Lomita City Council
June 17, 2025

9. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a Taxpayer Identification Number.

10. PERMITS AND LICENSES. CONSULTANT will obtain and maintain during the term of this Agreement all permits, licenses, and certificates that may be required by local, state and federal laws in connection with the performance of services under this Agreement, including a business license as specified in Title VI, Chapter 2 of the Lomita Municipal Code.

11. Laws and Regulations; Employee/Labor Certification. CONSULTANT shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. CONSULTANT shall be liable for all violations of such laws and regulations in connection with the Services and this Agreement. All violations of such laws and regulations shall be grounds for CITY to terminate the Agreement for cause.

12. TERMINATION.

A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause. Notice of termination shall be in writing.

B. CONSULTANT may terminate this Agreement. Notice will be in writing at least 30 days before the effective termination date.

C. In the event of such termination, CONSULTANT shall cease services as of the date of termination, all finished or unfinished documents, data, drawings, maps, and other materials prepared by CONSULTANT shall, at CITY’s option, become CITY’s property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination.

D. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated.

13. INDEMNIFICATION.

A. CONSULTANT shall indemnify, defend with counsel approved by CITY, and hold harmless CITY, its officers, officials, employees and volunteers from and against 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 or in connection with CONSULTANT's performance of work hereunder or its failure to comply with any of its obligations contained in this AGREEMENT, regardless of CITY’S passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of CITY. Should CITY in its sole discretion find CONSULTANT’S legal counsel unacceptable, then Tuesday, June 17, 2025 Reg CC MTG, Page *145

CONSULTANT shall reimburse CITY its costs of defense, including without limitation reasonable attorneys fees, expert fees and all other costs and fees of litigation. CONSULTANT shall promptly pay any final judgment rendered against CITY (and its officers, officials, employees and volunteers) covered by this indemnity obligation. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.

B. The requirements as to the types and limits of insurance coverage to be maintained by CONSULTANT as required by Section 17, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONSULTANT pursuant to this Agreement, including, without limitation, to the provisions concerning indemnification.

14. ASSIGNABILITY. This Agreement is for CONSULTANT’s professional services.

CONSULTANT’s attempts to assign the benefits or burdens of this Agreement without CITY’s written approval are prohibited and will be null and void.

15. INDEPENDENT CONSULTANT. CITY and CONSULTANT agree that CONSULTANT will act as an independent CONSULTANT and will have control of all work and the manner in which it is performed. CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY. CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only.

16. AUDIT OF RECORDS.

A. CONSULTANT agrees that CITY, or designee, has the right to review, obtain, and copy all records pertaining to the performance of this Agreement.

CONSULTANT agrees to provide CITY, or designee, with any relevant information requested and will permit CITY, or designee, access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with this Agreement.

CONSULTANT further agrees to maintain such records for a period of three (3) years following final payment under this Agreement.

B. CONSULTANT will keep all books, records, accounts and documents pertaining to this Agreement separate from other activities unrelated to this Agreement.

Tuesday, June 17, 2025 Reg CC MTG, Page *146

17. CORRECTIVE MEASURES. CONSULTANT will promptly implement any corrective measures required by CITY regarding the requirements and obligations of this Agreement. CONSULTANT will be given a reasonable amount of time as determined by CITY to implement said corrective measures. Failure of CONSULTANT to implement required corrective measures shall result in immediate termination of this Agreement.

18. INSURANCE REQUIREMENTS.

A. CONSULTANT, at CONSULTANT’s own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies:

1. Workers Compensation Insurance as required by law. CONSULTANT shall require all subconsultants similarly to provide such compensation insurance for their respective employees. Any notice of cancellation or non-renewal of all Workers’ Compensation policies must be received by CITY at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against CITY, its officers, agents, employees, and volunteers for losses arising from work performed by CONSULTANT for CITY.

2. General Liability Coverage. CONSULTANT shall maintain commercial general liability insurance in an amount of not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury, and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit.

3. Automobile Liability Coverage. CONSULTANT shall maintain automobile liability insurance covering bodily injury and property damage for all activities of CONSULTANT arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired, and non-owned vehicles, in an amount of not less than one million dollars ($1,000,000) combined single limit for each occurrence.

4. Professional Liability Coverage. CONSULTANT shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors, or omissions which may arise from CONSULTANT’S operations under this Agreement, whether such operations be by CONSULTANT or by its employees, subconsultants, or subconsultants. The amount of this insurance shall not be less than one million dollars ($1,000,000) on a claims-made annual aggregate basis, or a combined single-limit-per-occurrence basis. When coverage is provided on a “claims made basis,” CONSULTANT will continue to renew the Tuesday, June 17, 2025 Reg CC MTG, Page *147

insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect.

B. Endorsements. Each general liability, automobile liability and professional liability insurance policy shall be issued by a financially responsible insurance company or companies admitted and authorized to do business in the State of California, or which is approved in writing by CITY, and shall be endorsed as follows. CONSULTANT also agrees to require all CONSULTANTs, and subconsultants to do likewise.

1. “The CITY, its elected or appointed officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the CONSULTANT, including materials, parts, or equipment furnished in connection with such work or operations.”

2. This policy shall be considered primary insurance as respects CITY, its elected or appointed officers, officials, employees, agents, and volunteers.

Any insurance maintained by CITY, including any self-insured retention CITY may have, shall be considered excess insurance only and shall not contribute with this policy.

3. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.

4. The insurer waives all rights of subrogation against CITY, its elected or appointed officers, officials, employees, or agents.

5. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to CITY, its elected or appointed officers, officials, employees, agents, or volunteers.

6. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days’ written notice has been received by CITY.

C. CONSULTANT agrees to provide immediate notice to CITY of any claim or loss against CONSULTANT arising out of the work performed under this agreement. CITY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve CITY.

D. Any deductibles or self-insured retentions must be declared to and approved Tuesday, June 17, 2025 Reg CC MTG, Page *148

by CITY. At CITY’s option, CONSULTANT shall demonstrate financial capability for payment of such deductibles or self-insured retentions.

E. CONSULTANT shall provide certificates of insurance with original endorsements to CITY as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with CITY on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with CITY at all times during the term of this Agreement.

F. Failure on the part of CONSULTANT to procure or maintain required insurance shall constitute a material breach of contract under which CITY may terminate this Agreement pursuant to Section 11 above.

G. The commercial general and automobile liability policies required by this Agreement shall allow CITY, as additional insured, to satisfy the self-insured retention (“SIR”) and/or deductible of the policy in lieu of the CONSULTANT (as the named insured) should CONSULTANT fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City Attorney and the Finance Director.

CONSULTANT understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement.

Failure by CONSULTANT as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should CITY pay the SIR or deductible on CONSULTANT’S behalf upon CONSULTANT’S failure or refusal to do so in order to secure defense and indemnification as an additional insured under the policy, CITY may include such amounts as damages in any action against CONSULTANT for breach of this Agreement in addition to any other damages incurred by CITY due to the breach.

19. USE OF OTHER CONSULTANTS. CONSULTANT must obtain CITY’s prior written approval to use any CONSULTANTs while performing any portion of this Agreement. Such approval must include approval of the proposed CONSULTANT and the terms of compensation.

20. FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE. The acceptance by the CONSULTANT of the final payment made under this Agreement shall operate as and be a release of CITY from all claims and liabilities for compensation to the CONSULTANT for anything done, furnished or relating to the CONSULTANT’S work or services. Acceptance of payment shall be any negotiation of CITY’S check or the failure to make a written extra compensation claim within ten (10) calendar days of the receipt of that check. However, approval or payment by CITY shall not constitute, nor be deemed, a release of the responsibility and liability of CONSULTANT, its employees, subCONSULTANTs and agents for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by CITY for any defect or Tuesday, June 17, 2025 Reg CC MTG, Page *149

error in the work prepared by CONSULTANT, its employees, subCONSULTANTs and agents.

21. CORRECTIONS. In addition to the above indemnification obligations, the CONSULTANT shall correct, at its expense, all errors in the work which may be disclosed during CITY’S review of CONSULTANT’S report or plans. Should the CONSULTANT fail to make such correction in a reasonably timely manner, such correction shall be made by CITY, and the cost thereof shall be charged to CONSULTANT. In addition to all other available remedies, CITY may deduct the cost of such correction from any retention amount held by CITY or may withhold payment otherwise owed CONSULTANT under this Agreement up to the amount of the cost of correction.

22. NON-APPROPRIATION OF FUNDS. Payments to be made to CONSULTANT by CITY for services preformed within the current fiscal year are within the current fiscal budget and within an available, unexhausted fund. In the event that CITY does not appropriate sufficient funds for payment of CONSULTANT’S services beyond the current fiscal year, the Agreement shall cover payment for CONSULTANT’S only to the conclusion of the last fiscal year in which CITY appropriates sufficient funds and shall automatically terminate at the conclusion of such fiscal year.

23. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:

CITY CONSULTANT
City of Lomita
24300 Narbonne Avenue
Lomita, CA 90717
ATTN: City Manager ATTN:

Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. Courtesy copies of notices may be sent via electronic mail, provided that the original notice is deposited in the U.S. mail or personally delivered as specified in this Section.

24. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT’s bona fide employee, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any company or person, other than CONSULTANT’s bona fide employee, any fee, commission, Tuesday, June 17, 2025 Reg CC MTG, Page *150

percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability.

25. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of CONSULTANT’s or CITY’s obligations under this Agreement.

26. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County.

27. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written.

28. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.

29. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment with signatures of all parties to this Agreement. CITY’s city administrator, or designee, may execute any such amendment on behalf of CITY.

30. ACCEPTANCE OF FACSIMILE OR ELECTRONIC SIGNATURES. The Parties agree that this Agreement will be considered signed when the signature of a party is delivered by facsimile transmission, scanned and delivered via electronic mail, or delivered using digital signature technology approved by CITY. Such facsimile or electronic signatures will be treated in all respects as having the same effect as an original signature.

31. FORCE MAJEURE. Should performance of this Agreement be impossible due to fire, flood, explosion, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties’ control, then the Agreement will immediately terminate without obligation of either party to the other.

32. TIME IS OF ESSENCE. Time is of the essence to comply with dates and schedules to be provided.

33. ATTORNEY’S FEES. The parties hereto acknowledge and agree that each will bear his or its own costs, expenses and attorneys' fees arising out of and/or connected with the negotiation, drafting and execution of the Agreement, and all Tuesday, June 17, 2025 Reg CC MTG, Page *151

matters arising out of or connected therewith except that, in the event any action is brought by any party hereto to enforce this Agreement, the prevailing party in such action shall be entitled to reasonable attorneys' fees and costs in addition to all other relief to which that party or those parties may be entitled.

34. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY.

CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private CONSULTANTs, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public agency.

35. DISCLOSURE REQUIRED. (CITY and CONSULTANT initials required at one of the following paragraphs)
By their respective initials next to this paragraph, CITY and CONSULTANT hereby acknowledge that CONSULTANT is a “CONSULTANT” for the purposes of the California Political Reform Act because CONSULTANT’S duties would require him or her to make one or more of the governmental decisions set forth in Fair Political Practices Commission Regulation 18700.3(a)(2) or otherwise serves in a staff capacity for which disclosure would otherwise be required were CONSULTANT employed by CITY. CONSULTANT hereby acknowledges his or her assuming-office, annual, and leaving-office financial reporting obligations under the California Political Reform Act and the CITY’S Conflict of Interest Code and agrees to comply with those obligations at his or her expense. Prior to CONSULTANT commencing services hereunder, the City’s Manager shall prepare and deliver to CONSULTANT a memorandum detailing the extent of CONSULTANT’S disclosure obligations in accordance with the CITY’S Conflict of Interest Code.

City Initials ______
CONSULTANT Initials ______
OR
By their initials next to this paragraph, CITY and CONSULTANT hereby acknowledge that CONSULTANT is not a “CONSULTANT” for the purpose of the California Political Reform Act because CONSULTANT’S duties and responsibilities are not within the scope of the definition of CONSULTANT in Fair Political Practice Commission Regulation 18700.3(a)(2) and is otherwise not serving in staff capacity in accordance with CITY’S Conflict of Interest Code.

City Initials ______
CONSULTANT Initials ______
Tuesday, June 17, 2025 Reg CC MTG, Page *152

IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written.

CITY OF LOMITA CONSULTANT
Ryan Smoot, City Manager By: TITLE
ATTEST:

Kathleen Horn Gregory, City Clerk Taxpayer ID No.

APPROVED AS TO FORM:

City Attorney
Tuesday, June 17, 2025 Reg CC MTG, Page *153
RFP: Crossing Guard Services
Exhibit B
2022-2023 LAUSD Calendar
Tuesday, June 17, 2025 Reg CC MTG, Page *154

LOS ANGELES UNIFIED SCHOOL DISTRICT
INSTRUCTIONAL SCHOOL CALENDAR 2022-2023

MO TU WE TH FR MO TU WE TH FR MO TU WE TH FR
1 1 2 3 4 5 1 2
4 5 6 7 8 8 9 10 11 12 5 6 7 8 9
11 12 13 14 15 15 16 17 18 19 12 13 14 15 16
18 19 20 21 22 22 23 24 25 26 19 20 21 22 23
25 26 27 28 29 29 30 31 26 27 28 29 30

MO TU WE TH FR MO TU WE TH FR MO TU WE TH FR
3 4 5 6 7 1 2 3 4 1 2
10 11 12 13 14 7 8 9 10 11 5 6 7 8 9
17 18 19 20 21 14 15 16 17 18 12 13 14 15 16
24 25 26 27 28 21 22 23 24 25 19 20 21 22 23
31 28 29 30 26 27 28 29 30

MO TU WE TH FR MO TU WE TH FR MO TU WE TH FR
2 3 4 5 6 1 2 3 1 2 3
9 10 11 12 13 6 7 8 9 10 6 7 8 9 10
16 17 18 19 20 13 14 15 16 17 13 14 15 16 17
23 24 25 26 27 20 21 22 23 24 20 21 22 23 24
30 31 27 28 27 28 29 30 31

MO TU WE TH FR MO TU WE TH FR MO TU WE TH FR
3 4 5 6 7 1 2 3 4 5 1 2
10 11 12 13 14 8 9 10 11 12 5 6 7 8 9
17 18 19 20 21 15 16 17 18 19 12 13 14 15 16
24 25 26 27 28 22 23 24 25 26 19 20 21 22 23
29 30 31 26 27 28 29 30
07/04/22. . . . . . . . . . . Independence Day 01/16/23 . . . . . . . . . . . Dr. Martin L. King Jr. Birthday 08/15/22. . . . . . . . . . . First Day of Instruction 02/20/23 . . . . . . . . . . Presidents' Day 09/02/22 . . . . . . . . . . . Admission Day 03/31/23 . . . . . . . . . . . Cesar E. Chavez Birthday Observed 09/05/22 . . . . . . . . . . . Labor Day 04/03 - 04/07/23 . . . . Spring Recess 11/11/22 . . . . . . . . . . . Veterans Day 04/24/23 . . . . . . . . . . . Armenian Genocide Observed 11/24 - 11/25/22 . . . . Thanksgiving Holiday 05/29/23 . . . . . . . . . . . Memorial Day 12/19/22 - 01/06/23 . . Winter Recess 06/15/23 . . . . . . . . . . . Last Day of Instruction 01/09/23 . . . . . . . . . . . Second Semester Begins 06/19/23 . . . . . . . . . . . Juneteenth Holiday LEGEND:

First Day/Last Day of Instruction Instructional Days
Legal/Local Holidays Fall Semester. . . . . . . . . . . . . 78 School Recess Spring Semester. . . . . . . . . . . 102
Unassigned Day (no school) Total. . . . . . . . . . . . . . . . . . . . 180 Pupil Free Days *
Second Semester Begins
Instructional Days
Optional Professional Development Days (no school)
Acceleration Days
* Scheduled Pupil Free Days are Friday, August 12, 2022, and Friday, June 16, 2023. ** If a school selects Monday, January 9, 2023, as a Pupil Free Day, then Friday, June 16, 2023, becomes an Instructional Day.

JULY AUGUST SEPTEMBER

OCTOBER NOVEMBER DECEMBER

JANUARY FEBRUARY MARCH

APRIL MAY JUNE
Board Approved
4/26/2022
Tuesday, June 17, 2025 Reg CC MTG, Page *155
RFP: Crossing Guard Services
Exhibit C
Proposed Project Cost Schedule
Tuesday, June 17, 2025 Reg CC MTG, Page *156
Exhibit C – Proposed Project Costs Schedule
Number of Requested Guards 6
Instructional Days Per Year
(regular and minimum days)
180
2022-2023 2023-2024 2024-2025
Service Hours Per Day
Hourly Billing Rate
Not to Exceed Cost per Year
Tuesday, June 17, 2025 Reg CC MTG, Page *157

CITY COUNCIL ADMINISTRATION

CINDY SEGAWA RYAN SMOOT

BARRY WAITE CITY MANAGER

JAMES GAZELEY

BILL UPHOFF
MARK A. WARONEK

CITY OF LOMITA
CITY HALL OFFICES • 24300 NARBONNE AVENUE, LOMITA • CALIFORNIA 90717 (310) 325-7110 • FAX (310) 325-4024 • www.lomita.com/cityhall RFP: CROSSING GUARD SERVICES
ADDENDUM NO. 1
DATE: June 17, 2022
SUBJECT: RESPONSES TO QUESTIONS
Please note the following clarifications for the Request for Proposals (RFP) indicated above.

QUESTIONS
The following are responses to questions received from prospective bidders:

Question: Please provide exact shift times and lengths for each post, if available.

Response: Below are the schools’ hours (subject to change):

Lomita Magnet Eshelman Elementary
Gates Open 8:00 a.m. Gates Open 7:40 a.m.

Regular Dismissal 2:40 p.m. Regular Dismissal 2:28 p.m.

Tuesday Dismissal 1:40 p.m. Tuesday Dismissal 1:28 p.m.

Minimum Day Dismissal 1:00 p.m. Minimum Day Dismissal 12:34 p.m.

Shortened Days Dismissal 1:50 p.m.

Question: Please provide pay rates for currently employed guards.

Response: The current crossing guard agreement is for a one-year term not to exceed $81,421.00.

Question: Please confirm that the only task covered by this RFP is to provide crossing guard and that there are no “sub-tasks” as described in Section IV of the RFP document.

Response: The crossing guard at Narbonne Avenue and 247th Street would be responsible for turning on/off the pedestrian crosswalk flashers during student arrival and dismissal times, using a key provided by the City.

Tuesday, June 17, 2025 Reg CC MTG, Page *158

CITY COUNCIL ADMINISTRATION

CINDY SEGAWA RYAN SMOOT

BARRY WAITE CITY MANAGER

JAMES GAZELEY

BILL UPHOFF
MARK A. WARONEK

CITY OF LOMITA
CITY HALL OFFICES • 24300 NARBONNE AVENUE, LOMITA • CALIFORNIA 90717 (310) 325-7110 • FAX (310) 325-4024 • www.lomita.com/cityhall RFP: CROSSING GUARD SERVICES
ADDENDUM NO. 2
DATE: June 21, 2022
SUBJECT: RESPONSES TO QUESTIONS
Please note the following clarifications for the Request for Proposals (RFP) indicated above.

QUESTIONS
The following are responses to questions received from prospective bidders:
 Question: Regarding our request for the exact length (i.e., starting and ending time) of each shift (morning and afternoon) for each post, the information provided instead was the opening time and dismissal time for each school; please provide the starting time and ending time for each morning and afternoon shift for each post Response: Below is the schedule for the 2021-22 School Year. Generally, crossing guards arrive 45 minutes prior to the bell and stay 15 minutes after in the mornings. In the afternoons, crossing guards arrive 15 minutes prior to the dismissal bell and stay 45 minutes after. If awarded, vendor to verify schedules with the schools before the start of the school year.

Lomita Magnet Eshelman Elementary
Student Arrival 7:30-8:30am Student Arrival 7:15-8:15am Regular Dismissal 2:25-3:25pm Regular Dismissal 2:13-3:13pm Tuesday Dismissal 1:25-2:25 p.m. Tuesday Dismissal 1:13-2:13pm Minimum Day Dismissal 12:45-1:45pm Minimum Day Dismissal 12:19-1:19pm Shortened Days Dismissal 1:35-2:35pm
 Question: Regarding our request for pay rate, we wanted the actual wage rate paid to individual crossing guards, please provide this information Response: The individual crossing guard wage rate information is not available. The current contract is based on an hourly billing rate of $25.13.

Tuesday, June 17, 2025 Reg CC MTG, Page *159
1 TO: City Council
FROM: Andrew Vialpando, City Manager
PREPARED BY: Kathleen Gregory, City Clerk
MEETING DATE: June 17, 2025
SUBJECT: Resolution Rescinding Resolution No. 2013-05 and Amending the City's Records Management Policy and Updating the Records Retention Schedule for All City Departments

RECOMMENDATION
Adopt Resolution No. 2025-21 rescinding Resolution No. 2013-05 and amending the City's records management policy and updating the records retention schedule for all city departments.

