Los Alamitos City Council
February 21, 2023

CITY OF LOS ALAMITOS
Council Chamber
3191 Katella Ave., Los Alamitos CA 90720

CITY COUNCIL AGENDA

REVISED REGULAR MEETING
Tuesday, February 21, 2023 – 6:00 PM
SAFETY ALERT – NOTICE REGARDING COVID-19
If you wish to attend the City Council meeting in person, the Council Chamber located at 3191 Katella Ave., Los Alamitos, California 90720, will have seating for this meeting and the public shall have the right to observe and offer public comment at this location. The City of Los Alamitos continues to follow the Centers for Disease Control and Prevention (CDC) guidelines and these provisions are subject change with short notice.

While you may attend this meeting in person, given the health risks associated with COVID-19, please be advised that you may submit comments on any agenda item or on any item not on the agenda by email to [email protected] with the subject line “PUBLIC COMMENT”. Comments received by 3:00 p.m. will be compiled, provided to the City Council, and made available to the public before the start of the meeting. Staff will not read email comments at the meeting but the official record will include all email comments received until the close of the meeting. You may also view the meeting live on local cable channel 3.

Please consider carefully before attending this meeting in person and do not attend this meeting in person if you have had direct contact with someone who has tested positive for Coronavirus (COVID19), or you are experiencing symptoms such as coughing, sneezing, fever, difficulty breathing or other flu-like symptoms.

NOTICE TO THE PUBLIC – This Agenda contains a brief general description of each item to be considered. Except as provided by law, action or discussion shall not be taken on any item not appearing on the agenda. Supporting documents, including staff reports, are available for review at City Hall in the City Clerk’s Office or on the City’s website at www.cityoflosalamitos.org once the agenda has been publicly posted.

Each matter on the agenda, no matter how described, shall be deemed to include any appropriate motion, whether to adopt a minute motion, resolution, payment of any bill, approval of any matter or action, or any other action. Items listed as “for information” or “for discussion” may also be the subject of an “action” taken by the City Council at the same meeting.

Any written materials relating to an item on this agenda submitted to the City Council after distribution of the agenda packet are available for public inspection online at www.cityoflosalamitos.org.

It is the intention of the City of Los Alamitos to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee, or a participant at this meeting, you will need special assistance beyond what is normally provided, please contact the City Clerk’s Office at (562) 431-3538, extension 220, 48 hours prior to the meeting so that reasonable arrangements may be made.

1. CALL TO ORDER

2. ROLL CALL
Mayor Doby

Mayor Pro Tem Nefulda
Council Member Hasselbrink
Council Member Hibard
Council Member Murphy

3. PLEDGE OF ALLEGIANCE
Mayor Pro Tem Nefulda will lead the Pledge of Allegiance.

4. INVOCATION
Council Member Hasselbrink will give the Invocation.

5. PRESENTATION

A. Presentation Regarding the Upcoming 48th Annual Americana Awards (Saturday, March 11, 2023) by Mr. Howard Kummerman, Executive Director, Cypress College Foundation

6. ORAL COMMUNICATIONS
At this time, any individual in the audience may come forward to speak on any item within the subject matter jurisdiction of the City Council. Remarks are to be limited to not more than five minutes per speaker.

7. COUNCIL ANNOUNCEMENTS
At this time, Council Members may also report on items not specifically described on the Agenda that are of interest to the community, provided no action or discussion is taken except to provide Staff direction to report back or to place the item on a future Agenda.

8. ITEMS FROM THE CITY MANAGER

9. WARRANTS

A. Warrants (Finance)
The attached Warrant Register contains checks and electronic funds transfers for the period from January 1, 2023 to January 31, 2023.

Recommendation:

Ratify the Warrants for the period from January 1, 2023 to January 31, 2023 in the amount of $1,817,966.29

ROLL CALL
Mayor Doby
Mayor Pro Tem Nefulda
Council Member Hasselbrink

Council Member Hibard
Council Member Murphy

10. CONSENT CALENDAR
All Consent Calendar items may be acted upon by one motion unless a Council Member requests separate action on a specific item.

A. Findings Required by AB 361 for the Continued Use of Teleconferencing for Meetings (Administration)
For the City Council to continue to have the option to meet via teleconference during the pandemic, AB 361 requires the City Council make specific findings at least every thirty (30) days.

Recommendation:

Make the following findings by a majority vote of the City Council:

1. A state of emergency has been proclaimed by California’s Governor due to the COVID-19 pandemic, and continues to be in effect; and,

2. The City Council has reconsidered the circumstances of the state of emergency; and,

3. State and local officials continue to recommend measures to promote social distancing to slow the spread of COVID-19.

B. Annual Update of the Records Management Program (Administration) In October 2015, the City Council adopted the City-wide Records Management Program. Part of this Program included a day dedicated to records management and annual updates to the retention schedule. This item recommends changes to the policy to ensure continued success of the program.

Recommendation:

Adopt Resolution 2023-05, entitled, “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF LOS ALAMITOS, CALIFORNIA, ADOPTING A RECORDS MANAGEMENT PROGRAM AND REPEALING RESOLUTION NO. 2022-01 IN ITS ENTIRETY”.

C. Administrative Rules and Regulation Updates (Administration) The Administrative Rules and Regulations (ARs) are a cumulation of polices that were adopted by Council, approved by the City Manager, and/or are administered by the Departments. Many of the policies are in need of updating and/or are now obsolete. Staff has identified polices originally approved by Council that are now obsolete and should be formally repealed.

Recommendation:

1. Recscind Administrative Regulation 2.6 - Challenge Coins; and,

2. Authorize the City Manager to implement, and modify as needed, Administrative Regulation 4.10 - Deputy City Manager Designation; and,

2. Repeal Resolution No. 2015-14, entitled, "A RESOLUTION OF THE CITY

COUNCIL OF THE CITY OF LOS ALAMITOS, CALIFORNIA, ADOPTING THE

CITY OF LOS ALAMITOS TRAVEL AND REIMBURSEMENT POLICY DATED JUNE 1, 2015 AND REPEALING RESOLUTION NO. 2009-02"; and,

3. Authorize the City Manager to implement, and modify as needed, Administrative Regulation 6.1 - Travel and Reimbursement Policy.

D. Treasurer's Quarterly Investment Report - December 2022 (Finance) The item for City Council consideration is receipt of the Treasurer’s Quarterly Investment Report.

Recommendation:

Receive and file the Treasurer’s Quarterly Investment Report – December 2022.

E. California Teamsters Local 911 Side Letter (Administration) This report seeks approval of the California Teamster Local 911 side letter amending the November 1, 2021 to October 31, 2024 Memorandum of Understanding (MOU) between the City of Los Alamitos (“City”) and the Teamsters Local 911 (“Teamsters”).

Recommendation:

1. Adopt Resolution No.2023-06, entitled, “A RESOLUTION OF THE CITY

COUNCIL OF THE CITY OF LOS ALAMITOS, CALIFORNIA, AMENDING THE

MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF LOS ALAMITOS AND THE TEAMSTERS LOCAL 911 EFFECTIVE NOVEMBER 1, 2021 THROUGH OCTOBER 31, 2024.

2. Authorize the Mayor to execute the side letter agreement amending the California Teamsters Local 911 Memorandum of Understanding (MOU).

F. Police Officers Association (POA) Side Letter (Administration) This report seeks approval of the Police Officers Association (POA) side letter amending the July 1, 2021 to June 30, 2024 Memorandum of Understanding (MOU) between the City of Los Alamitos (“City”) and the Los Alamitos Police Officers Association (“POA”).

Recommendation:

1. Adopt Resolution No.2023-07, entitled, “A RESOLUTION OF THE CITY

COUNCIL OF THE CITY OF LOS ALAMITOS, CALIFORNIA, AMENDING THE

MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF LOS ALAMITOS AND THE POLICE OFFICERS ASSOCIATION EFFECTIVE JULY 1, 2021 THROUGH JUNE 30, 2024"; and,

2. Authorize the Mayor to execute the side letter agreement amending the Police Officers Association (POA) Memorandum of Understanding (MOU).

G. Amendment No. 1 with Fireworks and Stage FX America, Inc. for Public Fireworks Display (Recreation)
This report allows for a change to the contract with Fireworks and Stage FX America, Inc. to reflect July 3 as the date for the City's annual fireworks display.

Recommendation:

Authorize the Mayor to execute Amendment 1 to the Professional Services Agreement with Fireworks and Stage FX America, Inc. to reflect the new event date of July 3.

H. Amendment No. 2 with North Star Land Care for Landscape Maintenance Services (Development Services)
This item is for continuing services with North Star Land Care to provide citywide landscape maintenance services for one additional year. The current Professional Services Agreement (PSA) expired on January 19, 2023 and can be extended for a one-year term by mutual agreement.

Recommendation:

Authorize the Mayor to execute Amendment No. 2 to the Professional Services Agreement (PSA) with North Star Land Care for a one-year contract extension ending on February 21, 2024, for an annual cost of $114,067.92.

I. Amendment No. 2 with Terra Nova Planning & Research, Inc. for City’s General Plan Housing Element Consultation (Development Services) This item seeks approval of Amendment No. 2 with Terra Nova Planning & Research, Inc., to continue to provide preparation and consultation for the update on the City’s General Plan Housing Element until June 30, 2023 for an amount not to exceed $15,000. The current Professional Services Agreement (PSA) expired on December 31, 2022.

Recommendation:

Authorize the Mayor to execute Amendment No. 2 with Terra Nova Planning & Research, Inc., in an amount not to exceed $15,000 and a term expiring June 30, 2023.

J. Lease Agreement with The Institute of Electrical and Electronic Engineers for Warehouse Space (Development Services)
This item seeks authorization for a three (3) year lease agreement between the City of Los Alamitos and The Electrical and Electronic Engineers for warehouse space at 10662 Los Vaqueros Circle for $12,000 per month.

Recommendation:

Authorize the Mayor to execute a three (3) year lease agreement with The Institute of Electrical and Electronic Engineers for the use of warehouse space located at 10662 Los Vaqueros Circle in an amount not to exceed $453,960.

K. Resolution No. 2023-08 - Beverage Container Recycling City/County Payment Program Funding (Development Services)

This item requests Council's approval of a resolution concerning the City’s participation in Fiscal Year (FY) 2022-2023 California’s Department of Resources Recycling and Recovery (CalRecycle) Beverage Container Recycling City/County Payment Program. This program intends to aid in achieving and sustaining high recycling rates throughout the state of California.

Recommendation:

1. Adopt Resolution No. 2023-08, entitled, “A RESOLUTION OF THE CITY

COUNCIL OF THE CITY OF LOS ALAMITOS, CALIFORNIA, APPROVING THE CITY’S PARTICIPATION IN CALRECYCLE’S BEVERAGE CONTAINER

RECYCLING CITY/COUNTY PROGRAM DISTRIBUTION INTENDED TO AID ACHIEVING AND SUSTAINING HIGH RECYCLING RATES”; and,

2. Authorize the City Manager to execute all Beverage Container Recycling Program documents concerning beverage container recycling program funds distributed.

L. Notice of Completion (NOC) for the Installation of Catch Basin CPS (Connector Pipe Screens) Citywide Project (CIP No. 21/22-05) (Development Services) This capital improvement project installed Connector Pipe Screen (CPS) trash collecting units within 101 catch basins citywide. These CPS units are screens that are mounted at the outlet pipe of the catch basin to collect trash for disposal before entering the storm drain and eventually discharging into the ocean waters. This fullcapture system was installed in existing catch basins as a requirement of the State Water Quality Control Board.

Staff recommends Council accept the work as completed, direct filing of the Notice of Completion (NOC), and authorize retention release as prescribed by the Public Contract Code.

Recommendation:

1. Accept as complete the construction by United Stormwater, Inc. for the Installation of Catch Basin CPS (Connector Pipe Screens) Citywide Project (CIP No. 21/22-05); and,

2. Direct the City Clerk to record the Notice of Completion/Final Report with the County Recorder’s Office; and,

3. Authorize Staff to release the 5% retention to the contractor, in the amount of $4,129.92, thirty-five (35) days after recordation of the Notice of Completion.

M. Resolution No. 2023-04 - Notice of Intent to Overrule the Airport Land Use Commission (ALUC) for Orange County Finding of Housing Element Inconsistency (Development Services)
On January 19, 2022, the Orange County Airport Land Use Commission (“ALUC”) reviewed the City’s General Plan Housing Element Update 2021-2029 6th Cycle and found the Housing Element Update to be inconsistent with the Airport Environs Land Use Plan for the Joint Forces Training Base Los Alamitos. The City Council will consider initiating the two-step process to overrule the ALUC determination in accordance with State Law.

Recommendation:

1. Adopt Resolution No. 2023-04 entitled, "A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF LOS ALAMITOS, CALIFORNIA, MAKING DRAFT FINDINGS AND

NOTIFYING THE ORANGE COUNTY AIRPORT LAND USE COMMISSION AND

THE STATE DIVISION OF AERONAUTICS OF THE CITY'S INTENTION TO FIND THAT THE GENERAL PLAN 2021-2029 HOUSING ELEMENT UPDATE IS

CONSISTENT WITH THE PURPOSES OF THE STATE AERONAUTICS ACT AND

OVERRULE THE ORANGE COUNTY AIRPORT LAND USE COMMISSION'S

DETERMINATION THAT THE HOUSING ELEMENT IS INCONSISTENT WITH THE 2017 JOINT FORCES TRAINING BASE LOS ALAMITOS AIRPORT ENVIRONS LAND USE PLAN” and,

2.Authorize the City Manager to submit Resolution No. 2023-04 to the Orange County Airport Land Use Commission and the State Division of Aeronautics and schedule a public hearing pursuant to Public Utilities Code Section 21676.

11. DISCUSSION ITEM

A. Non-Represented Employees Agreement Amendment (Administration) This report seeks approval for two changes to the Non-Represented Agreement.

Recommendation:

Adopt Resolution No.2023-09, entitled, “A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF LOS ALAMITOS, CALIFORNIA, ESTABLISHING SALARIES AND

BENEFITS FOR NON-REPRESENTED EMPLOYEES AND REPEALING
RESOLUTION NUMBERS 2021-25, 2022-07 AND 2022-24 IN THEIR ENTIRETY."

12. ORDINANCE

A. Ordinance No. 2023-03 - Modify Regulation and Sale of Fireworks (Administration)
This report proposes a change to the requirements for the regulation, use, and sale of safe and sane fireworks on the 4th of July.

Recommendation:

1. Introduce for first reading, read by title only, waive further reading of Ordinance No. 2023-03, and set for adoption; and,

2. City Attorney Daudt read the title of Ordinance No. 2023-03, entitled “AN

ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LOS ALAMITOS, CALIFORNIA, AMENDING SECTION 5.60.110(B) OF THE LOS ALAMITOS

MUNICIPAL CODE RELATING TO THE LOCATION OF TEMPORARY
FIREWORKS STANDS".

13. PUBLIC HEARING

A. Comprehensive Update of the City’s Housing Element for the Reporting Period of 2021-2029 (GPA 21-01) and General Plan Amendment (GPA) 22-02 Zoning Ordinance Amendment (ZOA) 22-03 (Development Services)
City Council will consider the revised draft of the comprehensive update of the City’s Housing Element for the reporting period of 2021-2029 (GPA 21-01). Upon adoption of the Housing Element, Council will consider a resolution and an ordinance for 1) the creation of a higher-density R-4 Zoning District in Los Alamitos; 2) rezoning certain properties to the new R-4 District; and 3) modifying the Town Center Mixed Use (TCMU) Zoning District to allow higher density.

These changes would be implemented to comply with the newly adopted Housing Element and would be made through General Plan Amendment (GPA) 22-02 and Zoning Ordinance Amendment (ZOA) 22-03.

