Police /
Records PD-037.5
Court Orders - Restraining Orders,
Emergency Protective Orders, Temporary
Restraining Orders, Legal Stipulations,
Orders After Hearing
Upon
Expiration
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Not a City record (a Court record) Police /
Records PD-038
CRIME REPORTS / SEALED RECORDS:
Sealed Juvenile / Ward Cases - Except
those with Childhood Sexual Assault, Child
Abuse / Severe Neglect, (Substantiated),
outstanding stolen property, including
firearms, / 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 22 or
within five years of date of discovery of
injury/illness occurring after age of majority,
whichever is later; 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 /
Admin. -
Records
PD-038.1
POLICE REPORTS / SEALED RECORDS:
Sealed Juvenile Cases - Childhood Sexual
Assault Before January 1, 2024
Age of
Majority + 22
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; Statute of
Limitations runs up to age 22 or within five
years of date of discovery of injury/illness
occurring after age of majority, whichever is
later; CCP §§340.1, GC §34090
Police /
Admin. -
Records
PD-038.2
POLICE REPORTS / SEALED RECORDS:
Sealed Juvenile Cases - Childhood Sexual
Assault After January 1, 2024
P
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; Statute of
Limitations runs up to age 22 or within five
years of date of discovery of injury/illness
occurring after age of majority, whichever is
later; CCP §§340.1, GC §34090
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 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-039
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-040
CRIME REPORTS:
ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), / Sexual Assault (Rape),
Arson (Suspected / Undetermined),
Suspicious Deaths
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-041
CRIME REPORTS:
Child Abuse / Neglect Investigation Reports -
Unsubstantiated / 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-042
CRIME REPORTS:
Except those specifically mentioned in the
schedule (ALL Others)
5 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; Domestic Violence
incident reports are required or a minimum of 5
years; Provided there are no outstanding
warrants, unrecovered weapons, criminal
deaths, they are not historically significant, and
it is not classified under PC §800 & 290 and
H&S §11850; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S §11361.5,
GC §34090, PC §802, PC §§187, 800 et seq,
FC 6228(d)
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 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-043
CRIME REPORTS:
Misdemeanor / Infraction - Adult Marijuana /
Cannabis - HS §11357(b)(c)(d)(e) / HS
§11360(b) (with procedure in HS §11361.5) -
Except those with outstanding stolen
property, including firearms, / lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
("Shall" Destroy); GC §§68152(c)(8), 34090;
H&S §11361.5
Police /
Records PD-044
CRIME REPORTS:
Misdemeanor / Infraction - Juvenile
Marijuana / Cannabis - HS §11357(E) -
Except those with outstanding stolen
property, including firearms, / 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-045
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-046
CRIME REPORTS:
Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, / 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)
Police /
Records PD-047
CRIME REPORTS:
Misdemeanor / Infraction Marijuana /
Cannabis §11357(de) - Juvenile on School
Grounds during School Hours (with
procedure in HS §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)
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 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 /
Support
Services /
Records
PD-048
CRIME REPORTS:
Vacatur Relief Granted by Court - Victim of
Human Trafficking, / Victim of Intimate
Partner Violence / 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-048.5 Pawn Slips 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
Police /
Records PD-054 Public Records Act Requests - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
Police /
Records PD-049 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 DOJJ CYA, records are destroyed after
age 25 or sealing pursuant to W&I §781; GC
§34090.7
Police /
Records PD-050
Registrants: Arson - Juveniles released
from Division of Juvenile Justice California
Youth Authority
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Pursuant to PC §457.1 et seq.; If released from
DOJJ CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC §34090.7
Police /
Records PD-050.1 Registrants: Gang Adults / Juveniles Minimum 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Filed on line with the State; Department
preference; GC §34090
Police /
Records PD-050.2 Registrants: Gang Adults Shared Gang
Databases / CalGang
5 years After
Last Reset
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (registration pursuant
to PC 186.30(a));11 CCR 773.8; GC §34090
Police /
Records PD-050.3 Registrants: Gang Juveniles Shared Gang Databases / CalGang
3 years After
Last Reset
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (registration pursuant
to PC 186.30(a)); Records are destroyed
pursuant to W&I §781; 11 CCR 774; PC
§186.30; GC §34090 et seq.