BACKGROUND
The City is required to have a records management program, including a records retention policy. The adoption of a records management program ensures the City applies efficient and economical methods to the creation, utilization, maintenance, retention, preservation, and disposal of all records managed by the City. An upgrade to the City’s records management program is necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency, and take advantage of current technology and changes in law.

DISCUSSION
Lomita selected Gladwell Governmental Services, Inc., to upgrade the City’s records management program and to update its retention schedule. Gladwell is an expert in local government records management procedures.

The new retention schedules were developed in collaboration with all departments. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. The retention periods established in the records retention schedule comply with all laws and are standard business practice for California cities.

CITY OF LOMITA

CITY COUNCIL REPORT
Item No. 7j
Tuesday, June 17, 2025 Reg CC MTG, Page *160
2 It is common for California cities to authorize the routine destruction of records that have exceeded their adopted retention period without bringing such requests to the City Council. Section 3 of the resolution proposes that records may be destroyed, in compliance with the approved schedule, at the request of the City Manager or appropriate Department Head after obtaining consent from the City Clerk and City Attorney. This will reduce costs and improve efficiency for the City.

It is also common for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 4.

FISCAL IMPACT
None

OPTIONS
Approve recommended action.

ATTACHMENTS

1. Resolution No. 2025-21

2. Exhibit A Policy

3. Exhibit B Retention Schedule
Approved by:
_______________________
Andrew Vialpando
City Manager
Prepared by:
_______________________
Kathleen Gregory
City Clerk
Tuesday, June 17, 2025 Reg CC MTG, Page *161
RESOLUTION NO. 2025-21

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOMITA,

CALIFORNIA, AMENDING THE CITY-WIDE RECORDS MANAGEMENT

POLICY FOR THE PRESERVATION, PROTECTION, RETENTION, AND

LEGAL DISPOSITION OF RECORDS AND APPROVING A REVISED

RECORDS RETENTION SCHEDULE FOR ALL CITY DEPARTMENTS

THE CITY COUNCIL OF THE CITY OF LOMITA DOES HEREBY FIND AND RESOLVE AS FOLLOWS:

Section 1. The City Council adopts the following recitals:

A. A system for managing the City's information assets, including records retention schedules for the final disposition and scheduled destruction of records and working papers that are no longer needed for administrative, legal, fiscal, historical, or research purposes, is deemed appropriate and essential for the effective conduct of the City's governmental processes.

B. Government Code section 34090 et seq. provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed.

C. There is a need to update the City-wide records management policy and retention schedule standardizing the length of time records are kept according to all applicable legal, fiscal, administrative, and historic requirements.

D. The approval of a policy for the ongoing disposition of obsolete City records and schedule for retention of various City records will assist the City in the effective management of records, as well as provide for the efficient review of records proposed to disposal.

E. The City of Lomita previously adopted Resolution No. 2013-05, approving Records Retention Schedules.

Section 2. Resolution No. 2013-05 is hereby repealed.

Section 3. The Policy for the Preservation, Protection, Retention and Legal Disposition of Records attached hereto (Exhibit A) is hereby adopted as the official records retention policy for the City of Lomita. The records of the City of Lomita shall be retained as set forth in the Records Retention Schedule (Exhibit B) attached hereto and incorporated herein by this reference. Records are 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 provisions of the Records Retention Schedule at the request in writing of the City Manager or appropriate Department Head after obtaining consent to such action in writing from the City Clerk and City Attorney, without further action by the City Council of the City of Lomita.

Tuesday, June 17, 2025 Reg CC MTG, Page *162
Attachment No. 1
Resolution No. 2025-21

Section 4. The City Clerk or her designee shall administer the Records Management Program and, in consultation with the City Attorney, is authorized to update or modify the Records Management Policy and/or Retention Schedule as required to accommodate new laws or administrative changes without further action by the City Council of the City of Lomita. Any records to be destroyed earlier than provided in the schedule must be approved by the City Council unless such destruction is required by law.

Section 5. The term “records” includes any writing containing information relating to the conduct of the public’s business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics, as defined in Government Code § 7920.530.

Section 6. The City Clerk shall certify the passage and adoption of this resolution and enter it into the book of original resolutions.

Section 7. This resolution shall become effective immediately upon its passage and adoption.

PASSED, APPROVED AND ADOPTED, this 3rd day of June 2025.

Mark A. Waronek, Mayor
ATTEST:

Kathleen Horn Gregory, MMC, City Clerk
APPROVED AS TO FORM:

Trevor Rusin, City Attorney
Tuesday, June 17, 2025 Reg CC MTG, Page *163

POLICY FOR THE PRESERVATION, PROTECTION,

RETENTION, AND LEGAL DISPOSITION

OF THE CITY'S RECORDS
SECTION 1. PURPOSE
To set forth a records management program including a comprehensive City-wide Records Retention Schedule and guidelines for sound records management practices.

One of the purposes of a records management program is to ensure that information is available when it is needed. To do this efficiently and thoroughly, records must be identified, organized, maintained for the requisite number of years, and then documented when destroyed. Records management encompasses all of the record- keeping requirements that allow an organization to establish and maintain control over information flow and administrative operations, in order to control and manage records through the entirety of their life cycle, from creation to final disposition.

A sound records management program improves customer service, increases staff efficiency, allocates scarce resources, and provides a legal foundation for how an agency conducts its daily mission. It helps identify and justify opportunities for new technology.

Microfilm, optical character recognition, workflow, e-mail, bar code, and other related technologies cannot be adequately evaluated and cost-justified without a good records management program to support their use. Other benefits include:
• Space saving
• Reduced expenditures for new filing equipment
• Increased efficiency in information retrieval
• Compliance with legal, administrative, and fiscal retention requirements • Identification and protection of vital records
• Control over creation of new records
• Identification of records with research value
• Identification of records with historical value
The purpose of this policy is to establish policies and procedures for the efficient and economical management of the creation, utilization, maintenance, retention, preservation, and disposal of City records, based on federal and state statutes governing public records, and further, to ensure that a responsible program of records management is practiced within the City organization, serving the best interests of the City and its citizens.

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Exhibit A
SECTION 2. SCOPE
The Records Management Program covers all City records. Nothing herein is intended to waive the exemption of those particular records excluded from the Public Records Act as set forth in Section 7920.000 of the Government Code.

SECTION 3. AUTHORITIES
State and Federal Law - Numerous State and Federal laws govern the caretaking of municipal records.

State-wide Retention Guidelines - California has adopted guidelines for retention periods of government records.

Government Code Section 34090 - City records may be destroyed with approval of the legislative body by resolution and written consent of the City Attorney, except those records affecting title to real property or liens thereon; court records; records required to be kept by statute; records less than two years old; the minutes, ordinances, or resolutions of the legislative body or of a city commission or committee.

Government Code Section 34090.5 - Certain City records may be destroyed without the approval of the legislative body or written consent of the City Attorney if they have been scanned in archival quality in a trusted system that does not permit additions, deletions, or changes to the original document. These records shall also be kept in a safe and secure place, and on a device used to reproduce such records as accurately and legibly as the originals and as accessible to the public as the originals.

Government Code Section 6200 - Every officer having custody of any record, map, book, or paper filed in a public office who is guilty of willfully destroying, altering or removing the whole or any part of such item is punishable by imprisonment in accordance with State law.

SECTION 4. DEFINITIONS
A. "Active Record" means records kept in the office and referred to on a regular basis.

B. "Archives" means a repository for housing historical records, (whether in paper, microfilm or digital) which should be protected or preserved.

C. "Audit" as used in the City's retention schedules, audit refers to the annual auditing process conducted by the City's auditors following the close of the fiscal year, usually arranged through the Finance Department.

D. "Discovery" - the pretrial disclosure of pertinent facts or documents by one or both parties to a civil action or proceeding. Anything requested during discovery must be disclosed if it exists even non-records and records that should have been destroyed earlier. Discovery effectively freezes selected holding until released by opposing attorney or the court.

E. "Disposition" means the length of time a record is kept, which may be permanent.

F. "Historical" refers to the retention of records that have enduring value because they Tuesday, June 17, 2025 Reg CC MTG, Page *165
reflect significant historical events or document the history and development of the City.

G. "Inactive Record" means any public record transferred to a records center for storage until disposition is reached.

H. "Inventory" is the process of examining records on hand to determine their function, content, and dates in order to assign retention/disposition information.

I. "Non-records" are records whose value is comparatively short-lived and should be discarded when they have fulfilled their purpose for which they were created.

Examples: 1) Copies of reproduced/printed material of general information; 2) Originals/copies of documents kept solely for tickler, suspense or follow-up; 3) Transmittal letters/memos; 4) Drafts or other preliminary work materials used for preparation of reports, studies, and other documents; 5) Duplicates/extra copies of records; and 6) Appointment logs/calendars.

As non-records are not retained in the normal course of business, they may be disposed of at any time. However, if a non-record is retained as an integral part of a file or in conjunction with original records, it shall be retained in accordance with the appropriate retention schedule.

J. "Office of Record" is the department that keeps the original record. Usually it is the department that originates the record. The City Clerk's Office is the Office of Record for items that go to the City Council.

K. "Original Copy" is an original, original signed records or a copy that substitutes for the original if there is no other original on file.

L. "Permanent Records" that are required in perpetuity, usually identified by statute (such as Gov. Code 34090) or other written guidance. Examples include Council/Commission minutes, documents effecting real property (such as easement, grant deeds, assessment districts), general ledger, etc.

M. "Perpetual Records" retained for an indefinite period of time and then stored and destroyed after some event takes place. Examples include office personnel files which are kept until a person leaves the office, policy files kept until the policy is changed, contracts files kept until the contract terminates, etc.

N. "Primary Record Keeping Department" - Every City department designated in the Retention Schedule
N. "Public Record" includes any writing containing information relating to the conduct of the City's business prepared, owned, used or retained by the City regardless of physical form or characteristics. "Writing" is defined in Government Code Section 7920.545 as follows:
"Writing" means any handwriting, typewriting, printing, photostating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored.

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a. Computer software purchased or developed by the City is not itself a public record. "Computer software" includes computer mapping systems, computer programs and computer graphics systems. The data or information stored in a computer is a public record and shall be managed and disclosed as required. b. E-mail retention - The City and its employees are required by law to retain all electronic mail that is an official public record. Any electronic mail that (1) relates or pertains to the formation or implementation of official public business, policies, and decisions; or (2) initiates, authorizes, or completes a transaction of official public business constitutes an official public record.

0. "Records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media or papers.

P. "Records Management" means the systematic control of the creation, processing, use, protection, storage and final disposition of all public records pursuant to State and local laws and regulations.

Q. "Retention Schedule" means the document identifying the length of time a record is maintained, including disposition. The period of time usually begins at the close of a file or project, or from the date of the last entry in the file. There are other files that are created on a calendar or fiscal year basis, and in those cases the retention period begins at the end of that particular calendar or fiscal year.

R. . “Transitory Record” means a record whose value is comparatively short-lived and may be discarded when it has fulfilled the brief, limited purpose for which it was created.

Transitory records include, but may not be limited to, preliminary drafts, notes, or inter- or intra-agency memoranda not kept in the ordinary course of business and the retention of which is not necessary for the discharge of an authority officer or employee’s official duties.

S. "Vital" records contain information essential for the resuming operations after a disaster or the reestablishment of the legal and financial status of theorganization.

SECTION 5. RECORDS PERTAINING TO LITIGATION
City documents which qualify as "records," but which pertain to pending, ongoing, or recently-concluded litigation, are exempt from the retention periods provided in the Records Retention Schedules. All such records are maintained by the City Attorney or his/her designee, or by the legal counsel retained by the City for such litigation.

Upon conclusion of the litigation, and following the City Attorney's direction, such records may be returned to the City's designated Primary Record Keeping Department, at which time they shall be retained for such period as may be directed by the City Attorney.

However, in no event shall such records be retained for a period less than that required in Records Retention Schedules; or if the records are not identified in any retention schedule, they shall be maintained by the City Attorney or his/her designee for no less than two (2) years following the litigation's conclusion.

In addition, should the City Attorney determine that it is legally necessary or prudent for records pertaining to concluded litigation to be maintained separately from other City Tuesday, June 17, 2025 Reg CC MTG, Page *167
records, the City Attorney may, at his/her discretion, authorize the following: (1) that such records be retained for a period longer than otherwise required; (2) that such records be retained by a person or department other than the designated Primary Record Keeping Department; or (3) that such records be maintained confidential or subject to protective measures.

SECTION 6. OWNERSHIP OF PUBLIC RECORDS
All public records are the property of the City and shall be delivered by outgoing officials and employees to their successors. Public records are to be maintained in active file areas or in a designated records center.

Every City department designated in the Retention Schedule is the Primary Record Keeping Department for all records listed thereunder. Unless otherwise provided in the Lomita Municipal Code or other legal authority, no record may be removed from the offices of a Primary Record Keeping Department without the consent of the Department Director. Under no circumstances may City staff remove records from City premises unless otherwise required by law to do so.

SECTION 7. RESPONSIBILITIES
City Council. The ultimate policies for keeping, producing, permitting copies, and management of all public records of the City shall rest with the City Council.

Officers and Employees. Each officer and employee of the City has the duty to protect, preserve, store, transfer, destroy or otherwise dispose of, use and manage public records in accordance with applicable Federal or State regulations, or such rules as may be approved by the City Council.

City Attorney. The duty of the City Attorney shall be to review and approve requests to dispose of records in accordance with the City's adopted records retention schedule; and to provide legal guidance to the City Clerk in any review of, and amendment to, the retention schedule, in accordance with Federal, State and City regulations.

City Clerk. The duty of the City Clerk shall be to manage the City-wide Records Management for the City pursuant to applicable statutes and the approved City Council program. City Clerk may, for the proper and efficient management of the public records:
• Establish procedures, policies, and effective controls for using, maintaining, protecting, storing, and destroying records on a City-wide basis. • Develop and circulate instructions and regulations necessary and proper to implement the Records Management Policy and the Records Retention Schedule. • Advise and assist City departments in the preparation of records inventories and retention periods.
• Coordinate the maintenance of archives for the safe preservation of inactive records.
• In consultation with the City Attorney, revise the Records Management Policy and/or Retention Schedule as appropriate.

Tuesday, June 17, 2025 Reg CC MTG, Page *168
• Provide records management training as an ongoing part of the Records Management Program.
• Approve the destruction of original City Records with permanent retention that have been transitioned from paper to image on the City's Documents Imaging System.

Primary Records Keeping Department. Maintains original document pertinent to the functions of the department. Each Department Head shall appoint a Records Administrator to work with the City Clerk to implement the Records Management Program.

Each City department shall establish and maintain an active, continuing program for the economical and efficient management of records of that department within the structure of the Council-adopted Citywide Records Management Program.

Those records which are not required in the current operation of the office where the records are made or kept shall be transferred to 1) the records center until they have met specific retention requirements and then may be destroyed; or 2) the official archives, so records may be insured permanent preservation.

SECTION 8. POLICY
The City's Records Retention Schedule is a comprehensive list of the records retained by the City. It is intended to direct City staff on how long to retain City records and when and how to dispose of records that have exceeded their lifecycle. The Records Retention Schedule is considered a "living document" and may be amended from time to time to reflect best practices and/or changes in State or Federal law.

Inactive records shall be transferred to storage, microfilmed or input into a document imaging system that meets the legal requirements of Government Code Section 34090 et. seq. and other applicable laws, where they will be protected from unauthorized removal, perusal or destruction.

Transitory/Non-Records, duplicate "record copies" or photocopies of documents may be destroyed at any time, unless the copy is the "record copy." Duplicate and other transitory/non-record documents in each department shall be destroyed by the department and not sent to inactive storage unless required by law to be maintained.

Questions regarding what constitutes a Transitory/Non-record shall be referred to the City Attorney before destruction.

SECTION 9. RECORDS MANAGEMENT AND DESTRUCTION OF DUPLICATES Pursuant to Government Code Section 34090.7, duplicates of city records less than two years old may be destroyed if they are no longer required, provided that the original is retained in accordance with the approved records retention schedule unless retention in electronic format is otherwise required by (1) state or federal law or (2) the approved Records retention Schedules for the City.

The authorization to destroy duplicates provided by this Section shall not permit the destruction of those electronic files that are routinely used, edited and updated on an on- Tuesday, June 17, 2025 Reg CC MTG, Page *169
going basis, such as a financialaccounting database.

SECTION 10. PROCESS FOR APPROVAL OF DESTRUCTION OF CITY RECORDS.

Each department shall maintain active records using sound records management practices and the City's standardized records filing system.

Filing, retention and storage shall be done in compliance with the Records Management Program and the City Council-adopted Records Retention Schedule to ensure easy access to public records.

The Records of the City of Lomita as set forth in the approved Records Retention Schedule are authorized to be destroyed as provided in Government Code Section 34090 and in accordance with the provisions of said schedule without further action of the City Council, provided that no records may be destroyed pursuant to said schedule without the prior written approval of the Department Head, City Attorney and City Clerk.

A Certificate of Destruction shall be prepared and include a list of all original records to be destroyed. The Certificate of Destruction shall be signed by the Department Head and the City Attorney and filed in the Office of the City Clerk.

Once authority has been received to destroy records, all forms of that record must be destroyed (or deleted) including in paper and electronic formats. This section does not authorize the destruction of the following original records:

1. Records affecting the title to real property or liens thereon.

2. Records required to be kept by statute.

3. Records less than two years old.

4. Minutes, ordinances or resolutions of the City Council or of a City Commission or Committee.

The City has identified that shredding and recycling the paper produced from the destruction of these records is the most appropriate method of disposal. Accordingly, although the specific method used for destruction shall be at the discretion of the Department Head, it shall reflect a method of destruction that recycles any paper products and avoids the use of sanitary landfill sites. Records including confidential information shall be shredded securely. Records that are destroyed shall either be done under the supervision of a City employee or by an approved agency.

Tuesday, June 17, 2025 Reg CC MTG, Page *170
Records Retention Schedule
Adopted by the Lomita City Council
Date: June 17, 2025
Resolution No. 2025-21
Tuesday, June 17, 2025 Reg CC MTG, Page *171
Exhibit B

HOW TO USE RETENTION SCHEDULES
©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained.

Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.

The term “records” shall include all records as defined by the California Public Records Act.

STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):

Destruction or deletion of an official (original) record that has exceeded its retention period must be authorized prior to destruction or deletion.
• If there is a minimum retention (“Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.

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

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”
Tuesday, June 17, 2025 Reg CC MTG, Page *172

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2025 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.

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
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)
Tuesday, June 17, 2025 Reg CC MTG, Page *173
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Lead Dept. CW-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Brown Act challenges must be filed within
30 or 90 days of action; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-002
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, IRFP - Request for
Proposal or Successful Proposal, Certified
Payrolls, etc.)
Send All Original Agreements or Contracts
and Insurance Certificates to the City Clerk)
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

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

97.42; OMB Circular A-133GC §34090
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Insurance Certificates,
RFP - Request for Proposal or Successful
Proposal, Certified Payrolls, etc.)
Send All Original Agreements or Contracts
and Insurance Certificates to the City Clerk)
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Lead Dept. CW-004
Agreements & Contracts:

UNSUCCESSFUL BIDS, PROPOSALS or
RESPONSES to RFPs (Request for Proposals)
and/or RFQs (Request for Qualifications) that
don't result in a contract
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance / Purchasing retains the originals
of Formal procurements; Includes
unopened bids; GC §34090
CITY-WIDE (Used by All Departments)
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *174
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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)
Lead Dept. CW-005
Boards, Commissions, & Committees:

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

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-records
Staffing Dept. CW-006
Boards, Committees, Commissions, Advisory
Bodies: All Citizen Advisory Bodies 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
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies: All Citizen Advisory Bodies Created
by the City Council

AUDIO RECORDINGS
Minimum 2
years
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: All Citizen Advisory Bodies Created
by the City Council

MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: All Citizen Advisory Bodies Created
by the City Council

VIDEO RECORDINGS
Minimum 2
years
Mag
Department preference; video recordings
of meetings are required for 90 days; GC
§34090.7
Staffing Dept. CW-010
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Staffing Dept. CW-011
Committees: Subcommittees of the City
Council (Ad-Hoc or Standing Committees)
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
All actions are made by the City Council;
GC §34090
Lead
(Responding)
Dept.

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

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

QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *175
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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)
Lead Dept. CW-013 Copies or duplicates of any record
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - ROUTINE
(Content relates in a SUBSTANTIVE way to
the conduct of the public's business)
(e.g. e-mail, Letters, Memorandums,
Administrative, Chronological, General Files,
Reading File, Working Files, etc.)
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 vs.