Recommendation:

1. Conduct a public hearing; and, if appropriate,

2. Adopt Resolution No. 2023-02, entitled, “A RESOLUTION OF THE CITY

COUNCIL OF THE CITY OF LOS ALAMITOS, CALIFORNIA, ADOPTING A

NEGATIVE DECLARATION, AND APPROVING GENERAL PLAN AMENDMENT 21-01, UPDATING THE LOS ALAMITOS HOUSING ELEMENT (2021-2029):; and,

3. Consider the draft resolution, and, if appropriate,

4. Adopt Resolution No. 2023-01, entitled, “A RESOLUTION OF THE CITY

COUNCIL OF THE CITY OF LOS ALAMITOS, CALIFORNIA, APPROVING GENERAL PLAN AMENDMENT (GPA) 22-02 TO ENSURE THAT THE ZONING CODE UPDATES IN ORDINANCE 2023-01 WILL MAINTAIN INTERNAL

CONSISTENCY WITH THE ACTIONS, GOALS, OBJECTIVES, AND POLICIES OF

THE GENERAL PLAN, AND WILL NOT CREATE ANY INCONSISTENCIES THEREIN (CITY INITIATED).

5. Consider the draft ordinance; and, if appropriate,

6. Introduce for first reading, read by title only, and waive further reading of Ordinance No. 2023-01; and,

7. City Attorney Daudt read the title of Ordinance No. 2023-01 entitled, “AN

ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LOS ALAMITOS, CALIFORNIA, AMENDING CHAPTERS 17.04, 17.08, AND 17.12 OF THE LOS

ALAMITOS MUNICIPAL CODE, AS WELL AS THE LOS ALAMITOS ZONING MAP, CONCERNING THE R-3, R-4, AND TCMU ZONING OF THE CITY OF LOS ALAMITOS (ZOA 22-03) (CITY INITIATED).”

B. Ordinance 2023-02 - State Mandated Update to Accessory Dwelling Unit (ADU) Regulations
Consideration of an ordinance amending and restating Section 17.28.020 of the Los Alamitos Municipal Code concerning the regulation of Accessory Dwelling Units

(ZOA 23-01).

Recommendation:

1. Introduce for first reading, read by title only, and waive further reading of Ordinance No. 2023-02; and,

2. City Attorney Daudt read the title of Ordinance No. 2023-02, entitled, "AN

ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LOS ALAMITOS, CALIFORNIA, AMENDING AND RESTATING SECTION 17.28.020 OF THE LOS

ALAMITOS MUNICIPAL CODE CONCERNING THE REGULATION OF
ACCESSORY DWELLING UNITS (ZOA 23-01)."

14. CLOSED SESSION

A. Conference with Legal Counsel
Anticipated Litigation Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Section 54956.9: (One potential case)

15. ADJOURNMENT
I hereby certify under penalty of perjury under the laws of the State of California, that the foregoing Agenda was posted at the Los Alamitos City Hall, 3191 Katella Ave. and online at www.cityoflosalamitos.org not less than 72 hours prior to the meeting.

Windmera Quintanar, MMC, City Clerk
Dated: February 17, 2023

City of Los Alamitos

CITY COUNCIL AGENDA REPORT
MEETING DATE: February 21, 2023 ITEM NUMBER: 9A
To: Mayor Tanya Doby & Members of the City Council
Presented By: Craig Koehler, Director of Finance
Subject: Warrants

SUMMARY
The attached Warrant Register contains checks and electronic funds transfers for the period from January 1, 2023 to January 31, 2023.

RECOMMENDATION
Ratify the Warrants for the period from January 1, 2023 to January 31, 2023 in the amount of $1,817,966.29

BACKGROUND
The expenditures noted within this Warrant Register conform to the budget approved by the City Council.

DISCUSSION
The Director of Finance certifies the accuracy of the attached register and to the availability of monies for payment thereof.

FISCAL IMPACT
The grand total of $1,817,966.29 represents checks and electronic fund transfers for the period January 1, 2023 to January 31, 2023.

Attachment: 1. Warrants 2.21.23 Final

City of Los Alamitos

CITY COUNCIL AGENDA REPORT
MEETING DATE: February 21, 2023 ITEM NUMBER: 10A
To: Mayor Tanya Doby & Members of the City Council
Presented By: Michael Daudt, City Attorney
Subject: Findings Required by AB 361 for the Continued Use of Teleconferencing for Meetings

SUMMARY
For the City Council to continue to have the option to meet via teleconference during the pandemic, AB 361 requires the City Council make specific findings at least every thirty (30) days.

RECOMMENDATION
Make the following findings by a majority vote of the City Council:

1. A state of emergency has been proclaimed by California’s Governor due to the COVID-19 pandemic, and continues to be in effect; and,

2. The City Council has reconsidered the circumstances of the state of emergency; and,

3. State and local officials continue to recommend measures to promote social distancing to slow the spread of COVID-19.

BACKGROUND
Assembly Bill 361 (AB 361) was signed into law by the Governor on September 16, 2021. A portion of AB 361 enacted amendments to California Government Code section 54953 regarding teleconference meetings. Those amendments authorize local agencies, like the City, to continue to conduct meetings by teleconference during a Governor-proclaimed state of emergency provided that certain findings are made by the legislative body, and provided that certain procedural requirements are met regarding public access to the meetings. A “teleconference” occurs for purposes of AB 361 whenever one or more members of the City Council connect to a City Council meeting via electronic means. Thus, even if four members of the City Council meet in person, if the fifth joins the meeting via Zoom, the meeting will be a teleconference meeting that must be conducted in accordance with the requirements of AB 361. For purposes of AB 361 “…’state of emergency’ means a state of emergency proclaimed pursuant to Section 8625 of the California Emergency Services Act…” Cal. Gov’t Code Sec. 54953(e)(4). Section 8265 of CESA in turn refers to a state of emergency proclaimed by the Governor.

A new requirement in AB 361 requires specific findings be reaffirmed at least every thirty (30) days in order for the City Council to continue to have the option for one (1) or more of its

members to use teleconferencing.

DISCUSSION
The Required Findings
The teleconference provisions in AB 361 may only be utilized as long as a Governorproclaimed state of emergency remains active, or while state or local officials have recommended measures to promote social distancing. When either of those is the case (both are true at this time), then in order to continue to teleconference using the new provisions of AB 361, the City Council must make the following findings by majority vote every 30 days:
(A) The City Council has reconsidered the circumstances of the state of emergency; and, (B) Either of the following circumstances exist:
i. The state of emergency continues to directly impact the ability of the members to meet safely in person; or
ii. State or local officials continue to impose or recommend measures to promote social distancing (Cal Gov’t Code Sec. 54953(e)(3))
To comply with that requirement, the recommended action would have the City Council find each of the following:

1. A state of emergency has been proclaimed by California’s Governor due to the COVID19 pandemic, and continues to be in effect; and,

2. The City Council has reconsidered the circumstances of the state of emergency; and,

3. State and local officials continue to recommend measures to promote social distancing to slow the spread of COVID-19.

The “Every 30 Days Thereafter” Requirement
As noted above, AB 361 findings must be made “no later than 30 days after teleconferencing for the first time pursuant to [AB 361], and every 30 days thereafter…” In order to preserve the option for the City Council or individual members of the City Council to participate in meetings during the pandemic via teleconference in the future, the City Council will have to adopt the required findings at least every 30 days.

Potential Consequence of Not Making the Findings Every 30 Days AB 361 does not expressly state what happens if a legislative body fails to make the required findings “every 30 days.” However, it expressly requires the timely re-approval of the findings “in order to continue to teleconference” in the manner that AB 361 authorizes.

As a result, if the City Council does not adopt the required findings every 30 days, then the City Council could be precluded from continuing to teleconference thereafter, perhaps even if the City Council was willing to adopt the findings at a later date. For this reason, the City Attorney recommends that the City Council adopt the required findings at this time and at least every 30 days thereafter, unless the City Council decides as a permanent matter that it will no longer

permit teleconferencing at all (e.g., regardless of whether the state of emergency worsens).

Procedural Requirements for The Conduct of Teleconference Meetings AB 361 contains several new requirements for the conduct of teleconference meetings with which the City has prepared to comply. Specifically, each meeting must:

1. Allow members of the public to attend and comment at the meeting via call-in option or internet-based service option; and,

2. Protect the statutory and constitutional rights of the parties and the public appearing before the legislative body; and,

3. In the event of disruption which prevents broadcasting the meeting or which prevents members of the public from offering public comments via the call-in or internet-based option, the City Council must take no further action until the disrupted public access is restored; and,

4. The City may not require public comments to be submitted in advance, and must offer the opportunity for the public to offer comments “in real time” during the meeting; and,

5. The public must be allowed “a reasonable amount of time per agenda item to allow members of the public to provide public comment, including time for members of the public to register [to log into the teleconference], or otherwise be recognized for the purpose of providing public comment.

FISCAL IMPACT
None.

Attachment: None

City of Los Alamitos

CITY COUNCIL AGENDA REPORT
MEETING DATE: February 21, 2023 ITEM NUMBER: 10B
To: Mayor Tanya Doby & Members of the City Council
Presented By: Windmera Quintanar, City Clerk
Subject: Annual Update of the Records Management Program

SUMMARY
In October 2015, the City Council adopted the City-wide Records Management Program. Part of this Program included a day dedicated to records management and annual updates to the retention schedule. This item recommends changes to the policy to ensure continued success of the program.

RECOMMENDATION
Adopt Resolution 2023-05, entitled, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF LOS ALAMITOS, CALIFORNIA, ADOPTING A RECORDS MANAGEMENT PROGRAM AND REPEALING RESOLUTION NO. 2022-01 IN ITS ENTIRETY”.

BACKGROUND
Records management is the systematic control of the creation, acquisition, processing, use, protection, storage and final disposition of all recorded information required by the City to effectively conduct its business. It involves assembling and managing the correct information.

The primary concern is the efficient, effective, and economical management of information.

Records management is more than just retention schedules and destruction. It is the proper management of records through the entirety of their life cycles.

Part of the Records Management Policy states the City Clerk shall submit proposals for any scheduled amendments annually to the City Attorney and City Council for approval via a Council resolution.

DISCUSSION
Staff has actively been identifying records and purging obsolete records since adoption of the program in 2015. Staff held its Annual Records Management day on October 10, 2022. On Records Management Day, City Hall is closed to the public so staff is able to solely focus on records. This is a detail orientated, labor-intensive task and the ability to fully focus on records management uninterrupted for one day has been well received.

This year we held our third Free Community Paper Shredding event for the public. The public was given the opportunity to bring up to three bankers boxes of records to be shredded on site.

The event ran for three hours and we received a steady flow of traffic for the duration of the event. Staff received positive feedback from the residents that participated. Staff is looking into

the opportunity to add an additional event to the Spring Neighborhood clean up to meet the need of our community.

The City Clerk’s Office made minor changes for formatting throughout the policy and revised retention schedules to be in compliance with current legal requirements.

Below is an outline of the Requests for Amendments received from each department. Detailed requests are included as attachment 3. The City Clerk’s Office and City Attorney have reviewed the changes and required retention of all records and have found them to be within legal statutes.

Development Services
• Rename Record Series to match vernacular within the Department • Update Record Series description to provide clarification • Add various Record Series to be more inclusive
Finance
• Add various Record Series to be more inclusive
• Change records description to be more concise
Police
• Add various Record Series to be more inclusive
The annual review and adoption of the Records Management Policy ensures the continued use of an effective program that helps to increase Staff efficiency, properly allocate scarce resources, and ensures compliance with legal, administrative, and fiscal retention requirements.

FISCAL IMPACT
There is no cost to continue the implementation of this policy.

Attachment: 1. Resolution No. 2023-05 - Records Management Program

2. Exhibit A - Policy

3. Exhibit B - Retention Schedule

4. Exhibits C-E - Forms

5. Requests for Amendments

RESOLUTION NO. 2023-05

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

LOS ALAMITOS, CALIFORNIA, ADOPTING A RECORDS

MANAGEMENT PROGRAM AND REPEALING
RESOLUTION NO. 2022-01 IN ITS ENTIRETY
WHEREAS, the City wishes to establish policies and procedures under a Records Management Program to control the orderly creation, utilization, maintenance, retention, preservation, and disposition of City records, based on State and Federal statutes governing public records; and,
WHEREAS, the City wishes to ensure that a responsible program of records management is practiced and documented from creation to disposition in accordance with the law and in the best interest of the City and the general public; and, WHEREAS, the objectives of the Records Management Program include:
• Efficient information retrieval
• Transfer of inactive records from high-cost office space to low-cost storage or an electronic media imaging system, thus reducing filing equipment and increasing valuable office space
• Orderly destruction of records no longer required by statute to be retained, and which are no longer needed for administrative, operational, legal, fiscal, or historical purposes, in accordance with the Records Retention Schedule • Preservation of records with long-term or permanent value • Protection of records vital to the City in the event of a disaster • Elimination of duplicate records
WHEREAS, Section 34090 of the Government Code of the State of California requires permanent retention of certain records and authorizes destruction of others after stated periods of time on established terms and conditions; and, WHEREAS, on October 19, 2015, the City Council adopted Resolution 2015-30, which established the Records Management Program; and,
WHEREAS, the City Council finds it desirable to update the City's Records Management Program annually; and,
WHEREAS, the Records Management Program was last updated on January 18, 2022, via Resolution No. 2022-01.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LOS ALAMITOS DOES RESOLVE AS FOLLOWS:

CC RESO 2023-05

SECTION 1. The City Council of the City of Los Alamitos, California, finds that the above recitals are true and correct.

SECTION 2. Columbus Day is hereby recognized as Records Management Day.

City facilities will be closed to the public to allow Staff to work on Records Management.

SECTION 3. Adopts the Records Management Program, attached hereto as Exhibit A, which shall supersede and replace any and all records management programs adopted by prior resolution of the City Council.

SECTION 4. The City Council does hereby repeal Resolution No. 2022-01.

SECTION 5. The City Clerk shall certify as to the adoption of this Resolution.

PASSED, APPROVED, AND ADOPTED this 21st day of February, 2023. ________________________________
Tanya Doby, Mayor
ATTEST:
______________________________
Windmera Quintanar, MMC, City Clerk
APPROVED AS TO FORM:
_______________________________
Michael S. Daudt, City Attorney

CC RESO 2023-05

STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss

CITY OF LOS ALAMITOS )
I, Windmera Quintanar, MMC, City Clerk, of the City of Los Alamitos, do hereby certify that the foregoing Resolution was adopted at a regular meeting of the City Council held on the 21st day of February, 2023, by the following vote, to wit:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:
____________________________________
Windmera Quintanar, MMC, City Clerk

RECORDS

MANAGEMENT

PROGRAM
Policy and Procedures
Administered by the City Clerk’s Office
Approved by the City Council on February 21, 2023
Resolution 2023-05 – Exhibit A

Records Management Program
CC RESO 2023-05 – Exhibit A

CITY OF LOS ALAMITOS

RECORDS MANAGEMENT POLICY & PROCEDURES
California Public Records Act: In enacting Chapter 6250 et seq. of the Government Code, “the Legislature, mindful of the right of individuals to privacy, finds and declares that access to information concerning the conduct of the people’s business is a fundamental and necessary right of every person in this State.”

1. PURPOSE
To establish policies and procedures under a Records Management Program to control the orderly creation, utilization, maintenance, retention, preservation, and disposition of City records, based on State and Federal statutes governing public records.

To ensure that a responsible program of records management is practiced and documented from creation to disposition in accordance with the law and in the best interest of the City and the general public.

2. REFERENCES
Including, but not limited to: California Government Code Sections 6250 et seq. (Public Records Act), 12236, 34090, 34090.5, 34090.6, and 34090.7 (See Records Retention Schedule – Legal Citation Reference List). “Govt. Code” shall hereinafter refer to the California Government Code.

3. POLICY STATEMENT
Policies and procedures, under the supervision and administration of the City Clerk’s Office, are hereby established for the coordination, administration and implementation of the Records Management Program, under which City records are retained for administrative, operational, legal, fiscal, historical or research purposes.

The City Clerk’s Office will distribute the Records Management Policy and Procedures document to all Department Directors and each Department records coordination. Each Department Director is responsible for ensuring that the records under his/her control are maintained and destroyed in accordance with the Policy. The Policy shall be revised as necessary to meet legal and administrative requirements.

4. OBJECTIVES
The Objectives of the Records Management Policy are:

4.1 Meet legal standards for public examination, protection, storage and retrieval of records.

4.2 Efficient information retrieval.

Records Management Program
CC RESO 2023-05 – Exhibit A

4.3 Transfer of inactive records from high-cost office space to low-cost storage or an electronic media imaging system, thus reducing filing equipment and increasing valuable office space.