Police /
Records PD-051 Registrants: Narcotics Registrations 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-12
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-052 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.
Police /
Records PD-053 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-053.5 Reports - State Reports (Hate Crimes, etc.), Statistical Reports 2 years Mag, Ppr S / I Yes: After QC & OD GC §34090 et seq.
Police /
Records PD-055 Ride A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
Police /
Records PD-056 RMS Database
Indefinite -
Follows
Retention of
the Crime
Report
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; GC
§34090
Police /
Records PD-057 STOP Source Data, Audit Log / Racial / Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC
§§12525.5, 34090
Police /
Records PD-058 Subpoenas (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.
Police /
Records PD-059 Subpoenas for Records - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
Police /
Records PD-059.5 Validation Lists (DOJ NCIC Validation) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.
Police /
Records PD-060 Video Recordings - Building Security, City Operations 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq.
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-13
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 Video Recordings - Temporary Holding
Cells 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq.
Police /
Records PD-061.5 Warrants (Recalled / Served) Upon Expiration Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Not a City record (a Court record)
POLICE / TRAINING
Police /
Training PD-062
Personnel Training File - Officer Training -
BY EMPLOYEE (Includes POST printouts)
Includes Range Qualifications, Retiree Fire
Arson Qualifications
Required Information for all Employee
Training (if records are created):
Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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) LC §1198.5
Police /
Training PD-063
Training Presented by Staff - COURSE
RECORDS
(Attendance Rosters / Sign-in Sheets,
Outlines / Materials; includes Ethics, Fiscal &
Financial, Harassment, Workplace Violence,
Safety Training, Tailgates)
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; Ethics, Fiscal and
Financial, Harassment & Workplace Violence
Training is 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 2 -3 years for personnel actions; 8
CCR §3203 et seq., 29 CFR 1602.31 , LC
§6429(c); GC §§12946,12960, 34090,
53235.2(b), 53237.2(b); 53238.3(b); LC
§6401.9(f)
HUNTINGTON PARK, 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: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / ENGINEERING
Public Works /
Engineering PW-001
Capital Improvement Projects (CIP) / Design /
Construction: Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Hazardous
Materials Plans, Project Schedules, Progress
meetings, Real Estate Appraisals, RFIs /
Responses, Construction Inspection 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., 2 CFR 200.334; 24
CFR 91.105(h), 92.505, & 570.502(b), 29
CFR 97.42; OMB Circular A-133; GC
§34090; GC §8546.7
Public Works /
Engineering PW-002
Capital Improvement Projects (CIP) / Design /
Construction: Permanent File
Specifications / Addenda, Contract Copies,
Change Orders, CEQA / Environmental
Documents - EIRs, Negative Declarations,
Exemptions, Materials Testing Reports, Meeting
Minutes, Photos, Soil Reports, Studies,
Submittals, Successful Proposal, Surveys, Daily
Inspections, Daily Logs, 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-003
Drawings, Maps, Plans / Record Drawings, LargeFormat Drawings, Survey Record Maps, Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Engineering PW-004
Encroachment Permits / Excavation Permits:
Permanent (Structures in the City's Right of Way,
Retaining Walls, etc.)
Includes Insurance Certificates
P
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Engineering PW-005
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,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC § 34090
Public Works /
Engineering PW-006
Solid Waste / AB 939 Compliance / SB 1383
Compliance (Organic Waste Collection /
Recycling)
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; SB 1383
compliance is required for 5 years; LowCarbon 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
Public Works /
Engineering PW-007 Solid Waste Services / Hauler Quarterly Reports 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-008 Solid Waste Tonnage Reports 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-009 Stormwater: NPDES Monitoring Reports Minimum 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
Public Works /
Engineering PW-010 Stormwater: NPDES Permits
Minimum
Permit
Superseded
+ 5 years
Yes: Until
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
CCP §337 et seq.