Superior Court, 5 Cal. 5th 608 (2017). GC
§34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *176
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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-015
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, PowerPoint
presentations, speaker cards, speech notes,
staff videoconference chats, notes and
recordings, supply inventories, 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.; 64 Ops. Cal. Atty.

Gen. 317 (1981)); City of San Jose vs.

Superior Court, 5 Cal. 5th 608 (2017).

Lead Dept. CW-016 Developer Deposit Accounts / Developer Impact Fee Accounts (Escrow Accounts)
Closed + 5
years
Yes: Until
Maturity
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; (meets municipal
government auditing standards); GC
§34090
Lead Dept. CW-017 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, 7927.500, 7928.705
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *177
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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-018 GIS Database / Data / Layers (both City-wide and 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-019 Grant Applications funded by the City's General
Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept.
(Managing the
Grant)
CW-020 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
Grant)
CW-021
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), copy of 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; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Lead Dept. CW-022 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-023 Personnel Files (Department Copies)
Send all originals to Human Resources
Separation or
Transfer + 3
years
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Originals are retained by
Human Resources; GC §34090.7
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *178
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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-024 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-025 Photographs
When No
Longer
Required

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

QC & OD
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-026
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-027 Public Relations / Press Releases Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-028 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-029 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *179
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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)
Lead Dept. CW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals,
Newsletters, Plans / Strategic Plans, 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-031
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals, Newsletters, Plans / Strategic Plans,
etc.: Produced by YOUR Department
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-032
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals,
Newsletters, Administrative Policies, Plans /
Strategic Plans, etc.: Produced by OTHER
Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-033 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-034 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Lead Dept. CW-035 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-036 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *180
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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-037
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-038 Training Database (Vector Solutions / Target Solutions)
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090 et seq.

Lead Dept. CW-039
Training Presented by City Staff - COURSE

RECORDS
(Attendance Rosters or Sign-in Sheets, Outlines
and Materials; includes Ethics, Harassment, &
Safety. Workplace Violence Training &
Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years for personnel actions; 8
CCR §3203 et seq., 29 CFR 1627.3(b)(ii),
LC §6429(c);LC §6401.9(f), GC §§12946,
12960, 34090, 53235.2(b), 53237.2(b)
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *181
Ver. 2.5 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

City Clerk CC-001
Agenda Packets: City Council, Community
Development Advisory Board (CDAB),
Housing Authority, Public Financing Authority
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002
Agreements & Contracts, Amendments - ALL -

AFTER SCANNING / IMAGING, OR
INFRASTRUCTURE, JPAs, MOUs
Agreement or Contract includes all contractual
obligations (e.g. Scope of Work, all
attachments and exhibits), and all Insurance
Certificates
Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property & property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street & alley improvements, settlement,
subdivisions, utilities, water, etc.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
response; Statute of Limitations is 10 years for
Errors & Omissions; 4 years for all contracts;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention requirements
in 48 CFR 4.703(a)

CITY CLERK
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *182
Ver. 2.5 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-003
Agreements & Contracts, Amendments -
NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT SCANNED / IMAGED
(Excludes Recreation instructor or performer
contracts)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work), and all 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; meets municipal
government auditing standards; Statute of
Limitations is 4 years; 10 years for Errors &
Omissions; CCP §§337. 337.1(a), 337.15, 343;
GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)
City Clerk CC-004 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-005 Board & Commission / Committee Recruitment / Applications (All, whether appointed or not)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-006
Certificates of Insurance / COIs / Insurance
Certificates that can't be matched to an
agreement or contract, but vendor may be
doing business with the City
(excludes non-records - those companies that
are not currently doing business with the City)
11 years Yes: Before
Completion
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
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *183
Ver. 2.5 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-007 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Human
Resources /
Risk
Manage.

CC-008 Claim Forms
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Risk Management is the Office of Record for
Claim Files; GC §34090
City Clerk CC-009
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES &
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
City maintains original statements; GC
§81009(e)&(g)
City Clerk CC-010
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200 Filers
(elected & not elected. Includes City Council
Members, Planning Commission Members,
City Manager, City Treasurer & City Attorney)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Standard municipal government practice; City
maintains copies only; original statements are
filed with FPPC; GC §81009(f)&(g)
City Clerk CC-011 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; GC §81009(e) City Clerk CC-012 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Should post on website for 4 years; GC
§81009(e)
City Clerk CC-013 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC GC §81009(e)
City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)

CITY CLERK ELECTIONS (CONSOLIDATED)
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *184
Ver. 2.5 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-015
Campaign Filings (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-016
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-017
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
City Clerk CC-018
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidatecontrolled)7 years Mag, Mfr, OD, Ppr S / I Yes: After QC
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
City Clerk CC-019
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk CC-020
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100
City Clerk CC-021
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Polling Locations and
Precinct Board Members, Notices, Postings,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-022
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *185
Ver. 2.5 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-023 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk CC-024 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk CC-025
Elections - Prop. 218 (Property-based fees -
Improvement Districts: Notices and Mailing
lists, Protest Letters / Ballots, Tabulation
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2)
(End of Elections Section)
City Clerk CC-026
Ethics Training Certificates for City Council,
Board and Commission Members, and
Employees
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b) City Clerk CC-027
Historical Records / Archives, 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-028
Minutes: City Council, Community
Development Advisory Board (CDAB),
Housing Authority, Public Financing Authority
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-029 Oaths of Office / Disaster Service Worker Oaths (All employees and officials) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations:

Public official misconduct is discovery of
offense + 4 years, GC §§36507, 26202; PC
§§801.5, 803(c); 29 USC 1113
City Clerk CC-030 Ordinances P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *186
Ver. 2.5 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-031
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Law requires 1 year for petitions; GC §50115 City Clerk CC-032 Proclamations & Certificates 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-033 Public Records Requests / Subpoenas Duces Tecum / Summons 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-034
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full
Reconveyance, Liens and Releases, Notice of
Completion, Rights of Way
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
City Clerk CC-035
Recordings: Audio Recordings / Video
Recordings: City Council, Community
Development Advisory Board (CDAB),
Housing Authority, Public Financing Authority
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
City Clerk CC-036 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-037
Resolutions: City Council, Community
Development Advisory Board (CDAB),
Housing Authority, Public Financing Authority
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *187
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Emergency Management, Parking Enforcement, Solid Waste) 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-002
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-003 Project Files / 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 Records / Expense Reports
Copies -
When No
Longer
Required

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

After QC
& OD
GC §34090.7

EMERGENCY MANAGEMENT
City Manager /
Emergency
Management
CM-014 Emergency Management Plans /
Procedures
When
Superseded
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager /
Emergency
Management
CM-015 EOC Activations, Drills 10 years Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference - May qualify for FEMA
or OES Reimbursement; GC §34090

PARKING ENFORCEMENT
City Manager /
Parking
Enforcement
CM-005
Parking Enforcement Citations, Notice of
Violations, Warnings (includes appeals and
hearing notices and determinations)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090

SOLID WASTE
City Manager /
Solid Waste CM-006
Solid Waste Recycling / AB 939
Compliance / SB 1383 Compliance
(Organic Waste Collection and Recycling) .

CalRecycle Annual Waste Diversion Report
/ CalREcycle Report, etc.
10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; SB 1383 compliance
is required for 5 years; Low-Carbon Fuel
Standard regulations credits can be received
for 10 years, and are eligible for an extension;
14 CCR § 18995;.2 H&S §39730.7; GC
§34090
LOMITA, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *188
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Emergency Management, Parking Enforcement, Solid Waste) Page CM-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

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

City Manager /
Solid Waste CM-007
Solid Waste Reports to Regulatory
Agencies (California Integrated Waste
Management Board, etc.)
10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Manager /
Solid Waste CM-008 Solid Waste Services / Hauler Quarterly Reports 10 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
Department Preference; GC §34090
LOMITA, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *189
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building & Safety, Code Enforcement, Economic Development, Housing, Planning) Page CED-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 & ECONOMIC DEVELOPMENT / BUILDING & SAFETY - Contracted with Los Angeles County (follow their retention) Community &
Econ. Develop.
/ Building
CD-000.2 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community &
Econ. Develop.
/ Building
CD-000.5 Subdivision Maps / Parcel Maps P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Community &
Econ. Develop.
/ Building
CD-000.6 Surveys, Record of Survey P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090

COMMUNITY & ECONOMIC DEVELOPMENT / CODE ENFORCEMENT
Lead Dept. CD-001 _Permit Database (OpenGov)
Indefinite -
Minimum 2
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference - Data is
interrelated and contains Building Permits
and other Permanent Records; GC
§34090, H&S §19850
Community &
Econ. Develop.
/ Code
Enforcement
CD-002 Appeal Hearing Process / Code Enforcement
Notifications to Parties 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community &
Econ. Develop.
/ Code
Enforcement
CD-003
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos,
and 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 &
Econ. Develop.
/ Code
Enforcement
CD-004 Hearing Officer Determinations / Appeals of Code Enforcement Actions - Includes Audio Recordings
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
City Clerk CD-005 Liens & Releases
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090.7
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *190
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building & Safety, Code Enforcement, Economic Development, Housing, Planning) Page CED-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 & ECONOMIC DEVELOPMENT / ECONOMIC DEVELOPMENT Community &
Econ. Develop.
/ Economic
Development
CD-006 Economic Development Projects (Records related
to Business Recruitment or Retention)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *191
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building & Safety, Code Enforcement, Economic Development, Housing, Planning) Page CED-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 & ECONOMIC DEVELOPMENT / HOUSING & CDBG
Community &
Econ. Develop.
/ Housing &
CDBG
CD-007
CDBG Administration (Community Development
Block Grant) (SUCCESSFUL Reports, other
records required to pass the funding agency's
audit, if required)
Applications (successful), copy of 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; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Community &
Econ. Develop.
/ Housing &
CDBG
CD-008
Housing Plans: Consolidated Annual Performance
and Evaluation Review (CAPER) /
Comprehensive Housing Affordability Strategy
(CHAS) / Consolidated Action Plan / Analysis of
Impediments to Fair Housing Choices / Citizen
Participation Plan / Action Plans, etc.

Expiration +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for 5 years; 24 CFR 91.105(h);
GC §34090
Community &
Econ. Develop.
/ Housing &
CDBG
CD-009
Housing Programs: Affordable Housing Projects,
Lead-Based Paint, Rehabilitation, CDBG-funded
Housing Projects, etc.

WITH a Recapture / Resale Restriction / WITH
Affordability Restrictions
Trust Deeds are kept in file; Deeds to property
owned by the City are sent to 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; 2 CFR 200.334; 24
CFR 92.508(a)(c)(2); 29 CFR 97.42, GC
§34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *192
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building & Safety, Code Enforcement, Economic Development, Housing, Planning) Page CED-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 &
Econ. Develop.
/ Housing &
CDBG
CD-010
Housing Programs: Affordable Housing Projects,
Lead-Based Paint, Rehabilitation, CDBG-funded
Housing Projects, etc.

WITHOUT a Recapture / Resale Restriction
Trust Deeds are kept in file; Deeds to property
owned by the City are sent to City Clerk
Loan Pay-off
OR
Forgiveness
+ 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; 24 CFR 85.42,

92.508(a)&(c) & 570.502(a)(16), 982.158,
884.214; 29 CFR 97.42, GC §34090

COMMUNITY & ECONOMIC DEVELOPMENT / PLANNING
Lead Dept. CD-011 Permit Database (OpenGov) Indefinite
(Permanent) Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference - Data is
interrelated and contains Building Permits
and other Permanent Records; GC
§34090, H&S §19850
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *193
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building & Safety, Code Enforcement, Economic Development, Housing, Planning) Page CED-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 &
Econ. Develop.
/ Planning
CD-012
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Applications, CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, etc.)
Examples:

Conditional Use Permits (CUPs)
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Rezones
Sign Permits
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 &
Econ. Develop.
/ Planning
CD-013 Advanced Planning / Long Range Planning /
Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community &
Econ. Develop.
/ Planning
CD-014 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Census Bureau CD-015 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (Non-Records - Census Bureau is OFR)
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *194
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building & Safety, Code Enforcement, Economic Development, Housing, Planning) Page CED-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 &
Econ. Develop.
/ Planning
CD-016
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
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 (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Community &
Econ. Develop.
/ Planning
CD-017
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Notice of Exemption (NOE), 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
Community &
Econ. Develop.
/ Planning
CD-018
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans and
Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community &
Econ. Develop.
/ Planning
CD-019 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community &
Econ. Develop.
/ Planning
CD-020 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 &
Econ. Develop.
/ Planning
CD-021 Planning Commission

AGENDAS & STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community &
Econ. Develop.
/ Planning
CD-022 Planning Commission

AUDIO RECORDINGS
Minimum 2
years
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *195
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building & Safety, Code Enforcement, Economic Development, Housing, Planning) Page CED-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 &
Econ. Develop.
/ Planning
CD-023 Planning Commission

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community &
Econ. Develop.
/ Planning
CD-024 Planning Commission

VIDEO RECORDINGS
Minimum 4
years
Mag
Department preference; video recordings
of meetings are required for 90 days; GC
§34090.7
Community &
Econ. Develop.
/ Planning
CD-025
Special Event Permits / Film Permits / Temporary
Use Permits issued by Planning (Approved &
Unapproved)
Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community &
Econ. Develop.
/ Planning
CD-026 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community &
Econ. Develop.
/ Planning
CD-027 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community &
Econ. Develop.
/ Planning
CD-028 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *196
Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

FINANCE / ADMINISTRATION
Lead Depart. FIN-001 Financial Services Database / ERP Database (Tyler Enterprise ERP)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Admin. FIN-002
Audit Reports / Annual Comprehensive
Financial Report (ACFR) and related Audit
Opinions
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.

Finance /
Admin. FIN-003 Audit Work Papers
Drafts - When
No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (preliminary
drafts); GC §34090
Finance /
Admin. FIN-004 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA or OES Audits, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
Admin. FIN-005
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) / General Obligation Bonds / Revenue
Bonds / Assessment District Bonds / CFD
Bonds - 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; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a);
26 CFR 1.6001-1(e): GC §43900 et
seq.

Finance /
Admin. FIN-011 Budgets - Adopted / Final P
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.

Finance /
Admin. FIN-012 Budgets - Preliminary, Backup Documents
Drafts - When
No Longer
Required
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Drafts / Content Not
Substantive; GC §34090 et seq.

Finance /
Admin. FIN-006 Investment Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing
standards; GC §34090
LOMITA, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *197
Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
Admin. FIN-007
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900 Finance /
Admin. FIN-007.5 Vehicle Titles (Pink Slips) Sale or Disposal Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Given to Auction House / New Owner;
GC §34090

FINANCE / BUSINESS LICENSE
Finance /
Business
License
FIN-008 Business License / Database (OpenGov)
Indefinite -
Minimum 5
years
Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference - Data is
interrelated; GC §34090, H&S §19850
Finance /
Business
License
FIN-009 Business License Applications 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Business
License
FIN-010 Business License Registrations and
Renewals 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

LOMITA, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *198
Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-011 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; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
General
Accounting
FIN-012
Accounts Payable / Invoices and Backup
(Includes Invoices, Purchase Orders, Travel
Expense Reimbursements, Warrant Request,
Vouchers, etc.)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets
municipal government auditing
standards; GC §34090
Finance /
General
Accounting
FIN-013
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: False Alarm Billings,
Insurance Companies, Franchise Fees, DUI
Billing, Transient Occupancy Tax (TOT),
Auctions of Surplus Property, Credit Card
Payment Receipts, Tenant Billing / Rent, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
General
Accounting
FIN-014
Assessment Districts, Community Facilities
Districts (CFDs), Landscape Maintenance
Districts (LMDs) Accounting, Assessor Tax
Rolls
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-015
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
City Clerk FIN-016 Checks / Warrant Register Report (issued) Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Originals in City Council Agenda
Packets; GC §34090.7
LOMITA, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *199
Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
General
Accounting
FIN-017 Checks / Warrants (Cashed or Returned /
NSF) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-018 Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
General
Accounting
FIN-019 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), 1355. 1519;
GC §34090
Finance /
General
Accounting
FIN-020 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-021 Journal Entries / Journal Vouchers / Budget
Adjustments 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to match
Accounts Payable; meets municipal
government auditing standards; Statute
of Limitations is 4 years; GC §34090,
CCP § 337
Finance /
General
Accounting
FIN-022
Reports from Tyler ERP Database: Financial
Reports, General Ledgers Subsidiary Ledgers,
Reconciliations, Registers, Transaction
Histories, Balance Sheets, etc.

When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Financial
system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-023
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
LOMITA, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *200
Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
General
Accounting
FIN-024 W-9s
Vendor
Inactive + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets IRS auditing standards; GC
§34090

FINANCE / PAYROLL
Lead Depart. FIN-025 Payroll Database (ADP / NeoGov)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Payroll FIN-026
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and Coverage) & Transmittal
Form)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Instructions
state "Generally, keep copies of
information returns you filed with the
IRS or have the ability to reconstruct
the data for at least 3 years, from the
due date of the returns"; GC §34090
Finance /
Payroll FIN-027
CalPERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Finance /
Payroll FIN-028 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-029 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090,
26 CFR 31.6001-1
Finance /
Payroll FIN-030 DE-34 (California EDD Report of New Employees) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Instructions
state "Generally, keep copies of
information returns you filed with the
IRS or have the ability to reconstruct
the data for at least 3 years, from the
due date of the returns"; GC §34090
LOMITA, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *201
Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
Payroll FIN-031
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), 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; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-032 Deferred Compensation (City Statements) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Finance /
Payroll FIN-033 Employment Verifications (From lenders or other outside companies) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records, content is not
substantive; GC §34090 et seq.

Finance /
Payroll FIN-034 Garnishments, Child Support, Court Orders regarding Employee Wages Completion +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
Payroll FIN-035 Payroll Reports (includes Leave Registers, time Transaction Reports, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-036 PERS Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-037 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to facilitate
grant audits or claim reimbursements;
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;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
LOMITA, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *202
Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
Payroll FIN-038 W-2's 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; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090

FINANCE / UTILITY BILLING
Finance /
Utility Billing FIN-039 Utility Billing Database (Tyler Enterprise ERP) Indefinite -
Minimum 5
years
Yes
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
GC §34090
Finance /
Utility Billing FIN-040 Collection Agency Assignments / Unpaid Accounts 5 years Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Department Preference; Negative
credit information remains on credit
reports for 7 - 10 years; Meets auditing
standards; City does not Lien property
(Liens are good for 10 years from
recording date, and may be extended
by re-recording lien); WC 36729; GC
§34090
Finance /
Utility Billing FIN-041 Payment Stubs / Water Receipts / Utility Receipts - If NOT bundled with Cash Receipts When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Preliminary Documents - payments can
be made without including the stub; GC
§34090 et seq.

Finance /
Utility Billing FIN-042 Senior Citizen Discount Rate Applications 5 years Mag,
Ppr, Mfr,
OD
S / I Yes: After

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

Finance /
Utility Billing FIN-043 Water Billing: Appeals - Payment Delinquency & Impending Discontinuation Final Decision
+ 2 years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility Billing FIN-044
Water Billing: Non-payment Notices / Notice of
Payment Delinquency & Impending
Discontinuation
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility Billing FIN-045 Water Billing: NSF Checks / Adjustments to Customer accounts / Deposits and Releases When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
LOMITA, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *203
Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

Finance /
Utility Billing FIN-046 Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc.

Expiration or
Completion of
Payment Plan
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116910
Finance /
Utility Billing FIN-047 Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116906;
GC §34090
Finance /
Utility Billing FIN-048 Water Billing: Report of Annual Discontinuations of Residential Service Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116918;
GC §34090
LOMITA, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *204
Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
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 4 years
after personnel actions; 29 CFR
1627.3(b)(2); 29 USC 1027; 28 CCR
1300.85.1; GC §34090
Human
Resources HR-002
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final disposition
of formal complaint; State requires 4 years
after "fully and finally disposed"; 2 CCR
11013(c); GC §§12946, 12960, 34090
Human
Resources HR-003
Classification / Reorganization Studies (for
employee classifications and 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, 12960, 34090
Human
Resources HR-004 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, 12960,
34090
Human
Resources HR-005 Contracts for Investigators (Employees 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
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *205
Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-006 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC
§34090
Human
Resources HR-007
EDD Claims & Forms (Employment
Development Department) / Unemployment
Claims
Close + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
Human
Resources HR-008 Employee Investigations Separation + 6 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; statute of limitations for
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090;
Human
Resources HR-009 Grievances Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; statute of limitations for
retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090; LC
1198.5; 26 CFR 31-6001-1; 53235.2(b);
53237.2(b)
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *206
Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
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-010 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, 12960, 34090
Admin. /
Board
Secretary
HR-011 Job Descriptions / Job Classification / Job
Specifications
Minimum
Superseded +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; State Law
requires 4 years from any Personnel
Action; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090;
Human
Resources HR-012 Labor Relations / Negotiation Notes 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et
seq.