4.4 Orderly destruction of records no longer required by statute to be retained, and which are no longer needed for administrative, operational, legal, fiscal, or historical purposes, in accordance with the Records Retention Schedule.

4.5 Preservation of records with long-term or permanent value.

4.6 Protection of records vital to the City in the event of a disaster.

4.7 Elimination of duplicate records.

5. APPLICABILITY
Records polices apply to all records, whether that are maintained in hard (paper) copy, electronically, or in some other fashion. Each department shall develop, implement, maintain, and adhered to a records management plan appropriate for the particular records it maintains, in cooperation with the office of the City Clerk.

The City is subject to a range of statutes and rules regarding record retention and disclosure.

6. RESPONSIBILITIES

6.1 City Clerk
The City Clerk is responsible for developing, coordinating, and administering policies and procedures for the implementation of the Records Management Program, and to provide assistance to Department Records Coordinators.

To perform this function, the City Clerk and/or his/her designee shall, on an ongoing and periodic basis:
• Create, maintain and distribute the necessary forms to implement the Records Management Program.
• Develop and maintain a retention and disposition schedule for all City records, including the preparation of any amendments as dictated by statute or administrative policy. Submit proposals for any scheduled amendments to the City Attorney and City Council for approval via a Council Resolution.
• Maintain a current inventory and index of records transferred to the Records Center for storage. Coordinate the transfer of records from department office areas to the Records Center.

Records Management Program
CC RESO 2023-05 – Exhibit A

• Establish guidelines and coordinate periodic reviews of City records to determine which records are eligible for destruction in accordance with the Records Retention Schedule and subject to the approval of the Department Director, City Clerk, and City Attorney.
• Coordinate with all City Departments, on a routine basis, the timely destruction of obsolete records according to the procedures herein.

Certify and document that records have been destroyed. Certificates of Destruction shall be permanently kept on file with the office of the City Clerk.
• Oversee the special handling of confidential, historical, and essential records, and ensure the safety of Vital Records in the event of a disaster. • Maintain accurate and timely electronic databases and a uniform filing system of all legislative actions affecting the creation, utilization, maintenance, retention, preservation and disposition of City records, in order to efficiently track and retrieve City records.
• Respond to records requests by City staff in an efficient and timely manner.
• Respond to public records requests and subpoenas for public records in accordance with law.

6.2 City Departments
• Each Department Director is responsible for designating a qualified Department Records Coordinator, who shall serve on the Records Management Committee.
• Each Department Director or his/her designee is responsible for maintaining a reliable and accurate filing system to ensure the efficient maintenance, retrieval and disposition of the records under his/her control.
• Each Department Director or his/her designee is responsible for ensuring that obsolete records under his/her control are destroyed in a timely manner, and authorizing the destruction, in accordance with the policies and procedures stated herein.
• Each Department Director or designee is responsible for submitting a request for any suggested revisions to its Records Retention Schedule, to the City Clerk who will review the request and submit a recommendation to the City Attorney and City Council.

Records Management Program
CC RESO 2023-05 – Exhibit A

• Each Department Records Coordinator is responsible for maintaining and controlling the disposition of records.

7. IDENTIFYING RECORDS
The simplest way to identify if material is a record is to consult the City’s Retention Schedule. If the material in question is identified on the schedule, records coordinators are obligated to maintain the record in accordance with the schedule. One of the most challenging aspects of records management can be determining if a document or media is a record when it is not identified on the schedule. If it is unclear if the material is a record or if it is clear that the material is a record, but is not included on the schedule the coordinator should contact the City’s Record Manager for additional assistance.

7.1 What is a Record?
Some records, because of their enduring administrative, fiscal, legal or historical value, should be permanently retained. These records require that special care and consideration be given to their storage conditions and enduring preservation. Examples of permanent records include meeting minutes from Brown Act governed bodies; resolutions, and ordinances.

Most records do not have values that warrant their permanent preservation.

Those records with short-term value should, upon reaching the end of the retention period, be destroyed.

Records are any writing or recording that contains information related to the conduct of the public's business prepared, owned, used, or retained by the City regardless of physical form or characteristics. "Regardless of physical form" means that video, audio files and data in a computer system used to conduct business are also records.

7.2 Non-Records
Even though records include a broad spectrum of recorded information, not all information held by the City is a record. Transitory Communications (routine correspondence not integrally related to City business) such as texts, instant messaging, and voice mail messages that are temporary or of a brief duration are not records. Additional guidelines for emails and use of personnel devices are covered in Administrative Regulation 7.1, Telecommunications Policy.

Non-records do not require retention scheduling or destruction authorization or reporting. To control excessive accumulation, it is necessary to keep only current, useful materials and to destroy non-records immediately after needs have been satisfied. Staff should take care not to file non-records with records.

Examples of non-records include the following materials:
• Identical copies of documents maintained in the same file • Blank forms

Records Management Program
CC RESO 2023-05 – Exhibit A

• Extra copies of printed or processed materials
• Superseded manuals and other directives (maintained outside the office of record)
• Routine messages not integral to City business of a brief duration such as texts, instant messaging, and voicemails
• Materials received from other agencies, people, or businesses that require no action
• Catalogs, trade journals and other publications or papers received from government agencies, commercial firms or private institutions that require no action and are not part of an action case record

8. STORAGE OF RECORDS
The City of Los Alamitos is committed to effective records management and appropriate utilization of City resources. Proper storage of records in all states of a record’s lifecycle, regardless of format, aids in the allocation of space and reduces liability and cost to the organization. City records should only be stored on approved devices and in appropriate storage locations.

8.1 Electronically
State laws generally preclude the destruction of a public record less than two years old unless the record has been reproduced in some manner, properly stored, and is available for public disclosure to the same extent as the original. Accordingly, the Electronic Media Imaging System (EMIS) shall be the official repository used to retain and store electronic copies of City records. Use of any other system or device to store electronic copies in lieu of an original, must be approved by the City clerk prior to destruction of the original record. No page of any record shall be destroyed f the page cannot be reproduced electronically with full legibility. Every irreproducible page she be preserved in a manner that shall afford easy reference for the retention period set forth in the retention scheduled. Every reproduction made pursuant to this section shall be deemed an original record.

8.1.1 EMIS Storage Medium
The City recognizes the EMIS as the official electronic repository of the City.

This system complies with requirements regarding electronic record storage as set forth in section 34090.5 of the California State Government Code.

Records stored or transferred to the EMIS are eligible for destruction 30 days after entry in the EMIS with no further approval required provided the following criteria is met.

1. Department Records Coordinator identifies records that are imaged and stored in a medium other than the EMIS and are also stored in the EMIS.

2. The Department Records Coordinator confirms that quality control process is completed as outlined in the City’s Imaging Policy and Guidelines for City Records (administered by the City Clerk’s Office and adopted by Administrative Regulation) on designated records and that

Records Management Program
CC RESO 2023-05 – Exhibit A

30 days has elapsed from entry in the EMIS.

3. The Department Records Coordinator destroys the records as outlined in the City’s record retention schedule.

8.2 Offsite
The City will make every effort to avoid storing records in offsite storage facilities. Whenever possible, records will be held in the department responsible for the document (Office of Record) in their original form in the EMIS.

8.3 Duplicate Records
When a duplicate of an official record exists, it may be destroyed as the discretion of the department director when the original record is on file electronically in the EMIS or in original format in the Office of Record, without further authorization from the City Clerk of City Attorney.

8.4 Records Disposition
Record disposition applies to all records, regardless of the physical form or location of the record. At the conclusion of a records retention period, the record shall be disposed of in accordance with this policy.

9. REQUIRED FORMS
The following forms are to be utilized by all City Department Directors or their designees in order to efficiently and accurately identify, inventory, transfer to storage, retrieve, and destroy records under his/her control: (Each form, including instructions, is attached hereto.)

9.1 Records Retention Schedule (Exhibit B)
This form governs the mandatory disposition of City records by indicating the minimum length of time records shall be maintained in the office and in storage, and the time period after which they may be destroyed.

The Retention Schedules are created by the Office of the City Clerk based on a detailed examination of the Records Inventory & Identification Forms, and interviews with each department to determine the legal, vital, administrative, or historical value of the records. Applicable codes and statues are referenced to determine the required retention period.

Retention schedules and amendments thereto are approved by the City Attorney, City Clerk and Department Head, and authorized by City Council resolution.

9.2 Records Inventory & Identification Form (Exhibit C) This form is used to collect the inventory and appraisal information needed to develop retention periods for public records under the control of each City Department. The records inventory is a detailed review of the quantity, type, function, and organization of records by category or record “series”. This

Records Management Program
CC RESO 2023-05 – Exhibit A

information is used by the Office of the City Clerk to research and apply the retention periods to each record “series” per legal and/or administrative requirements. When more than one legal citation applies to a particular record, the longest retention period shall apply. Once completed, the inventory forms are retained by the Office of the City Clerk.

9.3 Request for Amendment to Records Retention Schedule Form (Exhibit D)
This form is used when any change is needed in the Records Retention Schedule. It is completed by the requesting department and reviewed by the City Clerk or his/her designee. Each “Request for Amendment to Records Retention Schedule” form is then submitted to the City Attorney and City Clerk for approval and must be authorized by City Council resolution. The City Clerk or his/her designee will initiate and coordinate a periodic review of all department Retention Schedules to ensure compliance with legal requirements.

9.4 Authority to Destroy Obsolete Records Form (Exhibit E) This form is prepared by the department wishing to destroy records. The City Clerk or his/her designee reviews the form and forwards it to the City Attorney for approval. Once approved by the City Attorney, the records are destroyed. The form is then signed by the department verifying destruction and returned to the Office of the City Clerk for permanent retention.

10. DISPOSITION OF RECORDS
As provided by Govt. Code Section 34090, upon the request of the Department Head and with the written consent of the City Attorney and the City Clerk, the records identified in the Records Retention Schedule are authorized to be destroyed on an on-going basis in accordance with the retention periods described therein without the necessity of a specific resolution of the City Council.

10.1 Procedure
The Office of the City Clerk shall be responsible for scheduling and coordinating with all City Departments the destruction of records on an annual basis. The appropriate forms will be distributed to all City Departments in order to document the records to be destroyed.

It shall be required that the Department Head, City Attorney, City Clerk and Records Management Coordinator authorize and sign each “Authority to Destroy Obsolete Record” form prior to the records being destroyed.

NOTE: It is imperative that the requests for Authority to Destroy Obsolete Records be reviewed carefully by all signatory staff in order to determine whether records listed are involved in litigation, or if there is an administrative and/or operational requirement which may require a temporary extension of the retention period.

Records Management Program
CC RESO 2023-05 – Exhibit A

Records deemed to be confidential in nature shall be shredded. All other records shall be removed from their locations for secure destruction.

The Department Director in control of the records and City Clerk or his/her designee shall certify each and every destruction of records. The City Clerk or his/her designee shall maintain a permanent record of all destroyed records and destruction certifications.

10.2 Exceptions
In accordance with Government Code Section 34090, the City is not authorized to destroy the following City records:
• Records affecting the title of real property or liens thereon. • Court records (unless the originals are maintained by a court of law). • Records required to be kept by statute.
• Records less than two years old.
• The minutes, resolutions, or ordinances of the City Council or the City’s Boards or Commissions.

11. VITAL RECORDS PROTECTION
Vital Records contain information necessary for the City to resume operations after a disaster. Each Department Director is responsible for identifying the Vital Records under his/her control and ensuring that the Vital Records are maintained according to the following procedures:
• All Vital Records shall be stored in a secure, safe and controlled environment, to protect the records from theft or damage (i.e. vault or Records Center). • Vital Records that are in use but are required to be kept in a secured area, should be returned to the secured area at the end of each workday. Vital Records should not be allowed to accumulate on desks or in unprotected areas. • The Information Technology Division shall back up the City’s Servers, and imaged records each business day in accordance with procedures established with the Administrative Services Director. The backup copy will be stored at an off-site location to be used for recovery if necessary. The address of the offsite location is on file with the City Clerk’s office.

12. DEFINITIONS
Agency
State Agency: Means every state office, officer, department, division bureau, board and commission, or other state body or agency, except courts and the Legislature.

Local Agency: Includes a county, city, school district, or any board, commission

Records Management Program
CC RESO 2023-05 – Exhibit A

or agency thereof, other local public agency, or entity that is a legislative body of a local agency pursuant to subdivision (c) and (d) of Govt. Code Section 54952.

Duplicate Records
Copies or reproductions of original records, whether or not the same physical form as the original, which are retained for personal reference or for operational requirements. (Note:
a copy is considered an “original” if the original cannot be located.) Electronic Media Imaging System (EMIS)
In accordance with Govt. Code Section 34090.5, any process or system where City records are photographed, micro graphed, reproduced by electronically recorded video images on magnetic surfaces, recorded in the electronic data-processing system, recorded on optical disk, reproduced on film, optical disk, or any other medium that is a “trusted system” and that does not permit additions, deletions, or changes to the original document.
“Trusted System”: Per Govt. Code Section 12168.7, a combination of techniques, policies, and procedures for which there is no plausible scenario in which a document retrieved from or reproduced by the system could differ substantially from the document that is originally stored.

Inactive Records
Records more than two years old, which are accessed infrequently but may continue to have administrative, operational, legal, fiscal, or historical value in carrying out City business. Inactive Records may be stored off-site, and shall be destroyed in accordance with the City Records Retention Schedule.

Permanent Records
Original records required to be maintained permanently according to law, regardless of whether the record is converted to an electronic media (i.e. magnetic surface, optical disk, etc.). Permanent Records may include, but are not limited to, records affecting the title of real property or liens thereon; court records; records required to be kept by statue; records less than two years old; and minutes, resolutions, or ordinances of the City Council or of its Boards and Commissions.

Person
Includes any natural person, corporation, partnership, limited liability company, firm, or association.

Public Record
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 (Govt.

Code Section 6252(e)).

Records Management Committee
An administrative committee consisting of designated representatives from each City department (Department Records Coordinators) and the Records Management Staff; created for the purpose of administering and coordinating the Records Management

Records Management Program
CC RESO 2023-05 – Exhibit A

Program. Department Records Coordinators are designated by department directors to maintain and control the disposition of records in the respective departments.

Records Management Program
A system for the creation, utilization, maintenance, retention, preservation, and disposition of City records.

Records Management Staff
All City Employees and City Attorney.

Record’s Manager
The City Clerk or his/her designee.

Records Retention Schedule (Exhibit B)
A schedule identifying the records maintained by each City department by class or “series”, and specifying, in accordance with statutory and administrative requirements, the period of time records must be retained before they may be destroyed.

Subpoena duces tecum
(also called a subpoena for production of business records if documents are sought before trial) requires the person or entity that is served to gather and produce certain records or documents identified in the subpoena. A subpoena may call for both personal attendance at trial/deposition and the production of records. Failure to obey a subpoena is a contempt of court and can result in sanctions imposed by the court, including a fine.

Transitory Communications
Routine correspondence or other documents having short-term value and which are (1) not an integral part of administrative or operational records, (2) not required to sustain administrative or operational functions, (3) not regularly filed under a standard records classification system, (4) not required to meet statutory obligations, and (5) recorded only for the time required for completion of actions or ongoing records associated with them.

Vital Records
Records containing information essential for the City to resume operation after a disaster; records containing information regarding claims to present or future income; records necessary to protect the City against fraud or overpayment; and records furnishing data on current assets, equipment, securities and real estate. Vital Records may include, but are not limited to, current financial statements, ledgers, property deeds, leases, contracts, permits, licenses, original plans and specifications for City streets and facilities, ordinances, resolutions, and minutes of the City Council, Commission and Committee meetings.

Writing
Means 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.

Records Management Program
CC RESO 2023-05 – Exhibit A

EXHIBITS
Exhibit B – Records Retention Schedule
Exhibit C – Records Inventory & Identification Form
Exhibit D – Request for Amendment to Records Retention Schedule Form Exhibit E – Authority to Destroy Obsolete Records Form

City of Los Alamitos Records Retention Schedule
GENERAL RECORDS Schedule A

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
Agreements Agency/Dept. Head-approved Contracts entered into by the City relating to goods, services, legal settlements, and programs
Expiration date 4 years Code of Civil
Procedures Sec.
337.2; GC 34090 et
seq.