Public Works /
Engineering PW-011 Traffic Calming Requests / Stop Sign Surveys (Speed Humps, etc.) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-012 Traffic Counts 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Engineering PW-013 Traffic Speed Surveys / Stop Sign Warrants 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference (required every 5
years, but can be extended to 7 or 10
years); GC §34090
PUBLIC WORKS / MAINTENANCE
Public Works /
Maintenance PW-014
Aboveground Storage Tanks (Agency Owned)
Spill Prevention Control / Countermeasures
(SPCC), Inspections, Integrity Testing,
Maintenance, Repairs
20 years Life
of the Tank
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; EPA FAQs
recommend Life of the Tank; 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 /
Maintenance PW-015 AQMD Permits - for Generators, etc. Issue Date + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Maintenance PW-016 CCTV Videos of Storm Drain Lines 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Maintenance PW-017 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Maintenance PW-018 Herbicide / Pesticide Applications / Use (Parkway Areas) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623, 40
CFR 110.3(d)
Public Works /
Maintenance PW-019 Operations / Maintenance Manuals (O&M Manuals) Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et.
seq.
Public Works /
Maintenance PW-020 Playground Equipment Inspections, Maintenance 5 years Yes:
During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; CCP §337; GC
§34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Maintenance PW-021 Pressure Vessel Certifications / Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
1 year
Department preference; GC §34090 et.
seq.
Lead Dept. PW-022
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (/
records of the chemical / substance / agent,
where / when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC
§34090
Public Works /
Maintenance PW-023 Tree Pruning / Maintenance, Arborist Reports 5 years Yes:
During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; CCP §337; GC
§34090
Public Works /
Maintenance PW-024 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; EPA FAQs
recommend Life of the Tank; 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 /
Maintenance PW-025 Used Oil Disposal Manifests 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Maintenance PW-026
Vehicle / Equipment History Files
Maintenance, Smog Certificates
Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works /
Maintenance PW-027 Water Leak Report / Annual Leak Report / Water Loss Reports Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Maintenance PW-028 Water / Wastewater Backflow Test Results / Backflow Assembly Test Reports 5 years Mag, OD, Ppr S / I Yes: After QC & OD Department Preference; exceeds
SWRCB Cross-Connection Control Policy
Handbook Section 3.5.1 requires records
be retained for the previous three
calendar years; 17 CCR 7605(f); GC
§34090
Public Works /
Maintenance PW-029
Water Permits - Water Regulatory / Operating
Permits: CalARP, CERS, Cal OSHA, DDW
(Division of Drinking Water), DWR (Department of
Water Resources), EPA, MS-4, NPDES, RMP,
SWRCB (State Water Resources Control Board)
,etc.
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.
Public Works /
Maintenance PW-030
Water Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water), DWR
(Department of Water Resources), EPA, MS-4,
NPDES, RMP, SWRCB (State Water Resources
Control Board) ,etc.
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.
Public Works /
Maintenance PW-031 Water Sanitary Surveys of Water Sources 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 22 CCR §64470; GC §34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Maintenance PW-032
Water Vulnerability Assessment / Emergency
Response Plan / Risk / Resilience Assessment /
Hazard Mitigation Plan
When
Superseded -
Minimum 5 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Confidential; 42 USC 300i-2(c); GC
§34090
Division
Providing
Service / Work
PW-033
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Division
Providing
Service / Work
PW-034
Work Orders / Service Requests - All Information
Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-035
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (/ partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
City Preference; May contain sewer
records, which are required for 5 years;
SWRCB Order 2022-0103-DWQ; CCP
§§338 et seq., 340 et seq., 342, GC
§34090
PUBLIC WORKS / WASTEWATER COLLECTIONS
Public Works /
Wastewater
Collections
PW-036 CCTV Videos of Sewer Lines 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. PW-037 Confined Space Entries / Hot Work Permits 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
8 CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Public Works /
Wastewater
Collections
PW-038 FOG (Fats, Oil / Grease) Inspections /
Pretreatment Annual / Quarterly Reports 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Wastewater
Collections
PW-039 Sanitary Spills / Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Required for a minimum of 5 years;
SWRCB Order 2022-0103-DWQ; 2002-
0103-DWQ & 2006-03; 40 CFR
122.41(j)(2); GC §34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-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).