Human
Resources HR-013 Litigation - Employee Related Separation + 6 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; statute of limitations for
retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090; LC
1198.5; 26 CFR 31-6001-1; 53235.2(b);
53237.2(b)
Human
Resources HR-014 Livescan Clearances Upon Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC §§12946,
12960, 34090
Human
Resources HR-015 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
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *207
Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-016
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Backgrounds,
Discipline, Evaluations, Policy
Acknowledgements, Employee's Oath of
Office / Oath for Disaster Worker for
employees, Council and Boards &
Commissions, Ethics Training Certificates,
Harassment Prevention Training Certificates
for employees, Council and Boards &
Commissions, PAF / Personnel Action
Forms, W-4s, etc.)
Separation + 6
years
Yes: Until
Separation
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 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; 53235.2(b),
53237.2(b), LC 1198.5
Human
Resources HR-017
Personnel Files - Medical File
Medical Records includeing Pre-Employment
Medical Clearance; ADA Accommodations,
Fit for Duty, Respiratory Fit Tests, etc.

Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; 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,
12960, 34090
Human
Resources HR-018
Recruitment and Testing File / On-Line
Recruitment Database
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, 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, 12960,
34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *208
Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
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-019
Volunteer / Docent / Unpaid Intern
Applications & Agreements (includes
emergency contact information) -
Successful Applicants
Inactive /
Separation + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Courts may treat
volunteers as employees in some actions;
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), 8 CCR §3204(d)(1) et seq.,
GC §§, 12960, 34090
Human
Resources HR-020
Volunteer / Docent / Unpaid Intern
Applications & Agreements - Unsuccessful
or Pending Applicants
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Courts may treat
volunteers as employees in some actions;
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), 8 CCR §3204(d)(1) et seq.,
GC §§, 12960, 34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *209
Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-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).

RISK MANAGEMENT
Human
Resources /
Risk Manage.

HR-021
Accident / Incident Reports (Accidents or
Incidents) - MEMBERS OF THE PUBLIC
Employees are Workers Compensation
Claims
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Human
Resources /
Risk Manage.

HR-022 Claim for Damages / Claims Against the City
/ Verified Tort Claims
Final
Resolution + 5
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; municipal
government auditing standards is 5 years -
Finance retains records of payments;
Statute of Limitations is 4 years; CCP
§§337 et seq., 343; GC §34090,
Human
Resources /
Risk Manage.

HR-023
Insurance Policies -
General Liability, Property, Fire, Theft, etc.
(JPIA)
Expiration + 4
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers statute of
limitations for contracts; CCP §337 et seq.;
GC §34090
Human
Resources /
Risk Manage.

HR-024
Insurance Policies - Workers Compensation
Excess Liability
(JPIA)
Expiration + 4
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers statute of
limitations; CCP §337 et seq.; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i); GC
§§ 911.2, 34090
Human
Resources /
Risk Manage.

HR-025 OSHA Citations and 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
Human
Resources /
Risk Manage.

HR-026 Safety Committee / Safety Steering
Committee 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et
seq.

Human
Resources /
Risk Manage.

HR-027 Safety Investigations 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), 29 CFR
1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090 et seq.; LC §6429c
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *210
Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-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).

Human
Resources /
Risk Manage.

HR-028
Subrogation Claims:/ Property Damage
Claims / Restitution / Recovery of Damages
to City Property / City's Invoices to Insurance
Companies
Final
Resolution + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Human
Resources /
Risk Manage.

HR-029
Workers Compensation Claims (Includes all
Accident, Incident, or Injury Reports from
Employees)
Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
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, 12960, 34090
Human
Resources /
Risk Manage.

HR-030
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *211
Ver. 1.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Information
Technology IT-001 Backups - DAILY, WEEKLY
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.

Information
Technology IT-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. GC §34090 et seq.

Information
Technology IT-003 Network Configuration Maps & Plans
When No
Longer
Required
Mag.

Preliminary documents not retained in the
ordinary course of business; GC §34090
et seq.

Information
Technology IT-004

UNALTERABLE MEDIA / IMMUTABLE
CLOUD BACKUP / (WORM / DVD-r / CD-r /
Blue Ray-R / Optical Disk) or other
unalterable media that does not permit
additions, deletions, or changes
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,
2 CCR 22620 et seq.

INFORMATION TECHNOLOGY
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *212
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) 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
Lead Dept. PW-001 Permit Database (OpenGov) Indefinite
(Perm) Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated and includes Building
Permits; GC §34090, H&S §19850
City Clerk PW-002
Assessment Districts / Landscape Maintenance
Districts
Engineers Reports
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Retained in City Council Agenda Packets;
GC §34090.7
Public Works /
Engineering PW-003
Assessment Districts / Landscape Maintenance
Districts
Formation, Historically Significant Records
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-004 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-005
Bonds: Labor & Materials, Performance Bonds,
Letters of Credit, Encroachment Permits,
Monitoring Bonds
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S / I No Security; GC §34090
Public Works /
Engineering PW-006
Capital Improvement Projects (CIP) - where
Engineering is the Lead: MAINTENANCEONLY PROJECTS (Painting, Re-Roof, etc. - No change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change
Orders, Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *213
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-007
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Administration File
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas
& Minutes, Monthly Reports, Notices, Real
Estate Appraisals, RFIs / RFQs , Safety.

SWPPP / WPCP, etc.

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-008
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Permanent File
Plans, RFP / Specifications & Addenda,
Successful Proposal, Change Orders, EIRs,
Negative Declarations, Categorical Exemptions,
Materials Testing Reports, Grading Permits,
Hazardous Materials, Notice of Completion,
Photos, Record Drawings Soils Reports,
Studies, Submittals, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
City Clerk PW-009
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases - Supporting Documents
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD City Clerk retains final; GC §34090(a)
Public Works /
Engineering PW-010
Design & Construction Standards - Authored by
the City for Construction of City Infrastructure
(CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-011
Drawings - where Engineering is the Lead:

Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Builts"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *214
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-012
Permits / License Agreements: Permanent
Encroachment (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
Public Works /
Engineering PW-013
Permits: Temporary Encroachment (Banner
Permit, Film Permits, Excavation, Street
Closure Permits, Street Cuts, Street & Sidewalk
Repair, Streetlight Repair, Traffic Control,
Transportation Permits, Utility Cuts, Wide Load
/ Heavy Load, etc.)
Includes Insurance Certificates
Minimum
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept. PW-014
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the
Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
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 (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Public Works /
Engineering PW-015
Land Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

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

QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *215
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-016
Land Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; 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 - TRAFFIC
Public Works /
Engineering /
Traffic
PW-017 Public Safety & Traffic Commission

AGENDAS & STAFF REPORTS
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering /
Traffic
PW-018 Public Safety & Traffic Commission

AUDIO RECORDINGS
Minimum 2
years
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
Public Works /
Engineering /
Traffic
PW-019 Public Safety & Traffic Commission

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Public Works /
Engineering /
Traffic
PW-020 Public Safety & Traffic Commission

VIDEO RECORDINGS
Minimum 2
years
Mag
Department preference; video recordings
of meetings are required for 90 days; GC
§34090.7
Public Works /
Engineering /
Traffic
PW-021 Traffic Calming Requests (Speed Humps, Red
Curbs, Stop Signs, etc.) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Police or Sheriff PW-022 Traffic Collision Reports / SWTRS Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Copies or Not City Records; GC
§34090.7
Public Works /
Engineering /
Traffic
PW-023 Traffic Counts / Traffic Studies 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *216
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) 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 /
Engineering /
Traffic
PW-024 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering /
Traffic
PW-025 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering /
Traffic
PW-026 Transportation Permits / Wide Load Permits,
Heavy Load Permits, etc.

Expiration +
2 years
Yes: Until
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Engineering /
Traffic
PW-027 Transportation Plans / Master Plans P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090

PUBLIC WORKS / OPERATIONS / FLEET MAINTENANCE
Public Works /
Lead Div. PW-028 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 /
Fleet Maint. PW-029
Fleet - 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
Public Works /
Fleet Maint. PW-030 Fleet - Tire Disposal / Waste Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
Public Works /
Fleet Maint. PW-031 Fleet - 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.

Public Works /
Fleet Maint. PW-032
Fleet - Vehicle & Equipment History Files
Maintenance, Brakes, Smog Certificates, etc.

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
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *217
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) 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 /
Lead Div. PW-033 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 /
Fleet Maint. PW-034 Inspections or Audits by the CHP (Fleet) 5 years Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC § 34090
Public Works /
Lead Div. PW-035 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Lead Div. PW-036
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Division
Providing
Service / Work
PW-037
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-038
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *218
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) 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).

Division
Providing
Service / Work
PW-039
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *219
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) 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 / OPERATIONS / LANDSCAPE, PARKS, TREES, STREETS Public Works /
Lead Div. PW-040 Air Pollution Control District (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 /
Lead Div. PW-041 Daily Record (log of work performed) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-042 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 /
Lead Div. PW-043 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 /
Lead Div. PW-044 Playground Equipment Inspections and Maintenance 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Public Works /
Lead Div. PW-045 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Lead Div. PW-046
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Streets Maint. PW-047 Streets - Sidewalk Inspection & Maintenance, Grinding, Asphalt Ramping (Logs and Forms) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *220
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) 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 /
Streets Maint. PW-048 Tree DATABASE
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works /
Streets Maint. PW-049 Tree Maintenance, Trimming, Arborists Reports (ALL City-owned trees) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-050 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The Excavator, Operator and Regional
Notification Cetner all have an obligation
to retain for 3 years; GC §§4216.2(f) &
4216.3(d), GC §34090
Division
Providing
Service / Work
PW-051
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-052
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-053
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / SEWER / STORMWATER & WASTEWATER COLLECTIONS Public Works /
Stormwater &
Wastewater
Collections
PW-054 CCTV Videos of Sewer Lines 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *221
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) Page PW-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).

Public Works /
Stormwater &
Wastewater
Collections
PW-055 Stormwater Compliance . BMPs, etc. (County is
Permit Holder) 5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

Public Works /
Lead Div. PW-056
Confined Space Entries / Hot Work Permits /
Lockout-Blockouts / Lockout-Tagouts / Energy
Control Procedures (ECP) / Air Monitoring
Calibrations
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Cal/OSHA
requests 3 years of documents of
Lockout-Blockouts / Lockout-Tagouts
during audits; 8 CCR 5157(d)(14) &
(e)(6); 29 CFR 1910.146(e)(6); GC
§34090
Public Works /
Lead Div. PW-057 Daily Record (log of work performed) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Stormwater &
Wastewater
Collections
PW-058 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 /
Stormwater &
Wastewater
Collections
PW-059 Sanitary Spills and Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years;
SWRCB Order 2002-0103-DWQ & 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Stormwater &
Wastewater
Collections
PW-060 Sewer Odor Complaints / Gas Detection
Results / Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Stormwater &
Wastewater
Collections
PW-061
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs are
required to be 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
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *222
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) Page PW-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).

Public Works /
Stormwater &
Wastewater
Collections
PW-062 Storm Drain System Maintenance (Slip Lining,
etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Lead Div. PW-063 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The Excavator, Operator and Regional
Notification Cetner all have an obligation
to retain for 3 years; GC §§4216.2(f) &
4216.3(d), GC §34090
Division
Providing
Service / Work
PW-064
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-065
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-066
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / WATER DISTRIBUTION
Public Works /
Lead Div. PW-067 Daily Record (log of work performed) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water
Distribution
PW-068 Fire Hydrant Flush and Valve Maintenance
Records - May be in CMMS
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *223
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) Page PW-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).

Lead Dept. PW-069 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
Lead Dept. PW-070
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous 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 /
Lead Div. PW-071 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The Excavator, Operator and Regional
Notification Cetner all have an obligation
to retain for 3 years; GC §§4216.2(f) &
4216.3(d), GC §34090
Division
Providing
Service / Work
PW-072
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-073
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-074
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *224
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) Page PW-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).

PUBLIC WORKS / WATER TREATMENT PLANT (POTABLE WATER)
Public Works /
Water Treatment
Plant
PW-075 Chains of Custody / Water Analysis & Sampling
/ Tabular Summaries: Chemical 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Actual laboratory reports may be kept, or
data may be transferred to tabular
summaries; State law requires 10 years;
40 CFR 141.33(a); 22 CCR §64470
Public Works /
Water Treatment
Plant
PW-076
Chains of Custody / Water Analysis & Sampling
/ Tabular Summaries: Bacteriological &
Organics
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Actual laboratory reports may be kept, or
data may be transferred to tabular
summaries; State law requires 5 years;
40 CFR 141.33(a)and (b)(1); 22 CCR
§64470
Public Works /
Water Treatment
Plant
PW-077 Chains of Custody / Water Analysis & Sampling
/ Tabular Summaries: Lead & Copper 12 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Lead and Copper are required for 12
years or 2 compliance cycles (some
compliance cycles are nine years); 22
CCR 64400.20; 22 CCR 64690.80; 40
CFR 141.33(a); 40 CFR 141.91
Public Works /
Lead Div. PW-078
Confined Space Entries / Hot Work Permits /
Lockout-Blockouts / Lockout-Tagouts / Energy
Control Procedures (ECP) / Air Monitoring
Calibrations
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Cal/OSHA
requests 3 years of documents of
Lockout-Blockouts / Lockout-Tagouts
during audits; 8 CCR 5157(d)(14) &
(e)(6); 29 CFR 1910.146(e)(6); GC
§34090
Public Works /
Water Treatment
Plant
PW-079
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)
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *225
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) Page PW-14
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-080
Environmental Agencies / Regulatory Agencies
for Potable Water - Correspondence with
Substantive Content:

DDW (Division of Drinking Water) / DWR
(Department of Water Resources) / SWRCB
(State Water Resources Control Board)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept. PW-081 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-082 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
Lead Dept. PW-083 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-084
Permits - Water Regulatory / Operating
Permits: CalARP, CERS, Cal OSHA, DDW
(Division of Drinking Water), DWR (Department
of Water Resources), EPA, , 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 /
Water Treatment
Plant
PW-085 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 /
Lead Div. PW-086 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *226
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) Page PW-15
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-087
Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water), DWR
(Department of Water Resources), EPA, 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-088 Reservoirs: Dive Videos Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference (covers 2
mandated cycles); GC §34090
Public Works /
Water Treatment
Plant
PW-089 Reservoirs: Flushing, Disinfection and
Cleaning
Minimum 3
years
Mag,
Mfr, OD,
Ppr
S / I 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-090 Reservoirs: Inspection Reports, Maintenance
Records P
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Lead Dept. PW-091
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous 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 /
Water Treatment
Plant
PW-092 Sanitary Surveys of Water Sources 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 22 CCR §64470; GC §34090
Public Works /
Water Treatment
Plant
PW-093 SCADA Database (Water)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *227
Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Parks / Trees / Streets, Stormwater, Wastewater, Water) Page PW-16
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-094
Vulnerability Assessment / Emergency
Response Plan / Risk & Resilience Assessment
/ Hazard Mitigation Plan
When
Superseded -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Confidential; 42 USC 300i-2(d); GC
§34090
Public Works /
Water Treatment
Plant
PW-095
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 /
Utilities /
Laboratory
PW-096 Water Quality Reports / Consumer Confidence
Reports P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State law
requires 12 years, federal 10 years; 22
CCR §§ 64400.25; 64470, 64483(g), 40
CFR 141.33(a); 40 CFR 141.91 40 CFR
141.33(a); GC §34090
Public Works /
Water Treatment
Plant
PW-097 Water Treatment Plant Operators Certificates
(posting required)
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water Treatment
Plant
PW-098 Water Treatment Plant Safety Training
Certificates (posting required)
Minimum 5
years
Mag,
Mfr, 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
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *228
Ver. 4.0 RECORDS RETENTION SCHEDULE: RECREATION & FACILITIES Page R&F-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).

RECREATION & FACILITIES
Recreation &
Facilities R&F-001 Registration Database (includes electronic applications, waivers etc.)
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Recreation &
Facilities R&F-002 Activity Guide / Class Guide / Program Guide / Brochures (Final) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Recreation &
Facilities R&F-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
Recreation &
Facilities R&F-004 Contracts for Performances / Instructors (other types of Contracts are sent to City Clerk) Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Finance /
General
Accounting
R&F-005 Donation Forms and Records (Founder's Day,
etc.)
Copies -
When No
Longer
Required
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Send originals to Finance; GC
§34090.7
Recreation &
Facilities R&F-006 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Recreation &
Facilities R&F-007 Facility Incident or Closing Reports / Checklists 2 years Yes: Before Event Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Facilities R&F-008
Facility Use Requests / Field Rentals / Facility
Use Applications and Permits (Includes Insurance
Certificates and ABC Permits where appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

Recreation &
Facilities R&F-009 Incident Reports / Disruptive Patrons Minimum 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *229
Ver. 4.0 RECORDS RETENTION SCHEDULE: RECREATION & FACILITIES Page R&F-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).

Recreation &
Facilities R&F-010 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Facilities R&F-011
Museum Collection Records, including Invoices
and appraisals
(Documentation of Value)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Facilities R&F-012 Parks & Recreation Commission

AGENDAS & STAFF REPORTS
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Recreation &
Facilities R&F-013 Parks & Recreation CommissionAUDIO RECORDINGS Minimum 2
years
Mag Department preference; Audio
Required for 30 days; GC §54953.5(b)
Recreation &
Facilities R&F-014 Parks & Recreation Commission

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Recreation &
Facilities R&F-015
Program Manager's Files: Activity / Special
Programs / Event Files: After-School, Children's
Programs, Gardening, Health Programs, Sports
Programs, etc.

IF the Content relates in a SUBSTANTIVE way to
the conduct of the public's business
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Recreation &
Facilities R&F-016 Reports generated from Registration or Ticketing Databases When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content Not Substantive / Preliminary
drafts / Transitory records (The
database is the original record); GC
§34090
Recreation &
Facilities R&F-017 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Facilities R&F-018 Schedules / Hours (classes and staff) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *230
Ver. 4.0 RECORDS RETENTION SCHEDULE: RECREATION & FACILITIES Page R&F-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).

Recreation &
Facilities R&F-019
Video Recordings - Department Activity or
Building Security (regular and ongoing
operations of the City)
1 year Mag Records regular and ongoing
operations; GC §34090.6 et seq,
Recreation &
Facilities R&F-020 Video Recordings - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
LOMITA, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Tuesday, June 17, 2025 Reg CC MTG, Page *231
1 TO: City Council
FROM: Andrew Vialpando, City Manager
PREPARED BY: Juan Ibarra, Senior Management Analyst
MEETING DATE: June 17, 2025
SUBJECT: Updated Social Media Policy including the Social Media Public Disclaimer/Terms of Use

RECOMMENDATION
Adopt Resolution updating the City’s Social Media Policy along with a Social Media Public Disclaimer/Terms of Use.

BACKGROUND
The City is currently in the process of updating its communications program to maximize outreach to Lomita residents, businesses and the general public. The City’s social media accounts (Facebook, Instagram, Nextdoor) are vital tools for rapid information sharing, opportunities for civic engagement, and community building. The Social Media Policy and Media Public Disclaimer/Terms of Use is intended to guide the City’s efforts when engaging with the public on various digital platforms and providing clear guidelines that establishes a safe online environment for all social media users. The City will continue to be proactive in utilizing social media accounts in a safe and efficient manner.

DISCUSSION
Social Media Policy
Visitors and followers place a high value on receiving accurate and timely information from City social media sites rather than seeking information on websites. While social media sites are not solely intended to replace the City’s website or public information outlets, they can serve as a valuable means to promote and market City events, disseminate non-emergency information, and engage with the public. Where appropriate, the City encourages the utilization of social media to further assist with accomplishing the goals of the Lomita City Council and City leadership.

With this policy in place, all City social media platforms will align with governance best practices in content quality control, roles and responsibilities of staff, response standards,

CITY OF LOMITA

CITY COUNCIL REPORT
Item No. 7k
Tuesday, June 17, 2025 Reg CC MTG, Page *232
2 and appropriate comment moderation. Any comments that require removal will be archived according to the City’s record retention policy Social Media Public Disclaimer/Terms of Use
Absent an adopted Social Media Public Disclaimer/Terms of Use, the City is exposed to the potential for inappropriate comments that may lead to the spread of misinformation, and in some cases, defamation against City employees. The establishment of a public disclaimer will provide a crucial structure and guidance for staff to approve, conceal, or remove comments that are, but not limited to:
• Profane
• Obscene
• Pornographic
• Threatening
• Derogatory
• Defamatory
• Discriminatory
The Public Disclaimer must be displayed or linked on all City social media platforms. Any moderation or deletion of social media site content, including comments, must be in accordance with this policy.