City Clerk
Certificates of Insurance As required by City policies and/or contracts. Stored electronically in the City's document repository.

Date received Permanent Gr 34090 et seq.

Upon advise of
insurance adjuster. City Clerk
Budget Budget Backup Documentation Budget forms and other support documents Adoption date 2 years GC 34090 et seq.

Originating Dept.

Fees Documentation Budget forms used to justify setting or increasing City Fees
City Boards and Commissions Agenda Meeting Agendas Meeting date 2 years GC 34090 (d); 34090.5 Originating Dept.

Minutes Meeting Minutes Permanent GC 34090 (e) City Clerk Correspondence Council Request Forms used by the Council to request information and/or certain Staff actions
Request date 2 years GC 34090 et seq. Originating Dept.

Incoming General Correspondences "Loose" correspondences that cannot be legitimately attached to some major record series such as
Agreement or Project
Receipt date 2 years GC 34090 et seq.

Originating Dept.

Outgoing General Correspondences Transaction date
Complaint Files Personnel Complaints about customer services, employees, employee actions or employee conduct
Resolution of
Complaint
5 Years EVC 1045, GC
12946, PC 801.5,
803 ©
Personnel
Operations Complaints about customer service, maintenance, repairs, or materials
Resolution of
Complaint
3 years CCP 338, 342, GC
945.6
Receiving
Department
Emails City emails saved on server All email communication saved on server Receipt date 90 days GC 34090 et seq. IT General Records not specifically listed
*requires review by the City Clerk and
City Attorney
Any writing or recording that contains information
related to the conduct of the public's business
prepared, owned, used, or retained by the City
regardless of physical form or characteristics
Date of record 2 years GC 34090 et seq
Originating Dept.

Payroll Exception Sheets Forms to change labor expenditures to applicable Fund and Activity other than home account
Date prepared 3 years GC 34090 et seq. Payroll
Leave of Absence (Except Medical
Leaves; see Personnel Services
Schedule)
Pay Period date 2 years
Payroll
Projects General Project Files Project files including correspondence, reports, and relevant back-up documentation
Folder year date 3 years GC 34090 et seq. Originating Dept.

Logs General Logs Books or Files Detailed log of documents Folder year date 3 years GC 34090 et seq. Originating Dept.

Memos Memo City Manager's Weekly Memo, etc. Distribution date 2 years GC 34090 et seq. Originating Dept.

Policies Administrative Rules and Regulations Policies, procedural directives and manuals developed by the City to govern internal management functions
Creation date Until
Superseded
GC 34090 et seq.

City Clerk
Procedure Manuals Position specific manuals, etc. Creation date Until Superseded
GC 34090 et seq. Personnel
CC RESO 2023-05, Exhibit B
1 of 29

Press Releases Press Release City wide Press-releases, Facebook posts, and website updates
Post date 2 years GC 34090 et seq. Originating Dept.

Publications Publications produced by the City
and made available to the public.

May include newsletters, pamphlets, brochures,
leaflets, reports, studies, proposals, and similar
published records.

Publication date 2 years GC 34090 et seq.

Originating Dept.

Recordings of telephone and
Radio Communications
Audio Recordings Routine daily taping and recording of telephone communications and all radio communications relating
to the operations of the Departments
Recording date 6 months GC 34090.6 (a)
Originating Dept.

Reports Travel Request Reports, Payroll,
Accounts Payable
Original Copies in Finance; Duplicate copies in
respective Departments
Date prepared 2 years GC 34090 et seq. Finance
Routine Video Recordings Video Recordings Video or electronic imaging system designed to record the regular and ongoing operations of the
Departments, including in-car video systems, jail
observation and monitoring systems, and building
security taping systems
Recording date 1 year GC 34090.6 (a)
Originating Dept.

Surveys and Questionnaires City issued surveys and
questionnaires.

Records related to data collection. May include notes
or papers used to develop survey tools, data collection tools, results or analysis or collected data and reports.

Date completed 2 years GC 34090
Originating Dept.

Transitory Communications Temporary files used solely for the purpose of transmitting and routing
conversation and/or communicative
information.

May include but is not limited to email, email
subscriptions, spam, instant messaging, text
messaging, and voicemail.

Date received Not to exceed
60 days Originating Dept.

City of Los Alamitos Records Retention Schedule
GENERAL RECORDS Schedule A

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
CC RESO 2023-05, Exhibit B
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City of Los Alamitos Records Retention Schedule
City Clerk's Office Schedule B

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
Abatements Abatement of various undesirable
conditions
Files on dangerous buildings garbage, trash and weed
abatement, public nuisances and other related Council
actions including correspondences and request for
action
Folder year date Hardcopy - 2
years,
Laserfiche
imaging -
Permanent
GC 34090 et seq.;
34090.5; see
Agenda City Clerk
Administration City Identification Articles of Incorporation, City Emblem, City Seal, City Flag, City Logo, and other related items
Implementation
date
Permanent GC34090 et seq.

City Clerk
Misc. Correspondences Includes both ingoing and outgoing general correspondence, including letters and e-mail along
with citizen feedback; various files, not related to
specific cases and not otherwise specifically covered
by the retention schedule.

Folder year date 2 years GC 34090 et seq.

Records Destruction Authorization
Form
Original with signatures Destruction Date 5 years GC 34090 et seq.

Agreements City Council Approved Original contracts and agreements and back-up materials, includes leases, equipment, services,
licenses or supplies services/maintenance, medical,
dental and long-term disability contracts; may contain
attachments such as deeds, insurance certificates
Agreement date T + 4 years CCP 337.2, 343;
GC 34090 et seq.

City Clerk
Collective Bargaining Agreements Includes amendments, side letters, and Memorandum of Understandings (MOU)
Agreement date T + 4 years 29 CFR 516.5
Development Agreements Infrastructure contracts, franchise,  maintained for seven years.

Agreement date Permanent CCP 337, 337.1,
337.15; GC 34090
et seq.; 48 CFR
Employment Agreements - At-Will
Employees; Temporary Employees
Original agreements/contracts for at-will employees or
temporary employees
Agreement date T + 4 years CCP 337.2, 343;
GC 34090 et seq.

Insurance, Joint Powers Agreement Accreditation, MOU, agreements and agendas Agreement date T + 4 years GC 34090 et seq.

City Manager Approved Up to $10,000 - Original contracts and agreements and back-up materials, includes leases, equipment,
services, licenses or supplies services/maintenance,
medical, dental and long-term disability contracts; may contain attachments such as deeds, insurance
certificates
Agreement date T + 4 years CCP 337.2, 343;
GC 34090 et seq.

Real Property Original contracts/agreements regarding the development of real property, design, specifications,
surveying, planning, supervision, testing, or
observation of construction or improvement to real
property
Agreement date T + 4 years CCP 337.15
Capital Improvement Projects (CIP) Winning bids (originals) for Council-approved contracts for construction, improvement, maintenance,
rehabilitations of public facilities including change
orders, contingency increases, bid bond/bond for
faithful performance, insurance certificates
Project approval
date
T + 4 years CCP Sec. 337
CC RESO 2023-05, Exhibit B
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Appeals and Calls for Review Appeals and Calls for Review - Los Alamitos Municipal Code (LAMC)
Chapter 17.68
Hearing Officer Reports, correspondence,
memorandums and other documents relating to
Appeals
Appeal application
date
C + 2  years GC 34090 et seq.;
LAMC Chapter

17.68 City Clerk
Boards and Commissions Applications for Boards and
Commissions - Not selected
Applications for B&C received during a filing period
and not appointed by Council
Folder year date 2 years GC 34090 et seq.

City Clerk
Applications for Boards and
Commissions - Selected
Applications for appointed Commissioners Appointment date T + 5 years GC 34090 et seq.

Local Appointments List (Maddy Act) List of all regular and ongoing Boards, Commissions, and Committees appointed by the City Council -
pursuant to the Maddy Local Appointive List Act
GC 54970, GC
34090 et seq.

Until
superseded
(new list
prepared each
Dec. 31st)
GC 54970, GC
34090 et seq.

By-laws Rules and procedures Adoption Permanent
Code Books By Subject Los Alamitos Municipal Code, Uniform Fire Codes, Uniform Building Codes, National and State Electrical
Codes, Mechanical Codes, Uniform Solar Energy
Codes, Uniform Spa and Hot Tub Codes, Uniform
Plumbing Codes, etc. adopted by ordinance and/or by
reference.

Adoption PermanentUntil
superseded
GC 34090 et seq.

Adopted by Council
and/used as
reference, stored in
Building Dept.

Deeds By Street Documents showing ownership of real property including grant deeds, quit claim deeds, easement
deeds, abandonment of streets or alleys
Recording Permanent GC 34090 (a)
City Clerk
Elections Assessment District/Ballots, Prop.
218
Property related fees (assessment ballot proceedings
and competed ballots); Ballots - Property related fees
(Assessment Ballot Proceeding). Ballots are
disclosable public records during and after tabulation.

Recording Permanent GC 34090 (a)
City Clerk
General Election/Historical Data Statistics on population voter registration, election turnout, election results, sample ballots, copies of
election results, proof of publication, certificate of
election, and oaths of office
Election date Permanent
Petitions - Initiative/Recall/
Referendums
Not a public record - documents resulting in an
election - retention is from election certification.

Charter amendments, initiatives, recalls, and
referenda; includes intent to circulate petition, text of petitions, City Attorney approved petition titles, proof of publications, and all related documents
Certification of
Election Results
OR Clerk's final
exam of petition
8 months EC 17200, 17400,
GC 6253.5; EC
17400; GC 34458-
60; EC 17200
requires petition
documents to be
kept 9 months after
Council adoption of
election results or
after Clerk's final
exam of petition if
no election
Charter Amendments Documents related to election on Charter amendments
Origination date Permanent GC 34458-60; GC
34090
City of Los Alamitos Records Retention Schedule
City Clerk's Office Schedule B

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

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Elections (continued) Nomination Documents - Successful All nomination documents and signatures in lieu of filing petitions
Election date T + 4 years EC 17100
City Clerk Nomination Documents -
Unsuccessful
All nomination documents and signatures in lieu of
filing petitions
Election date Election + 5
years
GC 81009 (b)
Financial Documents Bond Exhibits - By Bond Issue Bond document references in enabling resolutions or ordinances approved by City Council;
Authorization/public hearing
records/prospectus/proposals/certificates/notices
(transcripts)/registers/statements
Meeting date Cancellation,
reduction or
maturity + 10
years
CCP 336a, 337.5
Finance
Bond Transcripts - By Bond Issue Backup documents of bond issues e.g., legal options of bond counsel
Maturity date 2 years GC 34090 et seq. Finance
Comprehensive Annual Financial
Report (CAFR)
Annual Financial statements on City assets, liability,
revenues and expenditures prepared by City staff and
subjected to an independent audit
Year date 2 years GC 34090 et seq. Original in
Administrative
Services, copy
maintained in
Clerk's Office for
public review
Fair Political Practices
Commission (FPPC)
Campaign Statements - City Council,
elected (originals)
Original statements of elected candidates and
committees supporting elected candidates of City
Council
Election date Permanent (Can
image after 2
years)
GC 81009 (b); GC
81009 (g)
City Clerk
Campaign Statements - City Council,
not elected (originals)
Original statements of candidates and supporting
committees for candidates not elected to City Council
Election date 5 years GC 81009 (b); GC
81009 (g)
Campaign Statements for other than
City Council (originals)
Original statements of all other persons and
committees
Election date 7 years GC 81009 (c); GC
81009 (e); GC
81009 (g)
Campaign Statements (copies) Copies of reports/statements Election date 4 years GC 81009 (f); GC 81009 (g)
Conflict of Interest Code Required under Political Reform Act; positions must be reviewed by July 1st of every even-numbered year
and amended if necessary
Adoption Date Permanent -
Adopted by
Resolution
GC 87300
Ethics Training Records (AB 1234) Records required to be kept under Gov. Code section 53235.2. Records must show dates that local officials
satisfied the training requirements and the entity that provided the training. Applies to Boards,
Commissions, Elected Officials, and Form 700 filers
Filing year Hard Copy - 5
years after
receipt of
training
GC 53235.2
Statements of Economic Interest -
Form 700 (copies) (elected officials)
Copies of original statements of elected officials
forwarded to FPPC
Termination 4 years GC 81009 (f), (g)
Statements of Economic Interest -
Form 700 (originals) (non-elected)
Originals of statements of designated employees Termination 7 years GC 81009 (f), (g) Gift to Agency Receipt - Form 801
(elected officials)
As required by FPPC Filing year 4 years GC 81009 (f), (g) Agency Report of Ceremonial Role Events and Ticket/Pass Distribution -
Form 805 (elected officials)
City of Los Alamitos Records Retention Schedule
City Clerk's Office Schedule B

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

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Fair Political Practices
Commission (FPPC) (continued)
Behested Payment Report - Form
803
As required by FPPC Filing year 4 years GC 81009 (f), (g) City Clerk Agency Report of New Positions -
Form 804
Agency Report of Consultants - Form
805
Pubic Official Appointments - Form
806
Insurance (INS) Contractors/Service Providers Certificates of Insurance or surety bonds required for individuals and companies on contract with the City.

Date of
Agreement/Project
T of agreement
+ 4 years
GC 34090 et seq.

City Clerk - Original
certificate with
appropriate
agreement of
project
Insurance Certificates, City Liability, performance bonds, employee bonds, property; insurance certificates filed separately from
contracts
Expiration date Until
Superseded
GC 34090 et seq.;
also under bonds
Insurance, Liability/Property May include liability, property, Certificates of Participation, deferred, use of facilities
Expiration date Until
Superseded
GC 34090 et seq.

Land Use Land Annexation/Reorganizations California Secretary of State Certification, City Certificate with Affidavit of Completion of annexation, and Annexation Map; Notices, Resolutions,
Certificates of Completion
Secretary of State
Filing Acceptance
Permanent GC 34090 et seq.

City Clerk
Legislative Bodies Agendas Copies of complete agenda packets (Original agenda reports filed with appropriate project/subject files)
Meeting date Hardcopy - 2
years,
Laserfiche
imaging -
Permanent
GC 50115; GC
34090 et seq..5
City Clerk
Agenda Notices Notices - Public Meetings including Special Meetings Folder year date 2 years Agenda Publications Affidavits of Publication/Posting - Proof of publication or posting of legal notices. Examples: Notice of Public Hearing, Notice Lien, etc.

Folder year date 2 years
Audio and Video Recordings Recordings of Council Meetings Meeting date Permanent GC 54953.5 (b) Records - audio (for preparation of
meeting minutes)
Includes Council/Commission and Boards Meeting date Until no longer needed for
preparation of
minutes (after
minutes are
approved)
GC 34090 et seq.,
64 Ops. Atty. Gen
317
Logs City Clerk Logs Logs of documents received by the Clerk Folder year date 3 years GC 34090 et seq. City Clerk Public Records Request Public Records Requests Requests from the public for documents retained by the City and supporting documentation
Receipt date C + 2 years GC 34090 et seq. City Clerk
Special Agencies By-laws Records retained by the Clerk acting as Secretary for Special Agencies. As of March 2015, includes Public
Facilities Corporation.

Approval date Permanent GC 34090 et seq.

Minutes City Clerk
Resolutions
City of Los Alamitos Records Retention Schedule
City Clerk's Office Schedule B

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Special Districts Assessment District - By Number Established by the City to provide certain services financed by assessments levied on district properties
enacted by resolution, ordinance
Approval date Permanent GC 34090 et seq.

City Clerk
Underground Utility District (UUD) -
By Number
Documents on Council actions to install new or move
existing utility lines underground as enacted by
resolution
Meeting date Permanent GC 34090 et seq.

Vital Records City Charter Establishing the City of Los Alamitos as a municipal corporation and chartered City.

Date of Voter
Approval
Permanent GC 34090 (e) City Clerk
Minutes Official record of actions taken during Council meetings
Meeting date
Council Committee Minutes Standing Committees. As of March 2015, Budget Standing Committee and Los Alamitos Unified School
District/City Working Group
Meeting date
Ordinances Laws or orders adopted by the City Council Adoption date Resolutions Legislative actions Adoption date
City of Los Alamitos Records Retention Schedule
City Clerk's Office Schedule B

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

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City of Los Alamitos Records Retention Schedule
City Attorney's Office Schedule C

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
Federal Court Cases By Case Case file for Federal Court Cases Closing Date 5 years Code of Civil
Procedures Sec.
337; GC 34090 et
seq.