Public Works /
Wastewater
Collections
PW-040 Sewer Odor Complaints / Gas Detection Results /
Investigations 5 years Mag, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Wastewater
Collections
PW-041
Sewer System Management Plans (SSMP) /
Audits / Sanitary Spills Overflow Prevention Plan
(SSOPP) / Sanitary Sewer Overflow Response
Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; SSMPs are
required to be retained 5 years and
updated every 6 5 years; SSOs are
required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB General Order
2006-03; & 2022-0103-DWQ; GC §34090
Lead Dept. PW-042 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; EPA FAQs
recommend Life of the Tank; 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 / WATER QUALITY - POTABLE WATER
Public Works /
Water PW-043 Consumer Confidence Report - Annual Water Quality Report P Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD
Department preference; State law
requires 12 years, federal 10 years; 40
CFR 141.33(a); 40 CFR 141.155. 22
CCR §64470; 22 CCR §64483(g); GC
§34090
Public Works
Services / Water
Utility Services
PW-074.1 Public Notices - Potable Water (Tier 1, 2, / 3) 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 22 CCR §64470; GC §34090
Public Works /
Water PW-044 Lab Reports / Chains of Custody: Potable Water Bacteriological / Organics
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
Public Works /
Water PW-045 Lab Reports / Chains of Custody: Potable Water Chemical (Includes Chlorine Residuals)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD
Department preference; State law
requires 12 years, Federal 10 years; 40
CFR 141.33(a); 22 CCR §64692
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-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).
Public Works /
Water PW-046 Lab Reports / Chains of Custody: Potable Water Lead / Copper
Minimum 12
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91
PUBLIC WORKS / WATER TREATMENT PLANT (POTABLE WATER)
Lead Dept. PW-047 Confined Space Entries / Hot Work Permits 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
8 CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Lead Dept. PW-048 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Water Treatment
Plant
PW-049
Monthly Reports - includes any Customer
Concerns / Customer Complaints / Complaint
Forms: Odor / Taste / Visual Complaints
(Correspondence regarding Potable Water)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
5 years is required in State and Federal
law for any complaints; 40 CFR
122.41(j)(2) & 40 CFR 141.33(b); 22 CCR
64470(a)
Lead Dept. PW-050 Operations / Maintenance Manuals / O&M Manuals
Disposal of
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water Treatment
Plant
PW-051 Plant Operator Log Books 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; Meets
Department of Public Heath
requirements; GC §34090
Public Works /
Water Treatment
Plant
PW-052
Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water), DWR
(Department of Water Resources), EPA, MS-4,
NPDES, RMP, SWRCB (State Water Resources
Control Board) ,etc.
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.
Public Works /
Water Treatment
Plant
PW-053 Reservoirs: Dive Videos 10 years
Mag,
Mfr, OD,
Ppr
S
Yes - After
QC & OD
Department preference (covers 2
mandated cycles); GC §34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-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).
Public Works /
Water Treatment
Plant
PW-053.5 Reservoirs: Flushing, Disinfection / Cleaning Minimum 3 years
Mag,
Mfr, OD,
Ppr
S
Yes - After
QC & OD
Flushing, Disinfection, Inspection and
Cleaning is required for 3 years; 22 CCR
§64604(c); GC §34090
Public Works /
Water Treatment
Plant
PW-054 Reservoirs: Inspection Reports, Maintenance
Records P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water Treatment
Plant
PW-055 SCADA Database (Water)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; GC §34090
Public Works /
Water Treatment
Plant
PW-056
Water Production Reads / Reports (to State DDW
(Division of Drinking Water) / DWR (Department
of Water Resources) / SWRCB (State Water
Resources Control Board)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; Meets California
Department of Health requirements (3
years); GC §34090
Public Works /
Water Treatment
Plant
PW-057 Water Treatment Plant Operators Certificates
(posting required)
When
Superseded
Mag,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Water Treatment
Plant
PW-058 Water Treatment Plant Safety Training
Certificates (posting required)
Minimum 5
years
Mag,
OD, Ppr S / I Yes: After QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023
REPORTS AND INFORMATION
ITEM 1
ITEM #1
CITY CLERK
1. TAKE FROM THE TABLE THE POLICE TOWING SERVICES’ ITEM; DISCUSS AND PROVIDE DIRECTION; AND TAKE ACTION AS APPROPRIATE IT IS RECOMMENDED THAT CITY COUNCIL:
IT IS RECOMMENDED THAT CITY COUNCIL:
1. Take the item from the table and consider it at the March 10, 2026 City Council meeting; and
2. Discuss and provide directions and take action, as appropriate, regarding police towing services.