FISCAL IMPACT
There is no fiscal impact associated with this item.

OPTIONS

1. Approved recommended action.

2. Provide alternative direction.

ATTACHMENTS

1. Resolution with Exhibit A– Social Media Policy Including the Social Media Public Disclaimer/Terms of Use
Approved by: Prepared by:
______________________
Andrew Vialpando Juan Ibarra
City Manager Senior Management Analyst
Tuesday, June 17, 2025 Reg CC MTG, Page *233
RESOLUTION NO. 2025-22

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOMITA,

CALIFORNIA, ADOPTING THE UPDATED SOCIAL MEDIA POLICY AND

THE SOCIAL MEDIA PUBLIC DISCLAIMER/TERMS OF USE

THE CITY COUNCIL OF THE CITY OF LOMITA, CALIFORNIA, DOES HEREBY FIND, ORDER AND RESOLVE AS FOLLOW:

SECTION 1. Recitals:

A. The City recognizes the value in using social media sites to broaden communication regarding government services and facilitate greater citizen engagement.

B. The City encourages the use of social media to further the goals of the City and its departments through the dissemination of information about the City’s mission, activities, program, policies, and services for members of the public.

C. The purpose of the City’s Social Media policy is to establish procedures of the City’s presence on social media sites and public input is encouraged on the City’s social media sites, provided users of the sites adhere to the Social Media Public Disclaimer/Terms of use.

SECTION 2. The City Council hereby adopts the City’s Social Media Policy including the Social Media Public Disclaimer/Terms of Use, attached hereto as Exhibit “A”.

SECTION 3. This Resolution shall take effect immediately upon its adoption.

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

PASSED, APPROVED, and ADOPTED, this 17th day of June 2025. __________________________
Mark A. Waronek, Mayor
ATTEST:

Kathleen Horn Gregory, MMC, City Clerk
APPROVED AS TO FORM:
_________________________________
Trevor Rusin, City Attorney
Tuesday, June 17, 2025 Reg CC MTG, Page *234
Attachment No. 1

CITY OF LOMITA

SOCIAL MEDIA USE POLICY, STANDARDS AND PROCEDURES

POLICY STATEMENT
Purpose
To address the fast-changing landscape of the Internet and the way residents and businesses communicate and obtain information about the City of Lomita online, the City of Lomita (the “City”) may consider using social media tools to reach a broader audience. The City encourages the use of social media to further the goals of the City and the missions of its departments, where appropriate.

The City has an overriding interest and expectation in deciding what is “announced” or "spoken" on behalf of the City on social media sites. This policy establishes internal procedures for the use of social media.

Definition of "Social Media": "Social media," "Web 2.0," and "E-Gov" are terms used interchangeably to refer to activities that integrate technology, social interaction, and content creation. Social media includes, but is not limited to, platforms such as Facebook, Instagram, X (formerly known as Twitter), Nextdoor, YouTube, TikTok, LinkedIn, and similar applications that allow users to generate, organize, share, and comment on content.

General
• All of the City’s social media sites that are posted by departments and offices will be subject to approval by the City’s Assistant City Manager or designee. • The City's website (http://www.Lomitacity.com) will remain the City's primary and predominant internet presence.
• The most appropriate uses of social media tools are as informational channels to increase the City's ability to broadcast its messages to the widest possible audience. • Wherever possible, content posted to the City’s social media sites will also be made available on the City's website.
• Wherever possible, content posted to the City’s social media sites must contain hyperlinks directing users back to the City's official website for in-depth information, forms, documents or online services necessary to conduct business with the City of Lomita. • The City’s website will contain a splash page wherein the splash page comes up when a user or visitor on the City’s website clicks on a link leading to another site outside of the City’s website so that the user or visitor is informed that by following the link, the user or visitor will in fact be leaving the City’s website.
• As is the case for the City's website, the City’s Assistant City Manager or designee will be responsible for the content and upkeep (including maintenance and monitoring) of any social media site that the City has created.
• The City’s social media sites shall comply with all appropriate City of Lomita policies and procedures.
• The City’s social media sites shall comply with the City’s conflict of interest code and applicable ethics rules and policies.
• The City’s social media sites are subject to the California Public Records Act and all other applicable local, state, and federal laws. Any content maintained in a social media format that is related to City business, including a list of subscribers and posted communication (with certain exceptions), is a public record.

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• The City Clerk’s Department is responsible for responding completely and accurately to any public records request for public records on social media; provided, however, such requests shall be handled in collaboration with the City Attorney’s Office. Content related to City business shall be maintained in an accessible format and so that it can be produced in response to a request (see the City’s X, Facebook and Video Posting standards).

Wherever possible, such sites shall clearly indicate that any articles and any other content posted or submitted for posting may be or are subject to public disclosure upon request.

Users shall be notified that public disclosure requests must be directed to the City Clerk’s Office.
• California law and relevant City records retention schedules apply to social media formats and social media content. Unless otherwise addressed in a specific social media standards document, the City department (in coordination with the City Clerk’s Office) maintaining a site shall preserve records required to be maintained pursuant to a relevant records retention schedule for the required retention period on a City server in a format that preserves the integrity of the original record and is easily accessible. Appropriate retention formats for specific social media tools are detailed in the City’s X, Facebook and Video Posting standards.
• It is not intended to use social media sites in a way that guarantees the right to protected free speech. The City’s Assistant City Manager or designee is responsible for monitoring postings, and taking appropriate action when necessary, to protect general site visitors from inappropriate or technically harmful information and links. • Users and visitors to the City’s social media sites shall be notified that the intended purpose of the site is to serve as a means of communication between the City and members of the public. The City’s social media site articles, posts and comments containing any of the following forms of content shall not be allowed and shall be removed as soon as possible:
o Profane language or content, including threatening or defaming any person or organization
o Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability or sexual orientation o Sexual content or links to sexual content
o Solicitations of commerce
o Conduct or encouragement of illegal activity
o Information that may compromise the safety or security of the public or public systems
o Content that violates a legal ownership interest of any other party • Users shall be informed by posting to the City’s social media sites that the City disclaims any and all responsibility and liability for any materials that the City deems inappropriate for posting, which cannot be removed in an expeditious and otherwise timely manner. • These guidelines must be displayed to users or made available by hyperlink. Any content removed based on these guidelines must be retained, including the time, date and identity of the poster when available (see the City’s X, Facebook and Video Posting standards), in accordance with the City’s policy on the retention of such information. • The City reserves the right to restrict or remove any content that is deemed in violation of this policy or any applicable law and, the City reserves the right to remove any user or visitor who violates this policy.
• The City will approach the use of social media tools as consistently as possible, enterprise wide.
• All new social media tools proposed for City use will be approved by the Assistant City Manager or designee.

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PROCEDURES
Administration of the City’s Social Media Sites
• The Assistant City Manager or designee will maintain a list of social media tools which are approved for use by the City.
• The Assistant City Manager or designee will maintain a list of the City’s social media sites, including login and password information.
• The City must be able to immediately edit or remove content from social media sites. • For each social media tool approved for use by the City the following documentation will be developed and adopted:
o Operational and use guidelines
o Standards and processes for managing accounts on social media sites o City branding standards
o Enterprise-wide design standards
o Standards for the administration of social media sites o Social Media Standards
The following social media tools are hereby approved by the City and standards have been developed for their use:

X - X Standard
Facebook - Facebook Standard
Instagram- Instagram Standard
Nextdoor – Nextdoor Standard
Video - Video Posting Standard
The use of other sites must be approved by the Assistant City Manager or designee.

X STANDARD
Purpose
X, formerly known as Twitter, is a micro-blogging tool that allows account holders to tweet up to 140 characters of information to followers. By procuring and maintaining a X account, the City will communicate information directly to their X followers, alerting them to news and directing them to the City’s website for more information. These standards should be used in conjunction with the City's Social Media Use Policy, Standards and Procedures.

Content
• The Assistant City Manager or designee shall hold and maintain the City’s X account. • The City will have one X account unless otherwise approved by the Assistant City Manager or designee. Account information, including username(s) and password(s), shall be registered with the Assistant City Manager or designee. • The City’s X biography and/or background information will include a link to City’s website where the following disclaimer information will be posted:
o “This is an official City of Lomita X account. For more information about the City of Lomita please visit http://www.Lomitacity.com. This site is intended to serve as a mechanism for communication between the public and the department on the listed topics and as a forum to further the mission of the department. Any direct tweets to this page and its list of followers may be considered a public record which is subject to disclosure pursuant to the California Public Records Act. Public information requests must be directed to the City Clerk’s Office.” • The main image shall be the City logo, seal or an appropriate photo which will be provided by the Assistant City Manager or designee. If the City logo is not used as the main image it should be in the background section.
• The City’s X account shall serve three primary purposes:
o Disseminate immediate interesting or important information to residents of which a news item on the City’s website is not necessary or possible o Promote City-sponsored meetings, events, programs and facilities Tuesday, June 17, 2025 Reg CC MTG, Page *237
o Refer followers to a news item or content hosted at the City’s website and the City’s Facebook page
• Information posted on X shall conform to the existing protocols established by the City.

Tweets shall be relevant, timely and informative.
• X content, as much as possible, shall mirror information presented on the City’s website and other existing information-dissemination mechanisms. The Assistant City Manager or designee shall ensure that information is posted correctly the first time. • Postings will use proper grammar and standard AP style, and will avoid the use of jargon and abbreviations. X is more casual than most other communication tools, but communications must still best represent the City at all times. • The Assistant City Manager or designee shall be responsive to those constituents who communicate via X's @reply or direct message functions. • Communication with followers will be timely and consistent with existing protocols.

Archive
• The Assistant City Manager, or designee (in coordination with the City Clerk’s Office) will maintain an electronic record of any information necessary to retain for the purposes of public records retention in accordance with applicable City policy regarding retention of such information that is not available from the application.

FACEBOOK STANDARD
Purpose
Facebook, owned by Meta, is a social networking site. Businesses and government agencies have joined individuals in using Facebook to promote activities, programs, projects and events. This standard is designed for City departments looking to drive traffic to department websites and to inform more people about City activities. These standards should be used in conjunction with the Social Media Use Policy and video posting policy. As Facebook changes, these standards may be updated as needed.

Establishing a Page
If the City has determined it has a business need for a Facebook account, a request will be submitted to the Assistant City Manager or designee. Once approved, the Assistant City Manager or designee will create a basic page for the City. Applications are not to be added to the City’s Facebook page without the express written approval of the Assistant City Manager or designee.

The Assistant City Manager or designee will register the page with a City email address. Personal Facebook profiles should not be used to administrate City pages unless approved by the Assistant City Manager or designee.

Type of “Pages”
- The City will create a “page” on Facebook (not a “group”). Facebook “pages” offer distinct advantages including greater visibility, customization and measurability.

Format
• For 'type' description, choose “government.”
• The main image shall be the Department logo or an appropriate photo. It may also be the City's logo and the City logo must be one of the profile pictures. • Departments will include a mission statement or appropriate text in the introduction box on the Wall Page.
• Using the Facebook Markup Language (“FBML”) static page application, or other alternative supporting platform, a boilerplate section should contain a department/program description and the following:
o “This is an official Facebook page of the City of Lomita. For more information about the City of Lomita, please visit http://www.Lomitacity.com. This site is intended to serve as a mechanism for communication between the public and the department on the listed topics and as a forum to further the mission of the Tuesday, June 17, 2025 Reg CC MTG, Page *238
department. Any comment submitted to this page and its list of fans may be considered a public record which is subject to disclosure pursuant to the California Public Records Act. Public information requests must be directed to the City Clerk’s Office.”
• If comments are turned on, the FBML, or other alternative platform page shall also include a Comment Policy Box with the following disclaimer:
o “Comments posted to this page will be monitored and inappropriate content will be removed as soon as possible. Under the City of Lomita Social Media Use Policy, Standards and Procedures, the City reserves the right to remove inappropriate content, including, but not limited to, those items that have obscene language or sexual content, threaten or defame any person or organization, violate the legal ownership interest of another party, promote illegal activity and promote commercial services or products. The City disclaims any and all responsibility and liability for any materials that the City deems inappropriate for posting, which cannot be removed in an expeditious and otherwise timely manner.” • A link to http://www.Lomitacity.com will be included on the Information page.

Page Administrators
• A successful page requires consistent attention. The Assistant City Manager or designee will be responsible for monitoring the City’s Facebook page. Only designated administrators will make posts.
• The Assistant City Manager or designee will be responsible for assigning administrative status to other department staff members.
• The Assistant City Manager or designee will be responsible for ensuring content is not stale. The Assistant City Manager or designee will designate one or more back-up administrators.
• The Assistant City Manager or designee has the authority to de-active the Facebook page if necessary.

Comments and Discussion Boards
• Comments to the Wall generally will be allowed if the content is regularly monitored. If the Assistant City Manager or designee is unable to do so, comments to the Wall shall be turned off. Discussion Boards shall be turned off unless approved by the Assistant City Manager or designee.

Photos and Video
• The Assistant City Manager or designee may add photos and videos to the City’s Facebook page. If there are postings of photos and/or videos of the public, City staff must secure waivers by individuals depicted in the photo and/or video. Photos and/or videos of the City’s employees taken during regular office hours may be posted without obtaining waivers. Videos must follow the Video Posting Standard. • The ability for fans to post photos, videos and links shall be turned off unless approved by the Assistant City Manager or designee.

Style
• The City’s Facebook page will be based upon a template that includes consistent City branding.
• Postings will use proper grammar and standard AP style and will avoid the use of jargon and abbreviations. Facebook is more casual than most other communication tools, but communications must still best represent the City at all times.

Applications
• There are thousands of Facebook applications. Common applications can allow users to stream video and music, post photos, and view and subscribe to RSS feeds. While some may be useful to the page's mission, they can cause clutter and security risks.

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• An application must not be used unless it serves an appropriate and a valid business purpose, adds to the user experience, comes from a trusted source, and is approved by the Assistant City Manager or designee.
• An application may be removed at any time if the City determines that it is causing a security breach or spreading viruses.

Archive
• The Assistant City Manager or designee in coordination with the City Clerk’s Office will maintain an electronic record of any information necessary to retain for the purposes of public records retention in accordance with applicable City policy regarding retention of such information that is not available from the application.

INSTAGRAM STANDARD
Purpose
Instagram is a social networking site, owned by Meta, that continues to grow in popularity and functionality. This standard is designed for City departments looking to drive traffic to department websites and to inform more people about City activities. These standards should be used in conjunction with the Social Media Use Policy and video posting policy. As Instagram changes, these standards may be updated as needed.

Establishing a Profile
If the City has determined it has a business need for an Instagram account, a request will be submitted to the Assistant City Manager or designee. Once approved, the Assistant City Manager or designee will create a basic profile for the City. Applications are not to be added to the City’s Instagram profile without the express written approval of the Assistant City Manager or designee.

The Assistant City Manager or designee will register the page with a City email address.

Type of Profile
• The City will create a Business account on Instagram. Instagram Business accounts provide additional customization features and analytics tracking.

Format
• For Business account type, choose “government organization.” • The City’s profile photo will be the City's logo.
• The City’s mission statement or appropriate text will be included in the account’s bio. o “This is an official Instagram page of the City of Lomita. For more information about the City of Lomita, please visit http://www.Lomitacity.com. • A link to both http://www.Lomitacity.com and the City’s social media policy will be included on the City’s profile.

Page Administrators
• The Assistant City Manager or designee will be responsible for monitoring the City’s Instagram page. Only designated administrators will make posts. • The Assistant City Manager or designee will be responsible for ensuring content is not stale. The Assistant City Manager or designee will designate one or more back-up administrators.
• The Assistant City Manager or designee has the authority to de-active the Instagram profile if necessary.

Comments
• Comments on Instagram posts generally will be allowed if the content is regularly monitored. If the Assistant City Manager or designee is unable to do so, comments shall be turned off.

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Photos and Video
• The Assistant City Manager or designee may add photos and videos to the City’s Instagram page. If there are postings of photos and/or videos of the public, City staff must secure waivers by individuals depicted in the photo and/or video. Photos and/or videos of the City’s employees taken during regular office hours may be posted without obtaining waivers. Videos must follow the Video Posting Standard.

Style
• The City’s Instagram profile will be based upon a template that includes consistent City branding.
• Postings will use proper grammar and standard AP style, and will avoid the use of jargon and abbreviations.
• Links within a social media post will be included in the City’s bio, rather than within a post caption.

Archive
• The Assistant City Manager or designee in coordination with the City Clerk’s Office will maintain an electronic record of any information necessary to retain for the purposes of public records retention in accordance with applicable City policy regarding retention of such information that is not available from the application.

NEXTDOOR STANDARD
Purpose
Nextdoor is a social networking platform for neighborhoods that offers a way for residents to connect with each other and public agencies in their community. A wide range of public agencies share relevant and timely information through Nextdoor Agency Pages. This standard is designed for City departments looking to drive traffic to department websites and to inform more people about City activities. These standards should be used in conjunction with the Social Media Use Policy and video posting policy. As Nextdoor changes, these standards may be updated as needed.

Type of Profile
• The City will have an Agency Page on Nextdoor. As all users on Nextdoor must verify their address to join, a City has the opportunity to connect with confirmed homeowners within the City’s geographic boundaries.

Format
• The City’s profile photo will be the City's logo.
• The City’s mission statement or appropriate text will be included in the account’s bio. o “This is an official Instagram page of the City of Lomita. For more information about the City of Lomita, please visit http://www.Lomitacity.com. • A link to both http://www.Lomitacity.com and the City’s social media policy will be included on the City’s profile.

Page Administrators
• The Assistant City Manager or designee will be responsible for monitoring the City’s Nextdoor page. Only designated administrators will make posts. • The Assistant City Manager or designee will be responsible for ensuring content is not stale.
• The Assistant City Manager or designee will designate one or more back-up administrators. • The Assistant City Manager or designee has the authority to de-active the Nextdoor page if necessary.

Tuesday, June 17, 2025 Reg CC MTG, Page *241
Comments
• Comments on Nextdoor posts generally will be allowed if the content is regularly monitored. If the Assistant City Manager or designee is unable to do so, comments shall be turned off.

Photos and Video
• The Assistant City Manager or designee may add photos and videos to the City’s Nextdoor page. If there are postings of photos and/or videos of the public, City staff must secure waivers by individuals depicted in the photo and/or video. Photos and/or videos of the City’s employees taken during regular office hours may be posted without obtaining waivers. Videos must follow the Video Posting Standard.

Style
• The City’s Nextdoor page will be based upon a template that includes consistent City branding.
• Postings will use proper grammar and standard AP style, and will avoid the use of jargon and abbreviations.
• A post’s subject will be tailored for email notifications, prioritizing readability and relevance.

Archive
• The Assistant City Manager or designee in coordination with the City Clerk’s Office will maintain an electronic record of any information necessary to retain for the purposes of public records retention in accordance with applicable City policy regarding retention of such information that is not available from the application.

VIDEO POSTING STANDARD
Purpose
The City will enable access to online video content, as this is the way many residents communicate and obtain information online. Key objectives for video content shall meet one or more of the follow goals: to further the department’s mission, provide information about City services, showcase City and community events and explore City issues. The City encourages the use of video content to further the goals of the City and the missions of its departments, where appropriate. These standards should be used in conjunction with the City's Social Media Use Policy, Standards and Procedures.

Video Posting Guidelines
• The Assistant City Manager or designee will be responsible for approving the video content.
• Video quality must be comparable to DVD resolution quality 640x480 • Low quality video will be considered as long as the audio portion is clear and the content is compelling and informative.
• All videos must be posted on the City’s website.
• The City must secure a disclaimer from the author or owner or the right to use all of or part of a video if the video was not produced by the City or related entity. • Videos streamed from other sources may not be posted to the City’s website. Links to external videos are permitted, but it must only be used when content is relevant and necessary approvals are received.

Submitting Videos to Hosting Sites
• Videos may be submitted to hosting sites such as YouTube and Vimeo, as well as Facebook on a case-by-case basis under the direction of the Assistant City Manager or designee.

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• Comments posted to these sites must be monitored or the ability to post a comment shall be turned off. Comments must adhere to the guidelines stated in the Social Media Use Policy.

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CITY OF LOMITA

SOCIAL MEDIA PUBLIC DISCLAIMER / TERMS OF USE
CITY OF LOMITA’S SOCIAL MEDIA SITES ARE DESIGNATED AS LIMITED PUBLIC

FORUMS PURSUANT TO THIS POLICY
The following Public Disclaimer/Terms of Use must be displayed or linked on any City social media site. Any moderation or deletion of social media site content, including comments, must follow this policy. Comments may not be deleted solely for being critical of the City or based on viewpoints expressed, unless the comment violates any provision in this policy.

THIS SOCIAL MEDIA SITE IS DESIGNATED AS A LIMITED PUBLIC FORUM.