City Attorney
Criminal Cases By Case Case file for Criminal Court Cases Closing date 5 years Judgment and Settlements By Case Concluding Case documents Closing date 10 years Personnel Board of Appeals By Appellant Personnel Closing date 5 years Superior Court Cases By Case Case File for Superior Court Case Closing date 5 years Eminent Domain Cases By Property Case File for Eminent Domain Case Closing date 5 years General Files By Subject Subject matter files Closing date 2 years CC RESO 2023-05, Exhibit B
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City of Los Alamitos Records Retention Schedule
Development Services Schedule D

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
Abandonment Alley/Street City agrees to relinquish all rights and real title to underlying property
Approval date Permanent GC 34090 (a) City Clerk
Address Change Street Name Any change to description of the street name Approval date Permanent GC 34090 (a) Community
Street Number Change in numerical identification due to expansion or Development decrease in numbers
Administrative Services Agreements Contracts entered into by the City relation to goods, services, legal settlements and program
responsibilities; includes Joint Powers Agreements.

Expiration date 4 years
CCP 337; GC
34090 et seq.

City Clerk
Action Items Staff reports to commissions and other legal bodies (excluding City Council)
Date of action 2 years
Bids & Proposals (Successful)
As required by the City's Purchasing Ordinance. NonCIP projects.

Date of award AU + 5 years
Bids & Proposals (Unsuccessful) As required by the City's Purchasing Ordinance Date of award 2 years Bonds Authorization/public hearing
records/prospectus/proposals/certificates/notices
(transcripts)/registers/statements
Cancellation,
redemption, or
maturity
10 years
Grants - Successful Grant documents and all supporting documents; applications, reports, contracts, project files,
proposals, statements, sub-recipient dockets,
environmental review, inventory, consolidated plans,
CAPERS, etc. (including CDBG)
End of grant year End FY +4
years
Grants - Unsuccessful Applications not entitled Date of action 2 years Procedure Manual Administrative Until superseded S + 2 years Agreements Development Contract between City and developer in which the City agrees to guarantee specific entitlement in exchange
for conditions or approval
Expiration date Permanent CCP 337, 337.1(a),

3.37.15; GC 34090
et seq.; 48 CFR

4.703
City Clerk
Applications Alternate Methods and Materials of
Construction
Concepts and materials not covered by current
building code
Approval date Permanent GC 34090 et seq.

Planning
Appeals Appealing decisions or requirements of Planning Commission or Community Development Director
made by interested party, individual or group
Approval date Permanent GC 34090 et seq.

Appeals to Code Appealing to Uniform Code Appeals Board to resolve code disputes
Approval date Permanent GC 34090 et seq.

Appeals Board To appeal a decision or interpretation of the Building Official to Planning Commission
Approval date Permanent GC 34090 et seq.

Conditional Use Permit (CUP) Specific use of land or buildings in a land use district wherein such use may be so conditionally
Approval date Permanent CG 34090 (a); H&S
19850; 4003; 4004
Development Review Members of a Committee representing all City agencies to coordinate site plan review comments
Approval date 3 years GC 34090 et seq.

Documentation of Unreasonable
Hardship
Exception from the requirement of the Title 24 Energy
Standards
Approval date Permanent GC 34090 et seq.

CC RESO 2023-05, Exhibit B
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Applications (continued) Extension Request for additional time to implement conditions of approval for discretionary applications
Approval date 3 years GC 34090 et seq.

Planning
Permit Extension Request for additional time to complete repairs and/or corrections
Permit issuance 2 years GC 34090 et seq.

Floodplain Variance Request showing sufficient cause to deviate from the Floodplain Management regulation
Permit issuance Permanent GC 34090 et seq.

General Plan Amendment Alteration or re-designation of land use or policy contained in the General Plan
Adopted date Until
superseded +
2 years
GC 34090 et seq.

Legal Nonconforming Legalizing unpermitted additions or conversions to structures
Adopted date Life of
structure + 2
years
GC 34090 et seq.

Lot Line Adjustments Minor modifications of existing lot lines Recorded date Permanent GC 34090 et seq.

Minor Exceptions Waiver of modification of those zoning provisions which pertain to minimum requirements
Approval date 2 years GC 34090 et seq.

Pushcart License Permit to operate a pushcart Permit issuance 2 years GC 34090 et seq.

Residential Relocation Any relocation of a residential structure from one parcel to another
Permit issuance 2 years GC 34090 et seq.

Planed Sign Program (PSP) Mechanism to insure the coordination of signage within a development site
Approval date Permanent GC 34090 et seq.

Planning Commission Site Plan
Review
Project plans requiring approval of Planning
Commission
Until superseded or
building is
demolished
Permanent CG 34090 (a); H&S
19850; 4003;4004
Specific Development used to create project or area specific standards of property through an amendment application
Adopted date Permanent CG 34090 (a); H&S
19850; 4003;4004
Specific Plan Used to create special zoning districts through an amendment application
Adopted date Permanent CG 34090 (a); H&S
19850; 4003;4004
Subdivision Parcel Map (or Parcel
Map)
Consolidation or division of four or fewer parcels Recorded date Permanent GC 34090 Tract Map Division of five or more parcels Recorded date Permanent CG 34090 (a) Variance Request for variation from Zoning Code Approval date Permanent CG 34090 (a); H&S 19850; 4003;4004
Amendment Application Amendment, supplement or change of district boundaries
Adopted date Permanent CG 34090 (a); H&S
19850; 4003;4004
Zoning Ordinance Amendment (ZOA) Change to the Zoning Ordinance Adopted date Permanent CG 34090 (a); H&S 19850; 4003;4004
Certificates Compliance Ensures compliance with the current code Approval date Life of structure + 2
years
CG 34090 (a); H&S
19850; 4003; 4004
Planning
Land Use - Temporary Type of permitted use for minor uses such as temporary activities
Approval date Current + 2
years
CG 34090 (a); H&S
19850; 4003; 4004
City of Los Alamitos Records Retention Schedule
Development Services Schedule D

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Certificates (continued) Land Use - Permanent Public documentation of legal exterior pay telephones Approval date Permanent CG 34090 (a); H&S 19850; 4003; 4004
Planning
Satellite Dishes Approval date Life of
structure
CG 34090 (a); H&S
19850; 4003; 4004
Temporary Certificate of Occupancy Allows occupancy before final permits is issued Permit issuance Permanent GC 34090 et seq. Building California Environmental Quality
Act (CEQA)
Categorical Exemption Brief statement that a project is exempt from CEQA Approval date
Permanent
GC 34090 (a);
CEQA Guidelines Planning
Environmental Impact Report (EIR) Document disclosing impacts of project development; may include detailed technical studies
Environmental  Review Correspondence, consultants, issues, conservation Completion +
2 years
Mitigation Monitoring Program Prepared for all projects in which mitigation measures have been incorporated in the environmental
document
Negative Declaration Included Environmental checklist to discuss areas of potential project impact; mitigation measures may be
included
Notice of Completion Informs agencies and general public that a lead agency has prepared a Draft EIR for public review
Permanent
Notice of Determination Prepared by lead agency after an EIR has been certified or Negative Declaration has been approved;
beings a 30-day statue of limits to challenge project
Responses to Comments (Final EIR) After lead agency receives public comments on the Draft EIR, each comment raised is given response
Statement of Overriding
Consideration
When an EIR is prepared for a project that has
unavoidable adverse impacts, this document is
prepared to provide decision makers with an
explanation of why the project benefits outweigh any
adverse environmental effects
Facts and Findings Findings are made for each significant effect identified in the EIR
Code Enforcement Liens and Releases Utilities, abatement, licenses Inspection date 2 years;
permanent if
document is
recorded
GC 34090 et seq.

Code
Reports, Federal and State Statistics, may contain Enforcement records affecting title to real property or liens
Inspection date
Citations and Case Files Examples include but are not limited to: Notice of Violations, Infractions, Parking vehicle for sale in front yard, weed abatement.

Issuance date 2 years;
permanent if
records affect
title or lien
GC 34090 et seq.

Code
Enforcement
City of Los Alamitos Records Retention Schedule
Development Services Schedule D

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

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Complaint Criminal Referral to City Attorney for action Issuance date 2 years GC 34090 et seq. Code Enforcement
Covenants and Agreements Access and Parking Common access/parking between two or more properties
Approval date
T + 10 years CCP 337.15 Community
Covenants and termination of Development
Covenants
Legal description of parcel land
Determination of Nonconforming
Status
By Property A legal determination of a use or building on a site which does not conform to current standards
Approval date Permanent Planning
Development Photographs Aerial photographs Approval date Permanent GC 34090 et seq.

Community
Development
Projects not completed or approved Building, engineering, planning Approval date 2 years GC 34090 et seq.

Reports Periodic activity issuance date 2 years GC 34090 et seq.

Finding of Fact Planning Commission/Zoning
Administrator
Written finding which shall specify all facts relied upon by City Council, Planning Commission, or Zoning
Administrator in rendering its decision and in attaching conditions and safeguards
Approval date Permanent GC 34090 (e)
Planning
General Correspondence General, including citizen feedback, letters, email; various files not related to specific cases and
otherwise specifically covered by the retention
schedule
Received date 2 years GC 34090 et seq.

Community
Project Files Project files including correspondences, reports, and Development relevant back-up documentation
Completion Date 3 years CCP 337; GC
34090 et seq.

Planning/Engineering Materials board, renderings, boards and photographs Approval date Permanent GC 34090 et seq.

General Plan General Plan Document Image on completion, 1 paper copy in Clerk's Office until superseded
Council Approval
Date
Permanent GC 34090 et seq. Planning
Inspection Business License Certificate of
Occupancy
Inspection for finance and planning divisions
Issuance date
Permanent
GC 34090 et seq. Building
Notice of Violation Corrections and/or violation to be resolved prior to final approval
Reinsertion For additional inspections above the normal 2 years requirement
Report: fire damage Examination of the extent of the damage Investigation Notice Special investigation and/or
complaint
Request by Fire Department Issuance date 2 years
GC 34090 et seq. Building
Notice and order of substandard Repairs or demolitions to buildings or structures Closure date Settled date + 2 years
Violations Noncompliance with City Codes Closure date Settled date + 2 years
Special investigations Pre-inspection for code compliance Inspection date 2 years Permits By property Building, Electrical, Grading, Mechanical, Plumbing, and Solar permits to allow for code compliance
Issuance date Permanent GC 34090 (a); H&S
19850; 4003; 4004 Building
Film Permit Granted for the purpose of photographing or filming Expiration date 2 years GC 34090 et. seq Planning
Home Occupancy Business use which does not alter the residence Approval date T + 2 years City of Los Alamitos Records Retention Schedule
Development Services Schedule D

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

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Massage Certificate of Operation. Every person who owns, operates, manages or is employed in any massage
establishment within the City.

Application date Permanent
Peddling, Canvassing, and Soliciting Persons and organization visiting and continuing to visit private residential properties for the purpose of soliciting or peddling of goods, wares, merchandise, or services.

Approval date T + 2 years
Special Event Parades, athletic events and public assemblies as established in LAMC Chapter 12.44
Event date T + 2 years
Temporary Sign Permits System to control size, location, type and number of off premise signs located on private property
Approval date Permanent
Temporary Sign Permits, Home
Occupation
Building signs (temporary) Approval date 2 years
Temporary Use Permit
Temporary uses conducted on privately owned
property outside of a private structure (e.g., carnivals, car washes, outside displays/sales, etc.) LAMC 17.46
Expiration date 2 years
Receipts Application Fees for various divisions permits, applications, etc. Validation date AU + 5 years 26 CFR 31.6001- 1(e)(2)
Community
Development
Report Asbestos Verification of reports accuracy Issuance date Permanent GC 34090 et seq.

Community
Federal/State Statistics to various government agencies Development Soils Report
Plans By Property Engineered plans pertinent to commercial structures Approval date Permanent Building Vital Records Register of Historic Properties Applications, photographs or property designated by Council action as historic property as enacted by
resolution
Approval date Permanent GC 34090 (a)
City Clerk
GC 34090 et. seq Planning
City of Los Alamitos Records Retention Schedule
Development Services Schedule D

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

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City of Los Alamitos Records Retention Schedule
Administrative Services and Finance (ASF) Schedule E

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
Accounting and Budget Projects Contains project documents for grants, agreements, billing reimbursement
Date completed 7 years GC 34090 et seq. ASF
Accounts Payable Year-end Accrual End of year accounts payable accruals, annual emission fee report
Date prepared 4 years
GC 34090 et seq.

IRS Reg 31.6001-
1(e)(2)
ASF Disbursement Edit Listing List of paid invoices by fund and activity Run date 7 years Vendor payment documents for
grants or capital projects
Supporting documentation for disbursements for City
expenditures for grants or capital projects
Beginning grant
period date
10 years
Vendor Claim Check Register Lists payments to vendor Date prepared 7 years Warrant Requests Back up information for checks issued by the City Date prepared AU + 7 years Accounts Receivable Unpaid billing Lists unpaid billings Date prepared 4 years GC 34090 et seq.

Transaction History Report Accounts receivable historical data including cash ASF receipts and retiree medical payment receipts
Run date 5 years GC 34090 et seq.

Americans with Disabilities  Act
(ADA) Title II
ADA Transition Plan Tracking of structural changes required to bring organization into compliance with Title II of the ADA
2015 Permanent ADA Title II;
Section 504,
rehabilitation Act
ASF
Appropriation/Adjustments Changes to City budgets as approved by Council and/or City Manager
Date prepared 3 years GC 34090 et seq. ASF
Audit Working Papers Audit documents; year-end financial work papers Date prepared 3 years GC 34090 et seq. ASF Banks Daily Bank Balance Report Reports of daily banking activity Date prepared CU +3 GC 34090 et seq.

Treasury
Deposit Slips Treasury's copy of all City deposit slips set to bank Date prepared Audit + 4 Reconciliation Records Internal reconciliation records for accounts Date prepared Audit +4 Return Checks Copies of customers checks returned by bank, letters sent to customers, etc.

Received Audit + 5
Statements Statements relating to investment banking Received CU + 3 GC 34090 et seq.;
GC53607
Transfer Activity Records Documents pertaining to the wiring of funds to/from bank accounts
Date prepared Audit + 2
GC 34090 et seq.;
GC53607
Business License Tax Monthly Register Reports Miscellaneous Business License Account summary information reports
Date prepared CU + 3
GC 34090 et seq. ASF
Deletion Records Deleted and/or canceled accounts Date canceled T + 3 Gross Receipts and Variable
Assessments statements
Business License Tax statements filed by business
operators
Date received CU + 3
Miscellaneous Receipts receipts for miscellaneous payments Date prepared CU + 3 Original applications Original business license tax applications Application date 7 years Payment records Statements Relating to calculation and payment of business license tax
Date received CU + 3
Renewal registration records Statements relating to business owner information Date received CU + 3 Payments/Daily Cash Receipts Business License Tax payments received and process via treasure cashiers
Date received Audit +4
Statements and Account
Reconcilement
List all bank-cleared City checks; filed by name and by fiscal year
Date prepared Audit +5
Bonds Bond Documents and Schedules Revenue, refunding and financing of City Projects Audit + 4 GC 34090 et seq. ASF CC RESO 2023-05, Exhibit B
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Checks Voided/Canceled Checks and
Related Reports
Checks voided/canceled; issued by the City; includes
Workers Compensation, Payroll and vendor; includes
checks voided as a result of printer misalignment Date issued Audit +5 GC 34090 et seq.;
CCP 337 Treasury
Community Development Block
Grant (CDBG)
CDBG Report List CDBG project expenditures, encumbrances, and available balances
Date prepared Terminate+ 4
years
GC 34090 et seq. ASF
Comprehensive Annual Audited General Purpose Financial Statements Publication date 15 years GC 34090 et seq. ASF General Ledger Expenditure and Revenue Reports Monthly and Fiscal year Expenditure and Revenue Reports
Period end Audit + 2
years
GC 34090 et seq. ASF
Internal Revenue Service (IRS) Form 1099 Self-explanatory; filed by calendar year Date prepared 5 years GC 34090 et seq. ASF Journal Entry General Ledger Documents used to manually post entries to general ledger/cost ledger
Date prepared 8 years GC 34090 et seq. ASF
Labor PGIS Internal Service Fund List labor charged for PWA Project Management employees by account number
Run date 10 years GC 34090 et seq. ASF
PGIS Labor Distribution Report List labor charges Run date 10 years GC 34090 et seq. ASF Posting Errors List labor charges "Unable to post" Completion date 1 year GC 34090 et seq. ASF Overhead Distribution Indirect Cost List indirect costs and overhead charges Date prepared 8 years GC 34090 et seq. ASF Payroll Documentation Accrual Reports Reports to indicated year to date balances, prior year, owning, current year, entitlements, time taken, etc.