The purpose of the City of Lomita’s social media sites is to share news, public information, and updates regarding the activities, policies and programs of the City. However, the information and content contained on our social media site are only intended to supplement, not to replace, the information available through official City channels, in general, on the City’s official website at www.lomitacity.com.

Under no circumstance should an individual report an emergency through a direct message or comment on a City social media site. In cases of an emergency or immediate danger, please dial 9-1-1.

If you are a reporter, please direct your inquiries to the Assistant City Manager. The City does not post nor respond to media inquiries on our social media sites.

The City is not responsible for comments, remarks, messages, or other material posted to its social media sites and does not, in any way, guarantee or warrant the content, accuracy, or use of social media content from members of the public. The City specifically disclaims all liability for claims or damages that may result from any posting on its social media sites. Opinions expressed on our social media sites are those of the person posting and do not necessarily reflect the opinions, practices, or policies of the City. In no event shall the City be liable to you or anyone else for any decision made or action taken in reliance on information on our social media sites.

By accessing, viewing and/or posting content to our social media sites, you accept, without limitation or qualification, these terms and conditions of use, as well as any other terms of use required by the companies that own and operate the social media sites. Your use of our social media sites is deemed acceptance of these terms and conditions and to have the same effect as if you had physically signed an agreement.

These terms and conditions are in addition to the third-party policies, terms, and conditions of any social media provider (i.e., Facebook, Instagram, Nextdoor, etc.). The City is subject to the terms of use for this site by the provider. The City does not control the terms and conditions of the social media provider.

Your Comments Are Public and Reviewed
Our social media sites are public and viewable by everyone. Comments and shared information also become part of a public record and may be archived in order to abide with applicable laws, ediscovery requirements, and document retention policies. Information shared through our social media sites may be subject to release to those who request it through the California Public Records Act (Government Code § 6250 et seq.) or other public information statutes. Your use of our social Tuesday, June 17, 2025 Reg CC MTG, Page *244
media sites and the posting of any content is deemed a waiver by you of any rights to privacy or confidentiality.

Please be aware that the City reviews all comments after you post them. As the site is visible to all ages, the City expects individuals who leave comments to do so with respect and consideration of who may be seeing them.

Consistent with the purpose of this Limited Public Forum, the City reserves the right to moderate, monitor, remove, prohibit, restrict, block, suspend, terminate, delete, discontinue, or reject comments and access to comments if they are:
• Profane, obscene, pornographic, abusive, threatening, racist, defamatory, offensive or contains violent language
• Trolling (posts that are deliberately offensive, provocative, or disruptive and intended to hijack our content and/or deflect our information off-track) • Messages that are a violation of existing laws or regulations • Violations of the intellectual property rights of others • Spam (unsolicited messages that are usually intended as advertising or messages that are repeatedly posted on the same site)
• Attacks or calls-to-action for attacks on specific groups or individuals • Intention to harass, threaten or abuse an individual or include defamatory, derogatory, or personal attacks on any City official, employee, resident, or business • Hateful or discriminatory comments or comments that promote, foster, or perpetuate discrimination of harassment on the basis of race, ethnicity, religion, gender, disability, sexual orientation, political beliefs, or a protected class under local, state, or federal law • Links or comments containing sexually explicit content or material • Links to malicious software or sites
• Cyber-stalking or threats to an individual or organization, or intended to collect or post private information and data without disclosure (e.g., doxxing) • Messages that relate to confidential, private, or proprietary information • Messages that are contrary to the purposes of our site or the business of the City • Self-promotion
• Solicitation of funds
• Unsolicited business proposals and inquiries
• Reports of criminal or suspicious activity
• Encouragement of illegal or unlawful activity
• Posts not in compliance with our social media host’s own terms and conditions • Posts that attempt to or do take over a thread in ways that are contrary to these terms and conditions (including off-topic, random, or unintelligible posts) The above list is not necessarily exhaustive, and the City reserves the right to remove or restrict any post or comment that violates the purpose or spirit of these terms and conditions.

Individuals who comment or post to our social media sites and who repeatedly violate these terms and conditions may, among other actions, be banned, prohibited from posting future comments, or be reported to the social media provider.

The City does not edit comments for the purpose of removing objectionable or inappropriate content and leaving non-objectionable or appropriate content. If you want your comments to remain posted, please ensure that you comply with this policy.

While comments and direct messages may be posted or sent at any time because of the nature of social media, comments and messages will be routinely reviewed during regular business hours.

Information contained on our social media sites may be intercepted, recorded, read, copied, and disclosed by and to authorized personnel for any official purpose, including criminal investigations. Unauthorized access or use of our social media sites, including attempting unauthorized copying, altering, destroying, or damaging site content, may violate the Federal Computer Fraud and Abuse Act of 1986 and may subject violators to criminal, civil, and/or administrative action.

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Privacy
Do not include personally identifiable information in the body of your social media comments.

This is for your own protection and privacy.

Endorsement
The City does not endorse commercial entities, products, services, or other non-governmental organizations or individuals through social media. Any references to commercial entities, products, services, or non-governmental organizations or individuals are solely for informational purposes or posted by the social media provider.

Our Comments Are Not Legal Advice and Your Comments Are Not Official Notice Postings, interactions, and messages made through social media sites do not constitute legal advice. Likewise, anything you post is not considered an official notice or comment to the City or to any official or to any of our employees for any purpose. The City disclaims all warranties, expressed or implied, for any of the information and content provided on its social media site.

Content Use and Ownership
You may own all the comments, content, messages, and similar information that you post on our social media sites (subject to any terms or conditions of the social media provider). You are responsible for how you control the sharing of that content through the privacy and application settings of the social media provider.

By posting on our social media sites, you grant the City a non-exclusive, transferable, sublicensable, royalty-free, worldwide license to use that content. That means the City can reproduce, distribute, publish, display, and otherwise use your content. If you do not wish to have the content you have posted used, published, copied and/or reprinted, it should not be posted on our social media sites.

Advertisement and Link Disclaimer
The information provided on our social media sites and any links or references thereon are provided as a courtesy to site visitors. The City does not endorse, recommend, nor approve of any person, any product, or any service mentioned on the City’s social media sites nor referenced or contained on any other website or social media page.

The City does not endorse nor support any advertising that may be contained on its social media site nor on any of the pages of any linked or referenced sites. The City does not generally link to the following:
• Candidate or nominee sites nor sites advocating a position on City or ballot issues • Corporate commercial sites (Please note that non-profit organizations may include links to member or sponsor organizations. However, such links are not an endorsement or recommendation by the City)
• Personal home pages
External links may be provided at times and are posted only as additional information or resource material. The City does not attest to the accuracy of information provided by any links. Should you access another site through a link, you are subject to that destination site’s own privacy policy and terms of use.

Intellectual Property Use
Images, photographs, written works, and graphics used by us on our social media sites, unless otherwise noted, are the property of the City and are protected under both United States and International Copyright Laws. Our images, photographs, written works and graphics may not be reproduced, copied, transmitted or manipulated without the written permission of the City. Use of any image or content from our social media sites as the basis for any other, literary writing, Tuesday, June 17, 2025 Reg CC MTG, Page *246
photograph, or illustration (in any format) is a violation of the United States and International Copyright laws.

For questions pertaining to our intellectual property rights or for permission to reproduce our social media please contact the Assistant City Manager.

Indemnification
By using our social media sites, you agree to defend, indemnify, and hold the City and its officers, directors, employees, contractors, representatives, agents, successors and assigns harmless to the maximum extent permitted by law.

Jurisdiction
By using our social media sites, you agree that any claim or dispute relating to the posting of any content on our social media sites shall be construed in accordance with the laws of the State of California without regard to its conflict of law provisions, and you agree to be bound and shall be subject to the exclusive jurisdiction of the state and federal courts located in Los Angeles County, California.

This Policy Is Subject to Amendment
This policy may be updated or amended at any time without notice. Each time you access or use our social media sites, the policy then in place at the time of such access or use will govern your usage and posting.

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1 TO: City Council
FROM: Andrew Vialpando, City Manager
PREPARED BY: Adrian Fernandez, Community and Economic Development Director
MEETING DATE: June 17, 2025
SUBJECT: Development Impact Fee Nexus Study for Parks and Sewer Facilities

RECOMMENDATION
Adopt Resolution No. 2025-23 approving the Development Impact Fee Nexus Study for Parks and Sewer Facilities and finding the action to be categorically exempt from the California Environmental Quality Act (CEQA)

BACKGROUND
On February 28, 2022, the City Council amended the contract agreement with Willdan Financial Service (Willdan) to update the existing park and recreation facilities impact fee and establish a sewer facilities impact fee. Many cities have comprehensive development impact fee programs meant to require new development to offset future impacts on various public infrastructure including parks and recreation, water and sewer. Based on Willdan’s review, it was recommended that the parks and recreation facilities fee be updated, and a new sewer facilities fee be established.

At its meeting on March 18, 2025, Willdan presented the findings of the Development Impact Fee Nexus Study to the City Council (Attachment A). At the Council meeting, it was suggested that Willdan provide a comparison of similar development impact fees applied by other nearby cities. A Development Impact Fee Comparison Survey is included (Attachment B).

DISCUSSION
A development impact fee is imposed to mitigate the impacts of new development on the community. Development impact fees must have an “essential nexus” to the government’s land-use interest and “rough proportionality” to the development’s impact on the land-use interest. This means development impact fees must be directly related to

CITY OF LOMITA

CITY COUNCIL REPORT
Item No. PH 9a
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2 the type of development being requested and the amount must be proportionate to the requested development.

A city imposes public facilities fees under authority granted by the Mitigation Fee Act (the Act), contained in California Government Code Sections 66000 et seq. When imposing such a fee, a local agency must make certain specific findings as outlined by the Act. As a basis for such findings, local agencies typically prepare a fee study.

The Development Impact Fee Nexus Study does the following:
• Identifies the purpose of each development impact fee; • Identifies the use to which each development impact fee is to be put; • Identifies all public facilities that will be financed by the respective development impact fee;
• Determines how there is a reasonable relationship between each development impact fee’s use and the type of development project on which the respective development impact fee is imposed; and,
• Determines how there is a reasonable relationship between the need for the public facility and the type of development project on which the particular development impact fee is imposed.

The action recommended by staff in this report is for the City Council to approve the adoption of the nexus study. The City Council will consider amending the City’s fee scheduled to update it impact fees a subsequent meeting. The adoption of the nexus study does not commit the City Council to adopt or change impact fees.

Current Development Impact Taxes
Over the years, the City has adopted the following impact fees in a form of tax. These taxes predate the current requirement for establishing a nexus study to justify the exaction of development related fees and are collected into the City’s General Fund. These taxes are not easily updated as they require a two-third vote. It is recommended that these fees remain unchanged.

Table 1 – Existing Impact Taxes
Type of Tax Applicability Amount Notes Adoption
Date
Dwelling Unit -
Trailer Space -
Development Tax Commercial or industrial
unit $1,000 $1,000 for each 5,000 square feet
over 5,000 square
feet
6-18-90
Parkway Tree Tax
Valuations over $10,000 $275 1 tree for each 50
feet of any street
frontage
2-7-00
Park and Recreation
Facilities Tax
Dwelling Unit $300 -
6-21-76
Single Family Unit
Duplex
1% of valuation

1.25% of valuation
-
Water Facility Tax
Apartment (2-story) 1.5 valuation -
2-22-77
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3 Apartment (3-stories
and over)
2 percent of valuation -
Commercial and
industrial

1.5% of valuation -
Road Improvement
Mitigation
Valuation over $35,000 Cost to construct curb,
gutter, and sidewalk
-
-
Development Impact Fee Schedule Summary
The tables below summarize the development impact fees that meet the City’s identified needs and comply with the requirements of the Mitigation Fee Act.

Table 2 – Park Facilities Justifiable Impact Fee
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4 Table 3 – Sewer Facilities Justifiable Impact Fee

ENVIRONMENTAL REVIEW
The recommended action is not considered a project as defined by CEQA pursuant to CEQA regulation 15061(b)(3).

FISCAL IMPACT
The fee study will support future revenue to cover the cost of park and sewer facilities impacts in correlation with new development. The total amount expected to be collected from development impact fees depend on the fees established by the City and future development. The adoption of the nexus study on its own will not result in an impact to the budget.

OPTIONS

1. Approve recommended action

2. Provide alternate direction

ATTACHMENTS
A. Development Impact Fee Nexus Study
B. Development Impact Fee Comparison Survey
C. Resolution
D. Current Development Impact Taxes
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5 Approved by: Prepared by:
.
_______________________ ______________________
Andrew Vialpando Adrian Fernandez
City Manager Community and Economic Development Director Tuesday, June 17, 2025 Reg CC MTG, Page *252

CITY OF LOMITA

DEVELOPMENT IMPACT FEE NEXUS
STUDY

ADMINISTRATIVE DRAFT
JANUARY 31, 2025
Oakland Office Corporate Office Other Regional Offices
66 Franklin Street 27368 Via Industria Aurora, CO
Suite 300 Suite 200 Orlando, FL
Oakland, CA 94607 Temecula, CA 92590 Phoenix, AZ
Tel: (510) 832-0899 Tel: (800) 755-6864 Plano, TX
Fax: (888) 326-6864 Seattle, WA
Washington, DC
www.willdan.com

ATTACHMENT A
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i

TABLE OF CONTENTS
EXECUTIVE SUMMARY .......................................................................... 3 Background and Study Objectives 3
Facility Standards and Costs 3
Use of Fee Revenues 4
Development Impact Fee Schedule Summary 4
Other Funding Needed 4

1. INTRODUCTION ........................................................................... 6 Public Facilities Financing in California 6
Study Objectives 6
Fee Program Maintenance 7
Administrative Costs 7
Study Methodology 7
Types of Facility Standards 8
New Development Facility Needs and Costs 8
Organization of the Report 9

2. GROWTH FORECASTS ............................................................... 10 Land Use Types 10
Existing and Future Development 10
Occupant Densities 11

3. PARK FACILITIES....................................................................... 13 Service Population 13
Existing Parkland and Park Facilities Inventory 13
Parkland and Park Facilities Unit Costs 14
Parkland and Park Facility Standards 15
Mitigation Fee Act 15
Quimby Act 15
City of Lomita Parkland and Park Facilities Standards 16 Facilities Needed to Accommodate New Development 16
Park Facilities Cost per Capita 17
Use of Fee Revenue 18
Fee Schedule 18

4. SEWER FACILITIES.................................................................... 20 Sewer Demand 20
EDU Generation by New Development 21
Facility Needs and Costs 21
Cost per EDU 23
Fee Schedule 23

5. AB 602 REQUIREMENTS............................................................ 24 Tuesday, June 17, 2025 Reg CC MTG, Page *255
City of Lomita Development Impact Fee Nexus Study Update ii
Compliance with AB 602 24
66016.5. (a) (2) - Level of Service 24
66016.5. (a) (4) – Review of Original Fee Assumptions 24 66016.5. (a) (5) – Residential Fees per Square Foot 24
66016.5. (a) (6) – Capital Improvement Plan 25

6. IMPLEMENTATION...................................................................... 26 Impact Fee Program Adoption Process 26
Inflation Adjustment 26
Reporting Requirements 26
Programming Revenues and Projects with the CIP 26

7. MITIGATION FEE ACT FINDINGS.................................................. 27 Purpose of Fee 27
Use of Fee Revenues 27
Benefit Relationship 27
Burden Relationship 28
Proportionality 28
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3 Executive Summary
This report summarizes an analysis of development impact fees needed to support future development in the City of Lomita through 2045. It is the City’s intent that the costs representing future development’s share of public facilities and capital improvements be imposed on that development in the form of a development impact fee, also known as a public facilities fee. The public facilities and improvements included in this analysis are divided into two fee categories:
parks and sewer facilities.

Background and Study Objectives
The primary policy objective of a development impact fee program is to ensure that new development pays the capital costs associated with growth. The primary purpose of this report is to calculate and present fees that will enable the City to expand its inventory of public facilities, as new development creates increases in service demands.

The City imposes public facilities fees under authority granted by the Mitigation Fee Act (the Act), contained in California Government Code Sections 66000 et seq. This report provides the necessary findings required by the Act for adoption of the fees presented in the fee schedules contained herein.

The Mitigation Fee Act findings required to implement impact fees in California demonstrate the essential nexus between new development and a fee to fund facilities needed to serve that development. The term essential nexus refers to the relationship between new development and the need for facilities (and corresponding impact fees) to serve that development. The findings also require that this study demonstrates rough proportionality of the fees- meaning that the amount of the exactions must roughly correspond to the burden placed on the government, resulting from the proposed development project. To ensure that fees are roughly proportional to demand for facilities from new development, this study first allocates facilities costs to new development using the allocation methods described below, then to individual units of new development based on the demand characteristics of each unit, by land use type. This is described in detail in each chapter and summarized in Chapter 7.

All development impact fee-funded capital projects should be programmed through the City’s Capital Improvement Plan (CIP). Using a CIP can help the City identify and direct its fee revenue to public facilities projects that will accommodate future growth. By programming fee revenues to specific capital projects, the City can help ensure a reasonable relationship between new development and the use of fee revenues as required by the Mitigation Fee Act.

Facility Standards and Costs
This study uses two approaches to calculate facilities standards and allocate the costs of planned facilities to accommodate growth in compliance with the Mitigation Fee Act requirements.

The planned facilities approach allocates costs based on the ratio of planned facilities that serve new development to the increase in demand associated with new development. This approach is appropriate when specific planned facilities that only benefit new development can be identified, or when the specific share of facilities benefiting new development can be identified. Examples include street improvements to avoid deficient levels of service or a sewer trunk line extension to a previously undeveloped area. This approach is used for the sewer facilities fees in this report.

The existing inventory approach is based on a facility standard derived from the City’s existing level of facilities and existing demand for services. This approach results in no facility deficiencies attributable to existing development. This approach is often used when a long-range plan for new facilities is not available. The quantity and type of facilities needed to serve growth is identified in Tuesday, June 17, 2025 Reg CC MTG, Page *257
City of Lomita Development Impact Fee Nexus Study Update 4 the nexus study. Specific facilities to serve growth will be identified through the City’s annual capital improvement plan and budget process and/or completion of a new facility master plan.

This approach is to calculate the park facilities fees in this report.

Use of Fee Revenues
The Mitigation Fee Act requires that this analysis “Identify the use to which the fee is to be put. If the use is financing public facilities, the facilities shall be identified. That identification may, but need not, be made by reference to a capital improvement plan as specified in Section 65403 or 66002, may be made in applicable general or specific plan requirements, or may be made in other public documents that identify the public facilities for which the fee is charged.”1 Each chapter in this report identifies the appropriate use of impact fee revenues for each particular impact fee category.

Impact fee revenue must be spent on new facilities or expansion of current facilities to serve new development. Facilities can be generally defined as capital acquisition items with a useful life greater than five years. Impact fee revenue can be spent on capital facilities to serve new development, including but not limited to land acquisition, construction of buildings, infrastructure, the acquisition of vehicles or equipment, information technology, software licenses and equipment.

Development Impact Fee Schedule Summary
Table E.1 summarizes the development impact fees that meet the City’s identified needs and comply with the requirements of the Mitigation Fee Act.

Table E.1: Maximum Justified Impact Fee Schedule
Land Use
Parks
(Subdivisions)1
Parks
(Infill)2
Sewer
Facilities
Total
(Subdivisions)
Total
(Infill)
Residential per Sq. Ft. $ 29.07 $ 7.06 $ 1.75 $ 30.83 $ 8.81 Nonresidential per Sq. Ft.

Restaurant $ - $ - $ 12.00 $ - $ 12.00
Commercial/Retail - - 2.24 - 2.24
Office - - 1.20 - 1.20
1 Includes fee in-lieu of land dedication charged under the Quimby Act. 2 Includes fee for land acquisition charged under the Mitigation Fee Act.

Sources: Tables 3.8 and 4.5.

Other Funding Needed
Impact fees may only fund the share of public facilities related to new development in Lomita.

They may not be used to fund the share of facility needs generated by existing development or by development outside of the City. As shown in Table E.2, approximately $252,300 in additional funding will be needed to complete the facility projects the City currently plans to develop. The “Additional Funding Required” column shows non-impact fee funding required to fund a share of 1 California Government Code §66001 (a) (2).

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City of Lomita Development Impact Fee Nexus Study Update 5 the improvements partially funded by impact fees. Non-fee funding is needed because these facilities are needed partially to remedy existing deficiencies and partly to accommodate new development.

The City will need to develop alternative funding sources to fund existing development’s share of the planned facilities. Potential sources of revenue include but are not limited to existing or new general fund revenues, existing or new taxes, special assessments, and grants.

Table E.2: Non-Impact Fee Funding Required
Fee Category
Net Project
Cost
Projected
Impact Fee
Revenue
Additional
Funding
Required
Parks1$ 39,172,000 $39,172,000 $ -
Sewer Facilities 8,881,613 8,629,313 252,300
Total $ 48,053,613 $ 47,801,313 $ 252,300
Sources: Tables 3.6, 4.3.
1 Assumes that all development w ill be infill development. Fee revenue and associated project costs may be higher and is dependant on amount of development subject to Quimby Act. See Table 3.6 for more detail.

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6 1. Introduction
This report presents an analysis of the need for public facilities to accommodate new development in the City of Lomita. This chapter provides background for the study and explains the study approach under the following sections:
• Public Facilities Financing in California;
• Study Objectives;
• Fee Program Maintenance;
• Study Methodology; and,
• Organization of the Report.

Public Facilities Financing in California
The changing fiscal landscape in California during the past 45 years has steadily undercut the financial capacity of local governments to fund infrastructure. Four dominant trends stand out:
• The passage of a string of tax limitation measures, starting with Proposition 13 in 1978 and continuing through the passage of Proposition 218 in 1996; • Declining popular support for bond measures to finance infrastructure for the next generation of residents and businesses;
• Unfunded state and federal mandates; and,
• Steep reductions in federal and state assistance.

Faced with these trends, many cities and counties have had to adopt a policy of “growth pays its own way.” This policy shifts the burden of funding infrastructure expansion from existing ratepayers and taxpayers onto new development. This funding shift has been accomplished primarily through the imposition of assessments, special taxes, and development impact fees also known as public facilities fees. Assessments and special taxes require the approval of property owners and are appropriate when the funded facilities are directly related to the developing property. Development impact fees, on the other hand, are an appropriate funding source for facilities that benefit all development jurisdiction-wide. Development impact fees need only a majority vote of the legislative body for adoption.

Study Objectives
The primary policy objective of a public facilities fee program is to ensure that new development pays the capital costs associated with growth. Economic Development Policy 6 of the City’s General Plan states “The City will oversee maintenance or expansion of the infrastructure to keep pace with the development envisioned under the Land Use Plan.” The primary purpose of this report is to update the City’s park impact fees, and establish a sewer facilities fee based on the most current available facility plans and growth projections. The proposed fees will enable the City to expand the provision of public facilities and infrastructure as new development leads to increases in service demands. This report supports the General Plan policy stated above.

The City imposes public facilities fees under authority granted by the Mitigation Fee Act (the Act), contained in California Government Code Sections 66000 et seq. This report provides the necessary findings required by the Act to demonstrate the essential nexus between new development and the impact fees needed to support that development. The findings demonstrate Tuesday, June 17, 2025 Reg CC MTG, Page *260
City of Lomita Development Impact Fee Nexus Study
7 that the fees are proportional to demand for facilities from new development and are necessary to allow the City to adopt the fee schedules presented in this report.

Lomita is forecast to have moderate growth through this study’s planning horizon of 2045. This growth will create an increase in demand for public services and the facilities required to deliver them. Given the revenue challenges described above, Lomita has decided to use a development impact fee program to ensure that new development funds the share of facility costs associated with growth. This report makes use of the most current available growth forecasts and capital facilities planning documents to update the City’s existing fee program to ensure that the fee program accurately represents the facility needs resulting from new development.

Fee Program Maintenance
Once a fee program has been adopted it must be properly maintained to ensure that the revenue collected adequately funds the facilities needed by new development. To avoid collecting inadequate revenue, the inventories of existing facilities and costs for planned facilities must be updated periodically for inflation, and the fees recalculated to reflect the higher costs. The use of established indices for each facility included in the inventories (land, buildings, and equipment), such as the California Construction Cost Index, is necessary to accurately adjust the impact fees.

While fee updates using inflation indices are appropriate for annual or periodic updates to ensure that fee revenues keep up with increases in the costs of public facilities, it is recommended to conduct more extensive updates of the fee documentation and calculation (such as this study) when significant new data on growth forecasts and/or facility plans become available. For further detail on fee program implementation, see Chapter 6.

Administrative Costs
The administration of an impact fee program to comply with the requirements of the Mitigation Fee Act imposes costs on the City for capital budgeting, fee adjustments, mandated annual reports and 5-year reviews of the impact fee program, as well as periodic impact fee update studies and legal review. It is common practice in California for cities to add a small administrative charge to impact fees to cover those costs. These costs are primarily City staff costs necessary to administer the impact fee program.

This study assumes 1% of the maximum justified fee to estimate the administrative costs associated with the fee program. To validate this assumption, Willdan reviewed the administrative costs associated with other cities in California in FY2022-23. Those costs ranged from 1.32% to

1.52% of collected impact fee revenue in the other jurisdictions. Thus, the assumed 1.0% of fee revenue is conservative.

Study Methodology
Development impact fees are calculated to fund the cost of facilities required to accommodate growth. The six steps followed in this development impact fee study include:

1. Estimate existing development and future growth: Identify a base year for existing development and a growth forecast that reflects increased demand for public facilities;

2. Identify facility standards: Determine the facility standards used to plan for new and expanded facilities;

3. Determine facilities required to serve new development: Estimate the total amount of planned facilities, and identify the share required to accommodate new development;
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City of Lomita Development Impact Fee Nexus Study
8 4. Determine the cost of facilities required to serve new development: Estimate the total amount and the share of the cost of planned facilities required to accommodate new development;

5. Calculate fee schedule: Allocate facilities costs per unit of new development to calculate the development impact fee schedule; and

6. Identify alternative funding requirements: Determine if any non-fee funding is required to complete projects.

The key public policy issue in development impact fee studies is the identification of facility standards (step #2, above). Facility standards document a reasonable relationship between new development and the need for new facilities. Standards ensure that new development does not fund deficiencies associated with existing development.

Types of Facility Standards
There are three separate components of facility standards:
 Demand standards determine the amount of facilities required to accommodate growth, for example, park acres per thousand residents, square feet of library space per capita, or gallons of water per day. Demand standards may also reflect a level of service such as the vehicle volume-to-capacity (V/C) ratio used in traffic planning.  Design standards determine how a facility should be designed to meet expected demand, for example, park improvement requirements and technology infrastructure for City office space. Design standards are typically not explicitly evaluated as part of an impact fee analysis but can have a significant impact on the cost of facilities. Our approach incorporates the cost of planned facilities built to satisfy the City’s facility design standards.
 Cost standards are an alternate method for determining the amount of facilities required to accommodate growth based on facility costs per unit of demand. Cost standards are useful when demand standards were not explicitly developed for the facility planning process. Cost standards also enable different types of facilities to be analyzed based on a single measure (cost or value) and are useful when different facilities are funded by a single fee program. Examples include facility costs per capita, cost per vehicle trip, or cost per gallon of water per day.

New Development Facility Needs and Costs
A number of approaches are used to identify facility needs and costs to serve new development.

This is often a two-step process: (1) identify total facility needs, and (2) allocate to new development its fair share of those needs.

This study uses two methods for determining new development’s fair share of planned facilities costs: the planned facilities method, and the existing inventory method. The formula used by each approach and the advantages and disadvantages of each method is summarized below:

Planned Facilities Method
The planned facilities method allocates costs based on the ratio of planned facility costs to demand from new development as follows:

Cost of Planned Facilities
New Development Demand
This method is appropriate when planned facilities will entirely serve new development, or when a fair share allocation of planned facilities to new development can be estimated. An example of the former is a Wastewater trunk line extension to a previously undeveloped area. An example of the = $/unit of demand
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City of Lomita Development Impact Fee Nexus Study
9 latter is a portion of a roadway that has been identified as necessary to mitigate the impact from new development through traffic modeling analysis. Under this method new development will fund the expansion of facilities at the standards used in the applicable planning documents. This approach is used for the sewer facilities fees in this report.

Existing Inventory Method
The existing inventory method allocates costs based on the ratio of existing facilities to demand from existing development as follows:

Current Value of Existing Facilities
Existing Development Demand
Under this method new development will fund the expansion of facilities at the same standard currently serving existing development. By definition the existing inventory method results in no facility deficiencies attributable to existing development. This method is often used when a longrange plan for new facilities is not available. The quantity and type of facilities needed to serve growth is identified in the nexus study. Specific facilities to serve growth will be identified through the City’s annual capital improvement plan and budget process and/or completion of a new facility master plan. This approach is to calculate the park facilities fees in this report.

Organization of the Report
The determination of a public facilities fee begins with the selection of a planning horizon and development of growth projections for population and employment. These projections are used throughout the analysis of different facility categories and are summarized in Chapter 2.

Chapters 3 and 4 identify facility standards and planned facilities, allocate the cost of planned facilities between new development and other development, and identify the appropriate development impact fee for parks and sewer facilities, respectively.

Chapter 5 describes how this study complies with the requirements of AB 602.

Chapter 6 details the procedures that the City must follow when implementing a development impact fee program. Impact fee program adoption procedures are found in California Government Code Sections 66016 through 66018.

The five statutory findings required for adoption of the proposed public facilities fees in accordance with the Mitigation Fee Act are documented in Chapter 7. = $/unit of demand
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10 2. Growth Forecasts
Growth projections are used as indicators of demand to determine facility needs and allocate those needs between existing and new development. This chapter explains the source for the growth projections used in this study based on a 2024 base year and a planning horizon of General Plan buildout, which is not assigned a particular year.

Estimates of existing development and projections of future growth are critical assumptions used throughout this report. These estimates are used as follows:
• The estimate of existing development in 2024 is used as an indicator of existing facility demand and to determine existing facility standards. • The estimate of total development in 2045 is used as an indicator of future demand to determine total facilities needed to accommodate growth and remedy existing facility deficiencies, if any.
• Estimates of growth from 2024 through buildout are used to (1) allocate facility costs between new development and existing development, and (2) estimate total fee revenues.

The demand for public facilities is based on the service population, dwelling units or nonresidential development creating the need for the facilities.

Land Use Types
To ensure a reasonable relationship between each fee and the type of development paying the fee, growth projections distinguish between different land use types. The land use types that impact fees have been calculated for are defined below. • Residential: All residential dwelling units. Fees charged per square foot of living space.
• Restaurant: All food service establishments.
• Commercial/Retail: All commercial, retail, educational, and hotel/motel development, excluding restaurant development.
• Office: All general, professional, and medical office development.

Some developments may include more than one land use type, such as a mixed-use development with both residential and commercial uses. Another similar situation would be a warehousing facility that contains office space. In those cases, the facilities fee would be calculated separately for each land use type included within the building.

The City has the discretion to determine which land use type best reflects a development project’s characteristics for purposes of imposing an impact fee and may adjust fees for special or unique uses to reflect the impact characteristics of the use.

Existing and Future Development
Table 2.1 shows the estimated number of residents, dwelling units, employees, and building square feet in Lomita, both in 2024 and in 2045.

The base year estimates of residents and dwelling units come from the California Department of Finance. The projection of total dwelling units and residents in 2045 is identified in Table LU-1 of the City’s draft General Plan Update.

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11 Base year employees were estimated based on data obtained from the U.S. Census Bureau’s OnTheMap Application. The projection of total employment in 2045 is identified in Table LU-1 of the City’s draft General Plan Update.

Existing nonresidential building square feet are identified Table 2-3 of the City’s General Plan EIR. Total square feet in 2045 are identified in General Plan Table LU-1, and assume that 10% of building square feet are restaurant, 60% are retail and 30% are office, based on the Table 6-5 from the City’s Sanitary Sewer Master Plan.

Table 2.1: Demographic Assumptions
2024 2045 Increase
Residents 1 20,120 29,459 9,339
Dwelling Units 2
Single Family 5,070 6,313 1,243
Multifamily 3,546 4,846 1,300
Total 8,616 11,159 2,543

Employment 3 3,035 3,888 853
Building Square Feet (1,000s) 4
Restaurant 253 311 58
Retail 1,516 1,866 350
Office 758 933 175
Total 2,527 3,111 583
1 Current population from California Department of Finance. 2045 projection from General Plan Table LU-1.
2 Current values from California Department of Finance. 2045 projection from General Plan Table LU-1.
4 Existing building square feet identified General Plan EIR Table 2-3. 2045 building square feet identified in General Plan Table LU-1. Assumes 10% of building square feet are restaurant, 60% are retail and 30% are office, based on Sanitary Sew er Master Plan Table 6-5.
3 Current estimates of primary jobs from the US Census' OnTheMap. 2045 projection from General Plan Table LU-1.

Sources: California Department of Finance, Table E-5, 2024; City of Lomita General Plan Table LU-1; General Plan EIR Table 2-3; Lomita Sanitary Sew er Master Plan Table 6-5; Willdan Financial Services.

Occupant Densities
Park fees in this report are calculated based on residential square footage. Occupant density assumptions ensure a reasonable relationship between the size of a development project, the increase in service population associated with the project, and the amount of the fee. The densities ensure that the fee per unit of new development is roughly proportional to the demand for facilities from various types of development. The average occupant density factor used in this report are shown in Table 2.2. The residential density factor was calculated using the most recent data from the American Community Survey specifically for the City of Lomita.

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12 Table 2.2: Occupant Density
Residential 2.64 Residents per dwelling unit
Sources: City of Lomita General Plan Table LU-1; Willdan Financial Services.

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13 3. Park Facilities
The purpose of the park facilities impact fee is to fund the park facilities needed to serve new development. The maximum justified impact fee is presented based on the existing standard of park facilities per capita. Fee revenue would be used to expand the provision of parks to meet demand from future development. The essential nexus for this facility category is between the demand for City parks from the projected increase in residents and the additional parks needed to meet those service demands. The fees are roughly proportional to demand because they ensure that new development can maintain the City’s existing ratio of park acres to residents, and the fees are scaled based on the number of residents occupying a new dwelling unit. A fee in-lieu of parkland dedication charged under the Quimby Act is also included in this chapter.

Service Population
Park and recreation facilities in Lomita primarily serve residents. Therefore, demand for services and associated facilities is based on the City’s residential population. Table 3.1 shows the existing and future projected service population for park facilities.

Table 3.1: Park Facilities Service
Population
Residents
Existing (2024) 20,120
Growth (2024 to 2045) 9,339
Total (2045) 29,459
Source: Table 2.1.

Existing Parkland and Park Facilities Inventory
The City of Lomita maintains several parks throughout the city. Table 3.2 summarizes the City’s existing parkland inventory in 2024. All facilities are owned by the City. In total, the inventory includes a total of 12.93 acres of City-owned parkland.

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14 Table 3.2: Park Land Inventory
Name
Developed
Acres
Undeveloped
Acres Total
Annex Park 0.20 - 0.20
City Hall Lawn 0.56 - 0.56
Hathaway Park 1.00 - 1.00
Irene Lewis Park - 0.90 0.90
Lomita Park 9.40 - 9.40
Louis and William J. Teuchert Park 0.40 - 0.40
Metro Park - 0.10 0.10
Narbonne Plaza 0.17 - 0.17
Veterans Park 0.20 - 0.20
Total 11.93 1.00 12.93
Source: City of Lomita.

Table 3.3 summarizes the City’s inventory of special use park facilities. These facilities represent improvements that are not considered typical park amenities. The total replacement cost of the special use facilities inventory is divided by the existing developed park acreage to determine the special use facilities cost per developed park acre.

Table 3.3: Special Use Facilities Inventory
Description Quantity Units Unit Cost
Total
Replacement
Cost
Gymnasium / Community Center 7,200 Sq. Ft. $ 423 $ 3,042,270 Park Office - Stephenson Center 3,500 Sq. Ft. 272 951,930 Teuchert Park Residence 884 Sq. Ft. 175 154,875
Teuchert Park Residence Shed 320 Sq. Ft. 34 11,025
Teuchert Park Residence Garage 320 Sq. Ft. 34 11,025
Total 12,224 $ 4,171,125
Total Developed Park Acres 11.93
Special Use Facilities Cost per Developed Park Acre $ 349,600 Sources: City of Lomita, CJPIA Property Schedule, 2022; Table 2, Willdan Financial Services.

Parkland and Park Facilities Unit Costs
Table 3.4 displays the unit costs necessary to develop parkland in Lomita. The cost of improving a acre of parkland with standard park improvements is based on Willdan’s recent experience with other clients in Southern California. The assumed cost of land acquisition of $5.5 million per acre is based on land sales comparisons in Lomita from the previous fire years, as reported by CoStar.

In total, this analysis assumes that it costs $6.6 to acquire and develop an acre of parkland in Lomita.

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15 Table 3.4: Park Facilities Unit Costs
Cost
Per Acre
Standard Park Improvements1$ 750,000
Special Use Facilities 349,600
Total Improvement Cost per Acre 1,099,600 $
Land Acquisition 5,537,300
Total Cost per Acre $ 6,636,900
Sources: City of Lomita; Costar; Willdan Financial Services. 2 Acquisition cost per acre based on average cost per acre indicated by sales comparisons w ithin the past five years as reported by Costar.
1 Improvement cost per acre based on Willdan's experience w ith other Southern California clients.

Parkland and Park Facility Standards
Park facility standards establish a reasonable relationship between new development and the need for expanded parkland and park facilities. Information regarding the City’s existing inventory of existing parks facilities was obtained from City staff.

The most common measure in calculating new development’s demand for parks is the ratio of park acres per resident. In general, facility standards may be based on the Mitigation Fee Act (using a city’s existing inventory of parkland and park facilities), or an adopted policy standard contained in a master facility plan or general plan. Facility standards may also be based on a land dedication standard established by the Quimby Act.
2 In this case, the City will use the Mitigation
Fee Act to impose park impact fees for development not occurring in subdivisions and will use the Quimby Act for development occurring in subdivisions.

Mitigation Fee Act
The Mitigation Fee Act does not dictate use of a particular type or level of facility standard for public facilities fees. To comply with the findings required under the law, facility standards must not burden new development with any cost associated with facility deficiencies attributable to existing development.3 In this case, the fees will be set to maintain the City’s existing parkland standard of acres per 1,000 residents.

Quimby Act
The Quimby Act specifies that the dedication requirement must be a minimum of 3.0 acres and a maximum of 5.0 acres per 1,000 residents. A jurisdiction can require residential developers to dedicate above the three-acre minimum if the jurisdiction’s existing park standard at the time it adopted its Quimby Act ordinance justifies the higher level (up to five acres per 1,000 residents). 2 California Government Code §66477.
3 See the Benefit and Burden findings in Background Report.

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16 The standard used must also conform to the jurisdiction’s adopted general or specific plan standards.

The Quimby Act only applies to land subdivisions. The Quimby Act would not apply to residential development on future approved projects on single parcels, such as apartment complexes and other multifamily development.

The Quimby Act allows payment of a fee in lieu of land dedication. The fee is calculated to fund the acquisition of the same amount of land that would have been dedicated.

The Quimby Act allows use of in-lieu fee revenue for any park or recreation facility purpose.

Allowable uses of this revenue include land acquisition, park improvements, and rehabilitation of existing parks.

City of Lomita Parkland and Park Facilities Standards
Table 3.5 shows the existing standard for improved park acreage per 1,000 residents based on the type of parkland. The City has an existing parkland standard of 0.64 acres per 1,000 residents, which is less than the minimum Quimby standard of 3.0 acres per 1,000 residents. The impact fee analysis in this report will be based on maintaining the City’s 0.64 acre per 1,000 resident standard as new development adds demand for parks in Lomita. The City’s improved parkland standard is 0.59 acres per 1,000 residents. Fees in-lieu of land dedication for subdivisions are calculated at the minimum Quimby standard of 3.0 acres of developed parkland per 1,000 residents.

Table 3.5: Park Standards
Land Improvements
Park Acreage 12.93 11.93
Service Population (2024) 20,120 20,120
Existing Standard (Acres per 1,000 Residents) 0.64 0.59 Quimby Act Standard (Acres per 1,000 Residents) 3.00
Sources: Tables 3.1 and 3.2.

Facilities Needed to Accommodate New Development
Table 3.6 shows the park land and improvements needed to accommodate new development at the existing standard and Quimby standard. To achieve the standard by the planning horizon, depending on the amount of development subject to the Quimby Act, new development must fund the acquisition of between 5.98 and 28.02 parkland acres, at a total cost ranging between $33.1 and $155.2 million, and the improvement of 5.51 acres at a cost of $6.1 million.

The facility standards and resulting fees under the Quimby Act are higher because development will be charged to provide 3.0 acres of parkland per 1,000 residents, and 0.59 acres of improvements, whereas development not subject to the Quimby Act will be charged to provide only 0.64 acres of parkland per 1,000 residents, and 0.59 acres of improvements. Since the exact amount of development that will be subject to the Quimby fees is unknown at this time, Table 3.6 presents the range of total land costs that may be incurred depending on the amount of development subject to the Quimby Act.