Date prepared
3 years
GC 34090 et seq.

IRS Reg 31.6001-
1(e)(2), 26 CFR

1.6001-1, RTC
19530
Payroll Attendance Reports Daily attendance postings 10 years Retirement Reports Employee reportable earnings/contribution reports 10 years Employee Earnings W-2 YTD W2 earnings (ER copies of W2) Audit + 4 Earnings Check Registers Pay period employee earnings 10 years State Quarterly Reports Quarter employee earnings 10 years Leave of Absence (except Med.

Leave, see Personnel)
Authorizing absences forms 2 years
Generating
Time Exception Sheets Labor Expenditure charges to applicable fund/activity Department other than home account.
3 years
Purchasing Documentation Bids/Proposals Original bid, bids received, bid list, advertising record Completion date 3 years GC 34090 et seq. Purchasing Bids/Proposals - Unsuccessful As required by the City's Purchasing Ordinance Award date 2 years Purchase Orders As required by the City's Purchasing Ordinance Purchase date 5 years Travel Request and Expense Reports Self-explanatory Travel date Current Year + 2 years
Revenue Records Liens
Self-explanatory Date prepared
Permanent
GC 34090 Payroll Collection Agency Records 7 years
Parking Ticket Processing 3 years
Payment Stubs 2 years
City of Los Alamitos Records Retention Schedule
Administrative Services and Finance (ASF) Schedule E

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

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Revenue Records (continued) All other revenue records May include, but is not limited to: Account adjustment sheets; business tax files (applications, renewal
forms); return check processing; cash receipts; credit; debit; purchase card receipts; authorization forms;
business, transfer; and utility users tax records;
transient occupancy tax; utility user tax rebate; deposit slips; business tax correspondence and affidavits;
payment reports
Date prepared
5 years
Checks Voided/Canceled Checks and
Related Reports
Checks voided/canceled; issued by the City; includes
Workers Compensation, Payroll and vendor; includes
checks voided as a result of printer misalignment
Date issued
AU + 5 GC 34090 et seq.;
CCP 337 Treasury
Checks (continued) Paid Checks Paid checks issued by the City; includes Workers Compensation, payroll, and Vendor Checks Date issued
AU + 5 GC 34090 et seq.;
CCP 337 Treasury Transmission of all checks issued by
City to Bank
List of all City check issued to allow bank to clear
check through account for positive pay
CU + 2 GC 34090.7
Transient Occupancy Tax (TOT) Filing Records Original registration Registration date T + 3 GC34090 et seq. Treasury Payment Records Monthly Filings and remittances Date received CU + 3 GC 34090 et seq. Treasury Parking Citations Collections Itemization of citation payments collected by contract services agency
Date received
CU + 3 GC 34090 et seq. Treasury
Register Parking citation payments processed by Treasury Staff Date received Amounts Written-off report List of parking citations wrote-off by DMV Date received Citations Referred to DMV Itemization of citations refereed to DMV for collection Date prepared DMV Collections DMV parking citation collections Date prepared Refund Requests Business Tax office; Utility Users Tax
and Misc. Refunds
Refund requests including supporting documentation Date processed CU +3 GC 34090 et seq. Treasury Treasury Daily Treasurer's Reports Report of daily revenues received with detail payment information and related working papers
Date prepared CU + 3 GC 34090 et seq. Treasury
Treasury Investment Activity Records All documents pertaining to investment activity Date prepared CU + 3 GC 34090.6 Treasury Utility Users Tax (UUT) Exemption Applications Homeowners low income exemption application Decision date CU + 3 GC 34090 et seq. Treasury
Filing Records Original registration Date received T + 3 Maximum Tax filings Annual registration and maximum tax payment records Date received CU + 3 Payment Records Monthly filings and remittance Date received CU + 3 City of Los Alamitos Records Retention Schedule
Administrative Services and Finance (ASF) Schedule E

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
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City of Los Alamitos Records Retention Schedule
Personnel Schedule F

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
Billings Medical/Dental/Vision/Life/LTD/Flexib
le Spending Account and any other
Insurance Carrier
Billings from insurance carriers
Date received 5 years
Department
Defined Personnel
Unemployment Insurance UI quarterly bills from State of California Employment Development Department and summaries of payments
made by the City
Candidate Files (Unsolicited and
Unsuccessful)
Records used during the hiring
process.

May include, but is not limited to: applications, rating sheets, reference checks, interview questions,
psychological examination, medical examination,
correspondence.

Date received 3 years
GC 34090 and
12946, 29 CFR
1602.31 &
1627.3(b)(ii), GC
12946
Personnel
Contract Files Complaints/Requests for
Accommodations
Dental insurance contract files
Expiration Date Permanent Department
Defined City Clerk
Life Life Insurance contract files
Long Term Disability (LTD) Insurance Long-term Disability (LTD) contract files Medical/Dental/Vision/Life/LTD/Flexib
le Spending Account and any other
Insurance Carrier
Medical Insurance contract files
Flexible Spending Account Flexible Spending Account contract files Employee Assistance Program (EAP) Employee Assistance Program contract files Retiree Health Savings Plan Supplementary Retirement Plan contract files Department of Transportation
(DOT)
Random DOT Drug and Alcohol
Testing
Records of positive alcohol test results (0.02 or
greater) and positive drug test results
Record Date
5 years Procedures for
Transportation
Workplace Drug
and Alcohol
Testing Programs,
Part 40, Section

40.333
Personnel
Documentation of refusals to take required alcohol
and/or drug tests; documentation of follow-up tests
and test schedules
5 years
Information obtained from previous employers re: drug
and alcohol test results of employees
3 years Procedures for
Transportation
Workplace Drug
and Alcohol
Testing Programs,
Part 40, Section

40.333 and 40.25
Records pertaining to the inspection maintenance and
calibration of EBTs
2 years
Records of negative and canceled drug tests results
and alcohol test results w/ concentration of less than

0.02 1 year
CC RESO 2023-05, Exhibit B
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Employment Eligibility
Verification (Form I-9)
Full/Part-Time Employees U.S. Dept of Justice Immigration and Naturalization forms completed and signed by EE and reviewed and
verified (with necessary documentation) by employer
representative
Date of
Employment
3 years after
the date of
employment or
1 year after
employment is
terminated
whichever is
later.

Immigration
Reform and Control
Act of 1986, Pub.

L. 99-603 (* USC
1324a) & WCL,
Section 3212
Personnel
Employment Forms (Official) Dental Insurance
Enrollment Forms EE Separation/
Termination Date 6 years
29 CFR 1620.30-
.32 & WCL, Section
3212
Personnel
Flexible Spending, Section 125
Life Insurance
Long-Term Disability Insurance
Retire Health Savings Plan
COBRA
Medical Insurance
Equal Employment Opportunity
Commission (EEOC)
Employment and Personnel records Personnel and employment records, including application forms, records pertaining to promotions,
layoffs, terminations, salaries and training
Record Date 2 years EEOC 29 CFR
Sect. 1602.31
Personnel Involuntary Termination Personnel records of terminated employees Termination Date State and Local Government
Information Report (EEO-4)
Copy of EEO-4 Report Report completion
date
3 years EEOC, 29 CFR,
Sect. 1602.32
State and Local Government
Information Report (EEO-4)
Employment records regarding race, color, national
origin or sex
EEOC, 29 CFR,
Sect. 1602.30
Equal Employment Opportunity
Commission (EEOC); Title VII -
Civil Rights Act
Charge of Discrimination Personnel and/or employment records relating to the charge, including application forms, records pertaining to promotions, layoffs, terminations, salaries and
training
Date of record or
personnel action
Until final
disposition of
complaint + 2
years
EEOC, 29 CFR,
Sect. 1602.14 and
Section 1602.31 Personnel
Fair Employment and Housing
Act (FEHA)
Complaints Personnel and employment records, memorandums, letters or other records of complaints or requests
received and responses/action taken
Date of record or
documentation
received by
Personnel
2 years after
the date of
employment or
other action
taken
FEHA, title II, DIV
3, Part 2.5; Sect.
12956; EEOC, 29
CFR Sec 1602.14
Personnel
Historical Records Discipline History Forms completed by personnel analysts as a record of disciplinary actions taken on employees in their
assigned department(s)
Date of record
3 years
Department
Defined Fitness Personnel for Duty Copies of letters sent to employees regarding need for fitness for duty exam. Psychiatrist's evaluations/results of fitness for duty exams.

Letter date
Layoffs Notes/background documentation of layoff actions Layoff date Job Specifications Classification/Compensation Study
records
Basis for salary rates, job descriptions Date study
completed
10 years
Department
Defined Full-time Positions Background material and final job descriptions for all Personnel full-time positions
Date approved by
Council
Permanent
until
superseded
City of Los Alamitos Records Retention Schedule
Personnel Schedule F

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
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Job Specifications (continued) Part-time/Temporary Positions Background material and final job descriptions for all part-time and seasonal positions
Date approved by
Council
Permanent
until
superseded
Department
Defined Personnel
Loss Control Hearing Tests Audio logical test results Employee separation/
termination date
30 years CAL OSHA Title 8
Personnel
Official Personnel Files Certification/Reassignment Forms Request for Certification and/or reassignment forms which document and authorize hiring, reassignment, or
other employee actions
Separation/
termination date 5 years
29 CFR 1602.30-
.32 & WCLC
Section 3212
Personnel
Certificates of Training Certificates issued to employee which show completion date of training class(es)
Commendation Letters Letters of commendation and/or other congratulatory documents received by and/or issued to employee
Disciplinary Actions Memorandums, letters, or other records of proposed and/or implemented disciplinary action (s)
Employee Medical and Exposure
Records
Notes/medical release forms, etc., submitted regarding
employee's medical condition
Separation/
termination date
30 years US OSHA 29 CFR
1910.20; CAL
Oshawa Title 8
Personnel
Drug Screen Test Pre-placement and drug screening authorization and acknowledgement form(s) and results of drug
screening
30 years US OSHA 29 CFR
1910.20
Family Medical Leave (FML) Basic employee data (name, address, class title, pay rate, hours worked per pay period; additions to or
deductions from wages) dates (or hours) FML
reinstated/take; FML notices given to employer by
employee; documents from employer describing FML
Policies; records of premium payments or employee
benefits; records of any disputed confidential files;
records/documents relation to medical certifications
Date FML
requested/
granted
3 years Federal Family and
Medical leave Act
of 1993; 29 CFR
825.500; GC 12946
Grievances (Closed) Files containing employee's, group of employees', or the Union's timely completion as defined in the MOU
Separation/
termination date
5 years 29 CFR 1602.30-
.32 & WCLC
Section 3212
ID Form Form completed by new employees providing
identifying information used to process records check
5 years
Job Application Applications for employment and resumes (if any) for hired employees
5 years
Medical Leave of Absence Leave of Absence forms used in documentation of medical leave (including pregnancy leave and family
and medical leave)
3 years 29 CFR 825.500
City of Los Alamitos Records Retention Schedule
Personnel Schedule F

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
CC RESO 2023-05, Exhibit B
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Official Personnel Files
(continued)
Miscellaneous Documents Documents not specifically mentioned but kept in official personnel file
Separation/
termination date
If medicalrelated, 30
years; nonmedical, 5
years
Medical related -
US OSHA 29 CFR
1910.20; nonmedical related -
29 CFR 1602.30-
.32 & SCLC,
Section 3212
Personnel
Notice of Separation Form completed by employee and/or department indicating effective date of separation, last day on the job, reason for separation, etc.
5 years
29 CFR 1602.30-
.32 & WCLC
Section 3212
Oath of Office Form Completed and signed by employee affirming allegiance to the Constitution of the United States and the Constitution of the State of California
5 years
City Clerk
Outside Employment Form submitted by employee for approval for employee to be engaged in outside employment
5 years 29 CFR 1602.30-
.32 & WCLC
Section 3212
Personnel
Performance Evaluations Employee performance evaluation forms completed by supervisory personnel re employees' accomplishments
of their assigned duties and responsibilities, etc.
5 years
Pre-Employment Medical Forms completed by employee and medical clinic to assess physical capability of employee prior to hiring
30 years US OSHA; 29 CFR
1910.20
Security Check Form Form completed by Personnel to request Police Department to conduct security check on employee
prior to hiring
5 years 29 CPR 1602.30-
.32 & WCLC
Section 3212
Special Licenses Special licenses issued to employees from DMV, accredited schools, etc., verifying employee meets
certain job-related requirements
5 years
29 CPR 1602.30-
.32 & WCLC
Section 3212
Tuition Reimbursement Requests Copies of applications for training and educational assistance which show employee request, department
head approval, and final disposition of request
5 years
W-4 Form Employee's withholding allowance certificate
completed by employee authorizing employer to
withhold Federal income tax from employees pay
and/or for indicating exemption
5 years
Payroll Salary Schedules Adopted by Resolution of the City Council Adoption date Permanent Original Resolution with
the City Clerk
Personnel Appeals Commission Personnel Appeals Board Hearing Files
Employee Personnel Board of Hearing Files Separation/terminat ion date
5 years 29 CFR 1602.30-
.32 & WCLC
Section 3212
Personnel
Recruitments Background Materials Materials used in the preparation/implementation of recruitments
Date recruitment is
initiated
2 years Department
Defined Personnel
City of Los Alamitos Records Retention Schedule
Personnel Schedule F

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
CC RESO 2023-05, Exhibit B
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Recruitments (continued) Bilingual Certification Forms Forms certifying bilingual capabilities for employees receiving bilingual pay and  applicants for recruitments which require bilingual capability
Employees -
Separation/
termination date;
Applicants -
eligibility list
expiration date
Employee - 5
years;
Applicants - 3
years
Department
Defined
Personnel
Examination Answer Sheets Examination answer sheets completed by applicants during testing process and other testing materials
Earlier of date
eligible list
established or date
recruitment
canceled
3 years 29 CFR 1620.30-
.32
Examination Files Recruitment examination file folders
Official Eligible Lists Eligible lists signed by City Manager. Lists of individuals placed on an eligible list for hiring
purposes.

Date signed 3 years Department
Defined
Testing Materials Contains historical data, used for testing candidates Date eligible list established
Risk Management/Loss Control Accident/Damage to City Property Report
Police reports and Departmental accident reports
Personnel
Actuarial Studies and Audits Actuarial Audit
Insurance Policies City's Liability Coverage Permanent Permanent, until
superseded
Department
Defined
City Clerk
City's Property Coverage Expiration date 2 years
Workers Compensation Insurance Policies Issue date 25 years Liability Claims Against the City Non-litigated tort claims filed against the City for damages to persons or personal property. Filed with
third part administrator
Final resolution
date
2 years;
minors 18th
birthday + 1
year
Department
Defined
Personnel
Special Events Insurance A "Special Events" coverage, insures third parties for use of City property providing liability coverage for the City
Issue date 5 years Department
Defined
State of California Annual Report State report of workers' compensation liabilities State filing date 2 years Department Defined
DMV Drivers' Records Reports DMV Pull Notice Program Employment date 5 years GC 34090 et seq.; GC 6254 (c) VC
1808.0(c)
Inspection Reports Loss Control inspection reports which show date, time and location of safety inspections, also identifies
hazards
Date inspection
conducted
5 years CAL OSHA
OSHA OSHA Log, Supplementary Record and Annual
Summary (Federal & State Cal/OSHA)
Incident date 5 years LC 6410; 8 CCR
14300.33; 29 CFR
1904.2-1904.6
City of Los Alamitos Records Retention Schedule
Personnel Schedule F

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

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Risk Management/Loss Control
(continued)
Accident/Illness Reports For Employee medical records and employee exposure records regarding exposure to toxic
substances or harmful physical agents. Includes
Safety Data Sheets (SDS). Does NOT include; health
insurance claims; first aid records of one-time
treatments for minor injuries; records of employees
who worked less than one (1) year if records are given
to employee upon termination.