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17 Table 3.6: Park Land to Accommodate New Development
Calculation Parkland Improvements Total Range1
Parkland (Quimby Act), Improvements (Mitigation Fee Act) 2 Facility Standard (acres/1,000 capita) A 3.00 0.59
Service Population Growth (2024 to 2045) B 9,339 9,339
Facility Needs (acres) C = A x B/1000 28.02 5.51
Average Unit Cost (per acre) D $ 5,537,300 $ 1,099,600
Total Cost of Facilities E = C x D $ 155,155,000 $ 6,059,000 $ 161,214,000 Parkland and Improvements - Mitigation Fee Act 3
Facility Standard (acres/1,000 capita) A 0.64 0.59
Service Population Growth (2024 to 2045) B 9,339 9,339
Facility Needs (acres) C = A x B/1000 5.98 5.51
Average Unit Cost (per acre) D $ 5,537,300 $ 1,099,600
Total Cost of Facilities E = C x D $ 33,113,000 $ 6,059,000 $ 39,172,000 Note: Totals have been rounded to the thousands.
1 Values in this column show the range of the cost of parkland acquisition and development should all development be either subject to the Quimby Act, or to the Mitigation Fee Act, respectively. 2 Cost of parkland to serve new development show n if all development is subject to the Quimby Act (Subdivisions of 50 units or more).

Parkland charged at 3.0 acres per 1,000 residents; improvements charged at the existing standard. 3 Cost of parkland to serve new development show n if all development is subject to the Mitigation Fee Act. Parkland and improvements are charged at the existing standard.

Sources: Tables 3.1, 3.4 and 3.5.

Park Facilities Cost per Capita
Table 3.7 shows the cost per capita of providing new parkland and park facilities at the existing facility standard, and at the Quimby standard. The cost per capita is shown separately for land and improvements. The cost per capita is shown separately for land and improvements. The costs per capita in this table will serve as the basis of four fees:
• A Quimby Act Fee in-lieu of land dedication. This fee is payable by residential development occurring in subdivisions.
• A Mitigation Fee Act Fee for land acquisition. This fee is payable by residential and nonresidential development not occurring in subdivisions. • A Mitigation Fee Act Fee for park improvements. This fee is payable by all development.

A development project pays either the Quimby Act Fee in-lieu of land dedication, or the Mitigation Fee Act Fee for land acquisition, not both. All development projects pay the Mitigation Fee Act fee for park improvements.

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18 Table 3.7: Cost per Capita
Improvements
Calculation Quimby Fee OR Impact Fee AND Impact Fee
Parkland Investment (per acre) A $ 5,537,300 5,537,300$ $ 1,099,600 Standard (acres per 1,000 capita) B 3.00 0.64 0.59
Total Cost per 1,000 capita C = A x B $ 16,611,900 3,543,900$ $ 648,800 Cost per Resident D = C / 1,000 $ 16,612 3,544$ $ 649
Sources: Tables 3.4 and 3.5.

Land
Use of Fee Revenue
The City plans to use parkland and park facilities fee revenue to purchase parkland or construct improvements to add to the system of park facilities that serves new development. The City may only use impact fee revenue to provide facilities and intensify usage of existing facilities needed to serve new development.

Fee Schedule
To calculate fees by land use type, the investment in park facilities is determined on a per capita basis for both land acquisition and improvement. These cost factors (shown in Table 3.7) are cost per capita based on the unit cost estimates and facility standards. The fee per average sized dwelling unit is converted into a fee per square foot by dividing the fee per dwelling unit by the assumed average square footage of a dwelling unit.

Table 3.8 shows the maximum justified park fees based on the Quimby Act standard and based on the existing park standards under the Mitigation Fee Act, respectively.

The total fee includes a one percent (1%) administrative charge to fund costs that include: (1) legal, accounting, and other administrative support and (2) impact fee program administrative costs including revenue collection, revenue, and cost accounting, mandated public reporting, and fee justification analyses. See the Administrative Costs section of Chapter 1 for a discussion of this assumption.

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19 Table 3.8: Park Facilities Fee Schedule
A B C = A x B D = C x 0.01 E = C + D F = E / Average
Cost Per Base Admin Fee per
Land Use Capita Density1
Fee2 Charge2, 3 Total Fee Sq. Ft.4
Quimby Act - Subdivisions
Parkland 16,612$ 2.64 43,856$ $ 44,295$ 439 $ 27.98
Improvements 2.64 649 1,713 1,730 17 1.09
Total 17,261$ 45,569$ $ 46,025$ 456 $ 29.07
Mitigation Fee Act - Infill
Parkland 3,544$ 2.64 9,356$ $ 9,450$ 94 $ 5.97
Improvements 2.64 649 1,713 1,730 17 1.09
Total 4,193$ 11,069$ $ 11,180$ 111 $ 7.06
2 Fee per average sized dw elling unit or per 1,000 square feet of nonresidential building space. 3 Administrative charge of 1.0 percent for (1) legal, accounting, and other administrative support and (2) impact fee program administrative costs including revenue collection, revenue and cost accounting, mandated public reporting, and fee justification analyses.
4 Assumes an average of 1,583 square feet per dw elling unit in the State of California per the 2023 American Housing Survey.
1 Average residents per dw elling unit calculated based on Tables B25024 and B25033 from the American Community Survey for the City of Lomita.

Sources: Tables 3.7 and 2.2.

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20 4. Sewer Facilities
This chapter details an analysis of the need for sewer facilities to accommodate growth within the City of Lomita. The projects and associated costs in this chapter were identified in the City’s 2024 Sanitary Sewer System Master Plan (SSSMP). The essential nexus for this facility category is between the demand for sewer facilities from the projected increase sewer flow and the additional sewer facilities needed to meet those convey that flow to a wastewater treatment plant. The fees are roughly proportional to demand because they ensure that new development will pay no more than its proportionate share of the identified planned facilities needed to serve the City through the planning horizon, and the fees are scaled based on the amount of wastewater flow generated by residential and nonresidential land uses.

Sewer Demand
Estimates of new development and its consequent increased sewer demand provide the basis for calculating the sewer facilities fee. The need for sewer facilities improvements is based on the sewer demand placed on the system by development. A typical measure of demand is a flow generation rate, expressed as the number of gallons per day generated by a specific type of land use. Flow generation rates are a reasonable measure of demand on the City’s system of sewer improvements because they represent the average rate of demand that will be placed on the system per land use designation.

Table 4.1 shows the calculation of equivalent dwelling unit (EDU) demand factors based on flow generation by land use category. The flow generation estimates based on data from the City’s Wastewater Master Plan. EDU factors express water flow from each land use in terms of the flow generated by a single family dwelling unit. Use of EDU factors to estimate demand and allocate fees ensures that the fees are roughly proportional to the sewer demand generated by each unit of new development.

Table 4.1: Sewer Demand by Land Use
Land Use Type
Average Flow
Generation per
DU or 1,000 Sq.

Ft.

Equivalent
Dwelling Unit
(EDU)
Residential Dwelling Unit
Single Family 210 1.00
Multifamily 160 0.76
Nonresidential - per 1,000 Sq. Ft.

Restaurant 800 3.81
Commercial/Retail 150 0.71
Office 80 0.38
1 Gallons per acre per day.
2 1,000 building square feet per acre for nonresidential. Nonresidential densities are based on floor-area-ratios of 0.6 for commercial, 0.4 for office and 0.8 for Sources: City of Lomita Sanitary Sew er System Master Plan, October 2024; Willdan Financial Services.

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21 EDU Generation by New Development
Table 4.2 shows the estimated EDU generation from new development through buildout. The EDU factors from Table 4.1 are multiplied by the land use assumptions from Table 2.1 to estimate total EDUs in the base year, at the planning horizon and for new development. New development will generate approximately 2,768 new EDUs through buildout, comprising 21.5% of sewer demand in the City at that time.

Table 4.2: Sewer Facilities Equivalent Dwelling Units
Land Use
EDU
Factor
Units /
1,000 SF EDUs
Units /
1,000 SF EDUs
Units /
1,000 SF EDUs
Residential - per Dwelling Unit
Single Family 1.00 5,070 5,070 1,243 1,243 6,313 6,313
Multifamily

0.76 3,546 2,695 1,300 988 4,846 3,683
Subtotal 7,765 8,616 2,543 2,231 11,159 9,996
Nonresidential - per 1,000 Sq. Ft.

Restaurant 3.81 253 963 58 222 311 1,185
Commercial/Retail 0.71 1,516 1,077 350 1,866 248 1,325
Office 0.38 758 288 175 67 933 355
Subtotal 2,328 2,527 583 3,111 537 2,865
Total 10,093 2,768 12,861

78.5% 21.5% 100%
Sources: Tables 2.1 and 4.1.
2024 Growth 2024 to 2045 Total - 2045
Facility Needs and Costs
Table 4.3 identifies the planned sewer facilities to be funded by the fee. The new sewer facilities were all identified in the SSSMP. Projects that are needed to provide capacity to accommodate new development are allocated 100% to the fee. Projects that do not expand capacity to serve new development are not allocated to the impact fee.

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22 Table 4.3: Sewer Facilities Allocation to New Development Pipe MH Costs
Unit No. Unit Estimated Professional Allocation Allocated Diameter Length Cost of Cost Construction Services and Estimated to New to New CIP Street (Inches) (LF) ($/LF) MH ($/MH) Cost Contingencies Total Cost Development Developmnent Ebony/Walnut 15 3,350 550 16 15,000 $ 2,082,500 $ 937,125 3,019,625 Cross Streets 8 6,425 450 32 15,000 3,371,250 1,517,063 4,888,313 Total 9,775 48 $ 5,453,750 $ 2,454,188 $7,907,938 100% $ 7,907,938 DIV 1 Western Ave. 8 250 2 550 15,000 $ 167,500 $ 75,375 $ 242,875 100% $ 242,875 2 248th St. 8 320 2 450 15,000 $ 174,000 $ 78,300 $ 252,300 0% $ - 3 Oak Street 8 600 4 450 15,000 $ 330,000 $ 148,500 $ 478,500 100% $ 478,500 Total $ 6,125,250 $ 2,756,363 $ 8,881,613 $ 8,629,313
Source: Table 9-6, City of Lomita Sanitary Sew er System Master Plan, October 2024. 1 Tuesday, June 17, 2025 Reg CC MTG, Page *276
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23 Cost per EDU
The cost of planned facilities allocated to new development is divided by the total growth in EDUs to determine a cost per EDU. Table 4.4 displays this calculation.

Table 4.4: Cost per EDU
Primary
Cost Allocated to New Development $ 8,629,313
Growth in EDUs (2024 to 2045) 2,768
Cost per EDU $ 3,118
Sources: Tables 4.2 and 4.3.

Fee Schedule
The maximum justified fee for sewer facilities is shown in Table 4.5. The cost per EDU is converted to a fee per unit of new development based on the EDU factors shown in Table 4.1.

The fee per average dwelling unit is converted into a fee per square foot by dividing the fee per dwelling unit by the assumed average square footage of a dwelling unit.

The total fee includes a one percent (1%) administrative charge to fund costs that include: (1) legal, accounting, and other administrative support and (2) impact fee program administrative costs including revenue collection, revenue, and cost accounting, mandated public reporting, and fee justification analyses. See the Administrative Costs section of Chapter 1 for a discussion of this assumption.

Table 4.5: Maximum Justified Sewer Facilities Fee Schedule A B C = A x B D = C x 0.01 E = C + D E / Average
Cost Per
EDU
EDU
Factor
Base
Fee1
Admin
Charge1, 2 Total Fee1
Fee per
Sq. Ft.3
Residential Dwelling Unit 4$ 3,118 0.88 $ 2,744 $ 27 $ 2,771 $ 1.75 Nonresidential - per 1,000 Sq. Ft.

Restaurant $ 3,118 3.81 $11,880 $ 119 $ 11,999 $ 12.00
Commercial/Retail 3,118 0.71 2,214 22 2,236 2.24
Office 3,118 0.38 1,185 12 1,197 1.20
1 Fee per average sized dw elling unit or per 1,000 square feet of nonresidential building space.

Sources: Tables 4.1 and 4.4.
2 Administrative charge of 1.0 percent for (1) legal, accounting, and other administrative support and (2) impact fee program administrative costs including revenue collection, revenue and cost accounting, mandated public reporting, and fee justification analyses.
3 Assumes an average of 1,583 square feet per dw elling unit in the State of California per the 2023 American Housing Survey.
4 Average EDU factor per residential dw elling unit w eighted by projected single family and multifamily development.

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24 5. AB 602 Requirements
On January 1, 2022, new requirements went into effect for California jurisdictions implementing impact fees. Among other changes, AB 602 added Section 66016.5 to the Government Code, which set guidelines for impact fee nexus studies. Four key requirements from that section which concern the nexus study are reproduced here:
66016.5. (a) (2) When applicable, the nexus study shall identify the existing level of service for each public facility, identify the proposed new level of service, and include an explanation of why the new level of service is appropriate.
66016.5. (a) (4) If a nexus study supports the increase of an existing fee, the local agency shall review the assumptions of the nexus study supporting the original fee and evaluate the amount of fees collected under the original fee.
66016.5. (a) (5) A nexus study adopted after July 1, 2022, shall calculate a fee imposed on a housing development project proportionately to the square footage of proposed units of the development. A local agency that imposes a fee proportionately to the square footage of the proposed units of the development shall be deemed to have used a valid method to establish a reasonable relationship between the fee charged and the burden posed by the development. 66016.5. (a) (6) Large jurisdictions shall adopt a capital improvement plan as a part of the nexus study.

Compliance with AB 602
The following sections describe this study’s compliance with the new requirements of AB 602. 66016.5. (a) (2) - Level of Service

1. For the park facilities fees, which are calculated under the existing standard methodology, the fees are calculated such that new development funds facilities at the existing level of service. The existing level service in terms of acres per 1,000 residents is shown in Table 3.5.

2. For the sewer facilities fees which are calculated under the planned facilities methodology, the fees are calculated to ensure that the level of service does not fall to unacceptable levels. The sewer facilities needed to serve new development were identified in the City’s SSSMP as necessary to serve new development at an acceptable level of service.
66016.5. (a) (4) – Review of Original Fee Assumptions
The City does not currently charge impact fees under the Mitigation Fee Act. The park facilities fee charged by the City pre-dates the Mitigation Fee Act, and has not been updated since it was adopted. Accordingly, there are no existing nexus study assumptions to review. 66016.5. (a) (5) – Residential Fees per Square Foot
Impact fees for residential land uses are calculated per square foot for all fee categories and comply with AB 602.

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25 66016.5. (a) (6) – Capital Improvement Plan
The Capital Improvement Plan for this nexus study is comprised of the identified planned facilities within each facility fee chapter. Planned facilities identified in this document are sourced from the City’s current adopted CIP, master plans and other relevant documents. Adoption of this nexus study would approve the planned facilities identified herein as the Capital Improvement Plan for this nexus study.

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26 6. Implementation
Impact Fee Program Adoption Process
Impact fee program adoption procedures are found in the California Government Code section 66016. Adoption of an impact fee program requires the City Council to follow certain procedures including holding a public hearing. The impact fee nexus study must first be adopted at a public hearing to comply with AB 602. That public hearing must be noticed at least 30 days in advance.

Data, such as an impact fee report, must be made available at least 10 days prior to the public hearing. The City’s legal counsel should be consulted for any other procedural requirements as well as advice regarding adoption of an enabling ordinance and/or a resolution. After adoption there is a mandatory 60-day waiting period before the fees go into effect.

Inflation Adjustment
The City can keep its impact fee program up to date by periodically adjusting the fees for inflation.

Such adjustments should be completed regularly to ensure that new development will fully fund its share of needed facilities. We recommend that the California Construction Cost Index (CCCI) be used for adjusting fees for inflation.

While fee updates using inflation indices are appropriate for periodic updates to ensure that fee revenues keep up with increases in the costs of public facilities, the City will also need to conduct more extensive updates of the fee documentation and calculation (such as this study) when significant new data on growth forecasts and/or facility plans become available.

Reporting Requirements
The City complies with the annual and five-year reporting requirements of the Mitigation Fee Act.

For facilities to be funded by a combination of public fees and other revenues, identification of the source and amount of these non-fee revenues is essential. Identification of the timing of receipt of other revenues to fund the facilities is also important.

Programming Revenues and Projects with the CIP
The City maintains a Capital Improvement Program (CIP) to plan for future infrastructure needs.

The CIP identifies costs and phasing for specific capital projects. The use of the CIP in this manner documents a reasonable relationship between new development and the use of those revenues.

The City may decide to alter the scope of the planned projects or to substitute new projects as long as those new projects continue to represent an expansion of the City’s facilities. If the total cost of facilities varies from the total cost used as a basis for the fees, the City should consider revising the fees accordingly.

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27 7. Mitigation Fee Act Findings
Public facilities fees are one-time fees typically paid when a building permit is issued and imposed on development projects by local agencies responsible for regulating land use (cities and counties). To guide the widespread imposition of public facilities fees the State Legislature adopted the Mitigation Fee Act (the Act) with Assembly Bill 1600 in 1987 and subsequent amendments. The Act, contained in California Government Code Sections 66000 through 66025, establishes requirements on local agencies for the imposition and administration of fee programs.

The Act requires local agencies to document five findings when adopting a fee.

The Mitigation Fee Act findings required to implement impact fees in California demonstrate the essential nexus between new development and a fee to fund facilities needed to serve that development. The term essential nexus refers to the relationship between new development and the need for facilities (and corresponding impact fees) to serve that development. The findings also require that this study demonstrates rough proportionality of the fees- meaning that the amount of the exaction must roughly correspond to the burden placed on the government, resulting from the proposed development project. To ensure that fees are roughly proportional to from new development, this study first allocates facilities costs to new development using the allocation methods described in the preceding chapters, then to individual units of new development based on the demand characteristics of each unit.

The five statutory findings required for adoption of the public facilities fees documented in this report are presented in this chapter and supported in detail by the preceding chapters. All statutory references are to the Act.

Purpose of Fee
 Identify the purpose of the fee (§66001(a)(1) of the Act).

Development impact fees are designed to ensure that new development will not burden the existing service population with the cost of facilities required to accommodate growth. The purpose of the fees proposed by this report is to provide a funding source from new development for capital improvements to serve that development. The fees advance a legitimate City interest by enabling the City to provide public facilities to serve new development.

Use of Fee Revenues
 Identify the use to which the fees will be put. If the use is financing facilities, the facilities shall be identified. That identification may, but need not, be made by reference to a capital improvement plan as specified in §65403 or §66002, may be made in applicable general or specific plan requirements, or may be made in other public documents that identify the facilities for which the fees are charged (§66001(a)(2) of the Act).

Fees proposed in this report, if enacted by the City, would be used to fund expanded facilities to serve new development. Facilities funded by these fees are designated to be located within the City’s boundaries. Fees addressed in this report have been identified by the City to be restricted to funding the following facility categories: parkland acquisition and improvement, and sewer facilities.

Benefit Relationship
 Determine the reasonable relationship between the fees' use and the type of development project on which the fees are imposed (§66001(a)(3) of the Act).

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28 development. Facilities funded by the fees are expected to provide a citywide network of facilities accessible to the additional residents and workers associated with new development. Under the Act, fees are not intended to fund planned facilities needed to correct existing deficiencies. Thus, a reasonable relationship can be shown between the use of fee revenue and the new development residential and non-residential use classifications that will pay the fees.

Burden Relationship
 Determine the reasonable relationship between the need for the public facilities and the types of development on which the fees are imposed (§66001(a)(4) of the Act).

Facilities need is based on a facility standard that represents the demand generated by new development for those facilities. For each facility category, demand is measured by a single facility standard that can be applied across land use types to ensure a reasonable relationship to the type of development. For parks the service population standards are calculated based upon the number of residents associated with residential development. For sewer facilities demand is based on increased wastewater flow generated by new development, by type of development.

The standards used to identify growth needs are also used to determine if planned facilities will partially serve the existing service population by correcting existing deficiencies. This approach ensures that new development will only be responsible for its fair share of planned facilities, and that the fees will not unfairly burden new development with the cost of facilities associated with serving the existing service population.

Chapter 2, Growth Forecasts provides a description of how service population and growth forecasts are calculated. Facility standards are described in the Facility Standards sections of each facility category chapter.

Proportionality
 Determine how there is a reasonable relationship between the fees amount and the cost of the facilities or portion of the facilities attributable to the development on which the fee is imposed (§66001(b) of the Act).

The reasonable relationship between each facilities fee for a specific new development project and the cost of the facilities attributable to that project is based on the estimated new development growth the project will accommodate. Fees for a specific project are based on the project’s size. Larger new development projects can result in a higher service population resulting in higher fee revenue than smaller projects in the same land use classification. Thus, the fees ensure a reasonable relationship between a specific new development project and the cost of the facilities attributable to that project.

See Chapter 2, Growth Forecasts, or the Service Population sections in each facility category chapter for a description of how service populations or other factors are determined for different types of land uses. See the Fee Schedule section of each facility category chapter for a presentation of the proposed facilities fees.

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April 11, 2025