Incident date 5 years CAL OSHA
Personnel
Training AB 1825 Sexual Harassment
Prevention
Sign in sheets and associated training materials Class date 5 years Department
Defined Attendance Sign-In Sheets Management and Leadership Personnel training programs forms Sign in date 2 years Class Training records Training records of all classes Class date 2 years Workers' Compensation First Aid/Report Only Incident Notices that an injury happened - no medical records Final Action date on Claim
5 years LC 5405; 8 CCR
14311
Personnel
Indemnity Claims Files Open/active and closed/inactive temporary and permanent disability claims files involving exposure to lost time. Permanent disability to be compensated.

Contains medical files and payment history.

Final Action date
on Claim
5 years except
lifetime
medical award
cases
destroyed
upon death of
individual
8 CCR 15400.2
"Medical Only" Claims Files Open/active and closed/inactive claims files. Contain claim forms, billings medical records, check copies,
etc. Employee injury - no loss of work greater than 3
days
Final action date on
Claim
5 years 8 CCR 15400.2
PERS (Sworn) Industrial Disability
Retirement Files (Official)
Claims filed by employees (sworn) for PERS disability
retirement
Application date 5 years GC 21101
City of Los Alamitos Records Retention Schedule
Personnel Schedule F

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
CC RESO 2023-05, Exhibit B
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City of Los Alamitos Records Retention Schedule
Police Department Schedule G

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
ABC Files Name of Premises History of ABC locations. Applications for ABC licenses to sell and/or serve alcoholic beverages.

Application date Permanent GC 34090 et seq. Department
Secretary
Administrative Investigations
(Internal Affairs Incidents by
Type)
Employee Accidents Investigations of accidents involving on-duty Departmental Personnel
Date investigations
completed 5 years GC 34090 et seq.

Police Chief's
Office
In-Custody Death Reports Investigations of in-custody deaths In-Custody Injury/Use of Force Investigations of in-custody injuries and use of force K-9 Reports Investigations of K-9 bite incidents
Officer Involved Shootings Investigations of officer involved shootings Applicant Files By Name Record of applicants not selected Creation date 3 years GC 34090 et seq. Department Secretary
Application Permits Alarm Permits
Application forms, letters of approval or denial and
miscellaneous correspondences
Acceptance or
denial date
AU + 2 years
GC 34090, 26 CFR

31.6001-1(e)(2)
Department
Secretary
Food/Ice Cream Vendors 2 years GC 34090 et seq.

Massage License Includes application and background file 5 years GC 34090 et seq.

Permit Parking
Application forms, letters of approval or denial and
miscellaneous correspondences 2 years GC 34090 et seq. Push Cart Vendors Taxi Cab
Tow Truck
Audit Annual Audits Including but not limited to: State/Federal, DOJ, CLETS, FBI, statics to various government agencies Audit date Permanent GC 34090 et seq. Department
Secretary
Citations By Citation Number Parking/Traffic Citations Issuance date 2 years GC 34090 et seq. Records Division
Citizen Complaints By Employee Name Investigations of alleged Employee misconduct Complaint completed date
5 years PC 832.5; 801.5;
803c EVC 1045,
GC 12946; GC
34090 et seq.

Internal Affairs
(IA)
Dispositions (Search and
Seizures)
By Name Search and seizure documents received from Court without Datecase probation numbers ends
2 years GC 34090 et seq. Police Chief's
Office
Employee Records Background File Record of background investigation Termination
5 years GC 34090 et seq.

Personnel
Division Medical File Medical information for each Employee 30 years US OSHA 29 CFR 191020
Personnel File Employment records., i.e. evaluations, pay changes, commendations, etc. 5 years GC 34090 et seq.

Field Interview Cards By Name Documentation of a filed contact by an Officer Date Written 2 years GC 34090 et seq. Records Division
Finance Petty Cash Receipts - by Fiscal Year Expense vouchers and reimbursement requests Reimbursement date
2 years GC 34090 et seq. Special
Investigations
Financial Disclosure Form By Name Confidential financial disclosure form completed by Employees working designated assignments
Separation date
from designated
assignment
2 years GC 34090 et seq. Personnel
Division
Graffiti Task Force Correspondence, records or interdepartmental actions concerning Task Force issues
Incident date 3 years GC 34090 et seq. District
Investigations
CC RESO 2023-05, Exhibit B
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Miscellaneous Records Trespass Forms Permission form signed by property owner Date of Initial Report
2 years GC 34090 et seq.

Filed
Operations Ride-along Requests Includes application Date of Ride Along Vacation Checks Self explanatory Date of Check
Personnel By Name City employment requests for record checks of new Employees and supporting documents
Request date 2 years GC 34090 et seq. Records
Division
By Name Explorer Post applications and performance records of explorers
Termination 2 years GC 34090 et seq. Department
Secretary
Petitions Petition and Orders under PC 1034
(no case numbers)
Court orders requiring the sealing of records Order date 2 years GC 34090 et seq.

Records
Police Reports Child Abuse Reports Division
Self explanatory
Report date
Close + 10 GC 34090 et seq.

Cities in which a case number is also
issued
Until DR
Purged
GC 34090 et seq.

Domestic Violence Reports Close + 5 GC 34090 et seq.

Records
Division
Fatal Traffic Accidents Permanent GC 34090 et seq.

Felony Reports Close +4 GC 34090 et seq.

Felony Capital Crimes Permanent GC 34090 et seq.

Homicide Permanent PC 799
Marijuana (under 1 oz.) 2 years H&S Code 113615
Non-Criminal Occurrences Current year
+2
GC 34090 et seq.

Officer Involved Shootings Close +25 GC 34090 et seq.

Sealed Records - Adult Date of Sealing 3 years GC 34090, PC 851.1(a)
Sealed Records - Juvenile
Date of Sealing 5 years
GC 34090 et seq.,
WIC 389(c), WIC
781 (d)
Traffic and Parking Citations Report date Current year
+2
GC 34090 et seq.

Polygraph Files By Calendar Year Pre-employment polygraph examinations Creation date 3 years GC 34090 et seq. Police Chief's Office
Psychological Files By Calendar Year Pre-employment psychological examinations results Creation date 5 years GC 34090 et seq. Personnel Division
Roll Call Briefing Files Information disseminated at roll call briefings Briefing date 2 years GC 34090 et seq. Field Operations
Sexual Harassment
Investigations
By Calendar Year Investigations of sexual harassment complaints Investigation completion date
5 years GC 34090 et seq. Department
Secretary
Statistical Reports Uniform Crime Report (UCR) State reports of statics on crimes and supporting documentation
Date of report 10 years GC 34090 et seq. Operation
Captain's Office
City of Los Alamitos Records Retention Schedule
Police Department Schedule G

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
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Supervisor Logs By Supervisor's Name Daily logs written by supervisors documenting shift actives
Date Written 2 years GC 34090 et seq. Department
Secretary
Training Records Departmental Orders Self explanatory Permanent Permanent GC 34090 et seq. Training Division
Employee Training Records by
Employee Name
Schools and classes attended by police employees Termination Date 5 tears GC 34090 et seq. Training Division
Jail Training Records by Employee
Name
Jail Employee training records Termination Date 5 years GC 34090 et seq. Jail Facility K-9 Training Records Training records of K-9 Officers Termination Date 5 Years GC 34090 et seq. K-9 Unit Law Summary Summaries issued by City Attorney and legal advisor Date of Issue 5 years GC 34090 et seq. Training Division
Range Records Employees' scores and documentation Date Created 5 years GC 34090 et seq. Training Division
Standards and Training for
Corrections (STC)
Mandated quarter and annual report submitted to STC Date of Report 2 years GC 34090 et seq. Jail Facility Training Bulletins Self explanatory Permanent Permanent GC 34090 et seq. Training Division
Vehicles Repossession Logs Record of reposes vehicles reported to the Department
Date of Incident 2 years GC 34090 et seq. Records
Division
Warrants Active Local Warrants Active warrants, teletypes and related documents Date of Service 2 years GC 34090 et seq.

Records
Division Served Local Warrants Served warrants, teletypes and related documents Worksheets Served warrant working papers with no case number City of Los Alamitos Records Retention Schedule
Police Department Schedule G

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
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City of Los Alamitos Records Retention Schedule
Public Works Department Schedule H

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
Administrative Services Correspondences Misc. correspondences not related to projects Creation date 2 years Permits Bus shelters, news racks Approval date Expiration + 2 GC 30490 et seq. Public Works years
Construction/Engineering Post Construction Critiques Project/Contractor reviews Completion date T+ 4 years GC 34090 et seq. Engineering
Project Files Construction project related files Completion date Bench Marks Vertical survey data Survey date
Centerline Ties Horizontal survey data Survey date
Project Data Project survey data Survey date
Structures Demolitions Completion date
Design Engineering Soil Reports Detailed soil analysis/construction recommendations Report date Permanent GC 34090 et seq.

Engineering
Material Specifications Specifications of materials used in construction projects
Date approved Permanent Engineering
Acquisition File Agent's diary, offer letter and other correspondence, escrow documents
Close of escrow 10 years Engineering
Relocation File Informational documents, claim forms, verification of payment, etc.

Receipt of final
relocation payment
10 years
Engineering
Appraisals Assesses value of property Close of escrow 2 years Engineering Residential Real Estate Included deeds, parcel maps, tract maps, right of way maps.

Creation date Permanent Engineering
Right-of-Way Property Acquisition Completion date 10 years Engineering Development Engineering Industrial Discharge Permits National Pollution Eliminations System Expiration date Permanent GC 34090 et seq.

Engineering
Street Work and Utility Permits Encroachment Permits Completion date 5 years Engineering Transportation/Wide Load Permits Oversized Vehicles Completion date 3 years Engineering Studies Runoff/Drainage Approval date 5 years Engineering NPDES Correspondences and related documents Date issued 5 years Engineering Water Quality Management Plan WQMP Approval date Until super seceded
Development
Services
Industrial Commercial Inspection
Records
Records required by permit Inspection date 5 years Engineering City Program Effectiveness
Assessment
Annual NPDES Report Submittal date permanent Development Services
Storm Water Pollution Prevention
Plan
SWPPP Certificate of
Occupancy
1 year Development
Services
Miscellanies Cash Transaction Contains specific notes Date issued 3 years Engineering Certificate of Insurance Proof of Liability insurance and endorsement Date received Completion +10 years
Engineering
Development Project Folder Public Works requirements of approval for private development projects and site plans. Includes copy of
bond release letter
Completion of
project or
expiration of
development
agreement,
whichever is later
5 years
Engineering
Development Conditions Public Works conditions of approval for private development projects
Date issued Permanent Engineering
Special Studies Joint powers authorities, etc. Date completed Permanent Engineering CC RESO 2023-05 Exhibit B
26 of 29

Development Engineering
(continued)
Certificates of Compliances City Engineer approval of existing subdivision Date recorded Permanent GC 34090 et seq. Engineering
Transportation Alignment and environmental studies Project date Permanent Reports Measure M, Congestion Management Plan, Arterial Highway Program
Report date 10 years
Over the Counter Public Works requirements of approval for over the counter Projects; site plans
Final sign-off of
permit
2 years
Conditions of Approval - Private
Development
Correspondences regarding Conditions of Approval Date created and signed
Permanent
Drawings Drawings Plans/Drawings including channelization, signal and interconnect plans, City-owned buildings, structures,
wells, reservoirs, widening, overpasses, traffic
management studies, counts, phasing, city yard
construction drawings, civic center facilities, park
structures, streets, alleys, medians, curbs and gutters, sidewalks, transportation center, sewer and water
mains, booster stations, lift stations, pump stations,
MWD connections
Date signed
Permanent GC 34090 et seq. Engineering
Drawings Traffic control plans Date signed
Drawings Bike lane and bike trails Completion date
Drawings Park improvements Completion date
Inventory Chemical and Hazardous Material Documents chemicals and hazardous materials owned, used, in the possession in the course of City
Business. Material safety data sheets, disposal, use
and storage records
Last Use 30 years
8 CCR 3204 Public Works
Maintenance Service Requests Requests for maintenance service. Includes and is not limited to: monthly street work summary reports; street maintenance, slurry seal, resurfacing; weed, rubbish,
graffiti; planting, removal and trimming of trees; driver equipment certification; supervisor's crew work
records; graffiti removal
Request date 2 years
GC 34090 et seq. Public Works
Traffic Traffic Signals Traffic control computer, maintenance Completion date Until Super seceded
GC 34090 et seq. Engineering
Accident Data/Collision Diagrams Location/accident/type/collision diagrams Diagram/Collision date
10 years
Average Daily Traffic/Turning Counts Count data Collection date 10 years Traffic Orders Various parking and traffic controls Install date Permanent School Crossing Study Study to justify crossing guard Completion date 10 years Signal Cabinet Prints Signal wiring diagram Install date Until Super seceded
Signal/LT Phase Warrant Studies to justify left turn installation Install date 10 years Signal Maintenance Operation maintenances Maintenance date 5 years Signal Timing Operation timing Maintenance date 5 years Speed Limit Study Restudied every 5 years Approval date 10 years City of Los Alamitos Records Retention Schedule
Public Works Department Schedule H

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

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CC RESO 2023-05 Exhibit B
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Traffic (continued) Traffic Control Devices Inventory Installation and maintenance data Work date Life of Structure + 5
years GC 34090 et seq. Engineering
Traffic/Parking Studies Neighborhoods, schools, parks, special Study date 10 years Requests for Service Citizen-requests, studies Request date 10 years Preventative Maintenance Repairs, Inspection and Preventative Maintenance
Repairs, inspection and preventative; heating
ventilation and air conditions chiller repair, air
condition system refrigerant
Service Date Life of Asset
+2
State of CA, US

EPA, SCAQMD
Public Works
Inspection Reports Annual Fire Inspection, 5 year systems inspection, annual fire extinguishers State of CA
Underground Storage Monthly Test
and 3 year inspections
Maintenance of diesel, gasoline tanks on City property State of CA, US

EPA, SCAQMD
Emergency Generators, Internal
Combustion Pressure Pups Emission
and Maintenance
Reports related to emergency power sources and
building fire pump operations
State of CA,
SCAQMD
Light and Heavy Vehicles,
Equipment
Fleet Maintenance Work order, requisitions, accident reports, logs Generation date
Active + 5
years
GC 34090 et seq. Public Works
CHP BIT Records Program Driver Inspections Active + 3
months
Driver Time Sheets Active + 6
months
Driver Proficiency Life + 1 year
BIT EQU Inspections 1 year
City Yard Operating Permits AQMD UST Permits, hazardous Waste Permits Generation date
Active
GC 34090 et seq. Public Works AQMD UST Annual Renewal 1 year Inspection and Reports AQMD UST Monthly Inspection, KPEDS Monthly Inspection, Haz-mat Generator Fee report
1 year
City of Los Alamitos Records Retention Schedule
Public Works Department Schedule H

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
CC RESO 2023-05 Exhibit B
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City of Los Alamitos Records Retention Schedule
Recreation and Community Services (RCS) Schedule I

RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE

RETENTION

PERIOD AUTHORITY CUSTODIAN
Administration Applications Application date 2 years GC 34090 et seq. RCS Correspondences Misc. correspondences Date created 2 years GC 34090 et seq. RCS Permits Permit date 2 years GC 34090 et seq. RCS
Events City Sponsored Events Records the planning and history of events sponsored by the City.   May include, but is not limited to mailing lists, invitations, photographs, media releases,
correspondence, and event diagrams.

Event date 5 years GC 34090 et seq.

RCS
Projects General Project Files Project files including correspondence, reports, and relevant back-up documentation
Folder year date 3 years GC 34090 et seq. Originating
Dept.

Registration Participant Registration and
Attendance Records
Documents the registration and attendance of
participants in sponsored events, activities, and
classes.  Records may include registration forms or
cards, class or activity rosters, consent/waiver forms
and related documents.

Last date of
participation
2 years GC 34090 et seq.

RCS
Reservations Reservation Form Facility reservations Event date 2 years GC 34090 et seq. RCS CC RESO 2023-05, Exhibit B
29 of 29

Records Inventory Identification Form
Box Number: (if applicable)
Department: Date:

Division/Office:

Inventoried By: Ext:

Record Series Title: Record Category:

Alternate Title(s):

Inclusive Dates from: to:

Record Series Description: (content & purpose-be detailed) Record is: Value:

Vital Administrative
Non-record Fiscal
Confidential Historical
Exempt from Legal
Public Disclosure
Original Record Container:

Duplicate Type:

If duplicate, location of original: Quantity:

Filing Method: File Location:

Chronological City Hall-Vault
Alphabetical Room/Office
Subject Records Center
Numerical (inactive)
Geographic
Other:

Department Head's Suggested Retention: Total Years
DESTRUCTION YEAR:

Method and basis for Filing/Retention:

File at Dept. Level then destroy Total Years
File at Dept. Level then transfer to Record Center Total Years Safeguard at Records Center then Destroy Total Years
Retain at Records Center Permanently
Retain at City Hall (vault) Permanently

City of Los Alamitos
Records Management Program
Request for Amendment to Records Retention Schedule Page of Department: Requested By:

Series Title and Description Add, Change, Reason for Authority/ Current Retention Proposed or Delete Requested Amendment Legal Retention Retention example:

Council Meetings Change Add record series for meeting preparation GC 34090/2 Years 2 years 2 years Approved
Department Head: Signature: Date:

City Clerk/Records Manager: Signature: Date:

City Attorney: Signature: Date:

City of Los Alamitos
Records Management Program
Authority to Destroy Obsolete Records
The below records are submitted for destruction in accordance with the procedures outlined in the City of Los Alamitos Records Management Program adopted by City Council Resolution. Note: Documents will be reviewed for historical value and, if applicable, retained in the Archives. Documents involved in litigation or pending audit may not be destroyed.

DEPARTMENT: DATE: PAGE OF
DIVISION: PREPARED BY: DESTRUCTION DATE:

RECORD CATEGORY RECORD SERIES DATE OF RECORDS: REQUIRED LOCATION BOX (Use Retention Schedule) Description. Attach additional sheets if needed FROM: TO: RETENTION NUMBER Documents have been reviewed and approved for destruction.

APPROVAL (print name and sign)
Department Head Date
Michael S. Daudt, City Attorney
City Attorney Date
Windmera Quintanar, MMC, City Clerk
City Clerk or Records Manager Date
CERTIFICATION OF DESTRUCTION OF RECORDS Destruction Method (circle one) I hereby certify that I caused the records listed above to be destroyed. Shredding Discard Outside Vendor Signature Name/Title Date

DocuSign Envelope ID: B8352FE5-BA20-402A-B92D-CC7A69EBBB32 2/9/2023
2/8/2023

DocuSign Envelope ID: B8352FE5-BA20-402A-B92D-CC7A69EBBB32 Michael S. Daudt 2/9/2023
Windmera Quintanar 2/8/2023

DocuSign Envelope ID: B8352FE5-BA20-402A-B92D-CC7A69EBBB32 Michael S. Daudt 2/9/2023
Windmera Quintanar 2/8/2023

DocuSign Envelope ID: B8352FE5-BA20-402A-B92D-CC7A69EBBB32 2/9/2023 Michael S. Daudt
Windmera Quintanar 2/8/2023

City of Los Alamitos

CITY COUNCIL AGENDA REPORT
MEETING DATE: February 21, 2023 ITEM NUMBER: 10C
To: Mayor Tanya Doby & Members of the City Council
Presented By: Windmera Quintanar, City Clerk
Subject: Administrative Rules and Regulation Updates

SUMMARY
The Administrative Rules and Regulations (ARs) are a cumulation of polices that were adopted by Council, approved by the City Manager, and/or are administered by the Departments. Many of the policies are in need of updating and/or are now obsolete. Staff has identified polices originally approved by Council that are now obsolete and should be formally repealed.

RECOMMENDATION

1. Recscind Administrative Regulation 2.6 - Challenge Coins; and,

2. Authorize the City Manager to implement, and modify as needed, Administrative Regulation

4.10 - Deputy City Manager Designation; and,

2. Repeal Resolution No. 2015-14, entitled, "A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF LOS ALAMITOS, CALIFORNIA, ADOPTING THE CITY OF LOS ALAMITOS TRAVEL AND REIMBURSEMENT POLICY DATED JUNE 1, 2015 AND REPEALING RESOLUTION NO. 2009-02"; and,

3. Authorize the City Manager to implement, and modify as needed, Administrative Regulation

6.1 - Travel and Reimbursement Policy.

BACKGROUND
The ARs serve as an organization method for City policies. The polices are housed together in the ARs digital handbook for easy reference and use of City Staff, residents, and surrounding agencies. Ensuring the policies are up to date and useful is a key goal of the Administration Department.

As the City's organization and needs have changed, ensuring the policies are streamlined will help to improve efficiency throughout the City and provide Staff with an effective tool for best practices. Obsolete policies approved by Council need to be replaced by Council. City Manager and Department ARs may be updated and reviewed by Staff as needed.

DISCUSSION
In the spirit of efficiency and transparency, the City's current ARs are available on the City’s website here: http://cityoflosalamitos.org/207/Administrative-Rules-Regulations. This report

addresses various Council adopted policies. Below is a table of the relevant ARs, the authority for each AR, and staff recommendations for moving forward.

Title Authority Recommendation
Section 1 – General
Administration

1.03 Non-Smoking Policy City Council
Ordinance 576
No change required.

1.09 Requests for Inspection
and/or Copying of Public
Records
City Council In compliance with the Public Records Act. No change required.

1.10 Policy for Naming
Specific Facilities within City
Parks
City Council No change suggested.

1.15 Ticket Handling City Council
Resolution
2018-30
In compliance with Fair Political Practice
Commission regulations. No change
suggested.

Section 2 – City Council

2.1 City Council
Reorganization
City Charter No change suggested.

2.2 City Council Agenda
Preparation
City Council
Resolution
2019-10
No change suggested.

2.3 Absence from Duty – Out
of State
City Charter No change suggested.

2.6 Challenge Coins City Council Rescind. Purchases for the Council are made within the approved Council budget.

Section 4 - Personnel Rules
and Regulations

4.10 Deputy City Manager
Designation
City Manager
(Add)
This policy would allow for the temporary
designation of Department Directors or Division
Managers as Deputy City Managers. The Deputy
City Manager positions are intended to assist the
City Manager through the combination of multiple
Departmental responsibilities under a single
decision-making supervisor/director who can
communicate directly with the City Manager.

Section 7 - Travel

7.1 Travel and
Reimbursement Policy
City Council Policy has not been updated since 2015. Staff recommends rescinding City Council
Resolution 2015-14 and authorizing the City
Manager to implement a Travel Policy through
the Administrative Rules and Regulations in
compliance with the adopted budgets and City
regulations. Allowing the City Manager to
administer changes will ensure the policy can
easily adapt to changing economic times and
the City's needs.

FISCAL IMPACT
None.

Attachment: 1. Section 2.6 - Challenge Coins

2. Section 4.10 - Deputy City Manager Designation Policy

3. Section 6.1 - Travel and Reimbursement Policy (2023)

4. Resolution No. 2015-14 - Travel and Reimbursement Policy

City of Los Alamitos
Administrative Regulation
Regulation: 2.6
Title: Challenge Coins
Authority:

Date:

City
September
Council
15, 2014
AA/414
Bret M. Plumlee, City Manager
Revised:

1. Purpose: The purpose of this regulation is to allow City Council Member' s to use the City of Los Alamitos seal for the design and purchase of Challenge Coins.

2. Application: This Administrative Regulation shall apply to each member of the City Council.

3. Regulation: Each member of the City Council is authorized to use the City seal for the design of a Challenge Coin. Coins will be purchased at the Council Member' s expense. There will be no fiscal impact to the City of Los Alamitos.

A Council Member that purchases Challenge Coins will notify the City Clerk' s Office with the design of the coin, how many coins have been purchased, and who the coins have been given to.

1597954.1
City of Los Alamitos
Administrative Regulation
Regulation: 4.10
Title: Deputy City Manager Designation
Authority: City Manager per Council Minute Action on February 21, 2023 Date: February 21, 2023
Revised:

1. Purpose: The purpose of this regulation is to establish an administrative policy permitting the temporary designation of Department Directors or Division Managers as Deputy City Managers. The Deputy City Manager positions are intended to assist the City Manager through the combination of multiple Departmental responsibilities under a single decision-making supervisor/director who can communicate directly with the City Manager.

The Deputy City Manager is not intended to create an additional supervisory level but to consolidate operations from multiple Departments into a working team under a single decision maker.

2. Policy: It is the City Manager’s policy that certain Department Directors or Division Managers may be assigned temporary responsibilities that transcend normal lines of Departmental responsibility. For the purposes of accepting responsibility and being held accountable, the City Manager may designate a Department Director or Division Manager with the working title of Deputy City Manager.

The following conditions and restrictions shall apply:

1. The City Manager may designate the Deputy City Manager or remove such designation at any time and for any reason.

2. The Deputy City Manager designation shall not be a new Class Title within the classified service or for at-will executives. The Deputy City Manager designation shall not change the nature of the Department Director or Division Manager’s employment status with the City.

3. The Department Director’s or Division Manager’s personnel record shall reflect the Deputy City Manager assignment period but the title shall not be used for comparative salary surveys or employment references.

4. The designation to Deputy City Manager and acceptance of additional responsibility will result in an additional 5% increase to the Department Director or Division Manager’s compensation during the duration of the designation.

1597954.1

3. Procedure:

1. The City Manager, upon designating a Department Director or Division Manager to the Deputy City Manager temporary assignment, shall provide notice to Personnel of the effective date and specific title.

2. The City Manager shall notify all Department Directors and Division Managers whose program responsibilities are subject to a Deputy City Manager supervision and authority.

3. The City Manager should define by memorandum the level of Deputy City Manager responsibility, limits of program and staff supervision, and extent of decision-making authority.

1 City of Los Alamitos
Administrative Regulation
Regulation: 6.1
Title: Travel and Reimbursement Policy
Authority: City Manager per Council Minute Order – February 21, 2023 Date: February 21, 2023
Revised:

1. INTENT AND PURPOSE
The City of Los Alamitos recognizes the value of attendance by City officials and employees at professional conferences, seminars, meetings with other government officials, professional organizations, community organizations, and constituents and ceremonial events and activities that promote or benefit the City. This policy establishes travel authorization, expense, reimbursement, and reporting standards consistent with the provisions of this policy and in compliance with California Government Code Sections 53232.2 and 53232.3.

2. APPLICATION
This policy applies to City Council Members, appointed officials who are members of legislative bodies (as defined by Government Code Section 54952), the City Manager and Employees of the City of Los Alamitos.

3. DEFINITIONS
(A) "Appointed Officials" shall refer to those officials appointed as members of legislative bodies (as defined by Government Code Section 54952) (B) ”City” shall refer to the City of Los Alamitos.
(C) “City Council Members” shall refer to the individuals who comprise the legislative body of the City.
(D) “City Manager” shall refer to the City Manager of the City of Los Alamitos, or his or her designee.
(E) “Department Director” shall refer to the director of a department of the City.
(F) “Employees” shall refer to all subordinate employees in the City. For the purposes of this policy, the City Manager is not considered a subordinate employee.

2 3. POLICY
To the extent that the requirements of California Government Code Sections 53232.2 and 53232.3, which relate to travel and reimbursement policies for City Council Members and Appointed Officials, are applicable to charter cities, this policy is intended to comply with those requirements.

The City reimburses its officials and employees for expenses incurred in connection with business related travel and attendance at meetings and events, in amounts designated in the approved City budget. The establishment of reasonable limits on expense reimbursement assures a prudent and responsible use of public funds and allows more officials and employees to attend beneficial conferences, seminars, and meetings.

Absent unusual circumstances and only with the permission of the City Council, expense reimbursements will not exceed the amounts set forth in this policy. "Reimbursement" for purposes of this policy means all forms of payment for expenses incurred by City officials and employees in the course of their official duties whether paid directly by the City (including without limitation, with a City-issued credit card) or advanced by city officials and employees with personal funds and later reimbursed from City funds.

In addition, this Policy is not intended to address every issue, exception or contingency that may arise in the course of City travel. Accordingly, the basic standard that should always prevail is to exercise good judgment in the use and stewardship of the City's resources. Specific issues not covered here may be directed to the City Manager.

4. TRAVEL REQUESTS AND AUTHORIZATION
A. City Council and Commissioners
Overnight travel for City Council Members shall be coordinated and arranged through the City Clerk’s Office and is subject to all provisions of this policy except as otherwise noted. Travel for appointed members of City Commissions shall be coordinated and arranged by the corresponding department.

B. City Employees
Where travel proposes overnight lodging, employees must complete and sign the Travel Authorization Form (Exhibit A). The Travel Authorization Form must be submitted to the City Manager or the City Manager’s designee for approval at least forty-five (45) days before the proposed trip. Upon approval, the signed Travel Authorization Form shall be submitted as an attachment to the employee's Expense Report. The City Manager may, at his/her discretion, accept Travel Authorization Forms submitted inside the forty-five (45) day window.

3 5. COST CONTROL
To conserve City resources and keep expenses within reasonable standards, City officials and employees must use the most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements, using the most direct and time-efficient route.

Government and group rates must be used when available if they present the least expensive fare.

Incidental Expenses, which shall include bridge, road tolls, parking fees, and other similar costs, are considered reimbursable expenses. Baggage handling fees up to $1 per bag will also be reimbursed.

Expenses for which travelers receive reimbursement from another agency are not reimbursable.

6. LODGING
Actual lodging costs will be reimbursed or paid for when travel on official City business reasonably requires an overnight stay. When an additional charge is imposed for City business related internet/broadband access, the charge may be reimbursed as part of the room rate.

If the lodging is in connection with a conference or other organized educational activity, lodging costs shall not exceed the maximum group rate published by the conference or activity sponsor, provided that lodging at the group rate is at the time of booking. If the group rate is not available, then travelers shall use comparable lodging that is consistent with the per diem rates for lodging as established in IRS Publication 1542, as amended, or any successor publication.

Travelers must request government rates, when available. Lodging rates that are equal or less than government rates are presumed to be reasonable and reimbursable for purposes of this policy. In the event that government rates are not available at a given time or area, lodging rates that are consistent with the per diem rates for lodging as established in IRS Publication 1542, as amended, or any successor publication, are presumed reasonable and reimbursable.

7. METHOD OF TRAVEL
A. Automobile Travel
(1) City Vehicle. When using a City vehicle, travelers shall be reimbursed for the actual costs of fuel, oil and emergency repairs.
(2) Private Vehicle. Automobile mileage is reimbursable at the Internal Revenue Service rates presently in effect. The reimbursable amount shall be based

4 upon the actual mileage traveled for the purposes of the traveler’s official duties. In no case shall the amount of reimbursement exceed the cost of the least expensive ticket available via commercial air travel and, if applicable, the cost of a standard size rental car.
(3) Rental Vehicle. Travelers shall be reimbursed for the cost of a standard size vehicle with the usual and customary levels of insurance. When demonstrable circumstances dictate necessity, travelers may be reimbursed, at the discretion of the City Manager, for upgrading to a larger vehicle.

B. Air Travel
(1) Airfare shall be reimbursed at the actual ticket cost as stated on the receipt.

The City will only reimburse up to the cost of the least expensive ticket available via commercial air travel.
(2) Change of flight fees shall not be reimbursable.
(3) Long-term parking shall be reimbursable for travel exceeding twenty-four (24) hours.

C. Other Transportation
Taxi, bus, train, shuttle, or other similar fares, including associated gratuities of up to 15 percent, shall be reimbursed at their actual cost as stated on the receipt.

8. MEALS
Meal expenses and associated gratuities up to fifteen (15) percent will be reimbursed at their actual cost or at the Internal Revenue Service rates currently in effect, as set forth in Publication 1542, as amended, or any successor publication, whichever is less, subject to the following restrictions:
(1) Breakfast will be reimbursed only when travel begins before 7:00 a.m. and extends beyond 8:00 a.m.
(2) Lunch will be reimbursed only when travel begins before 12:00 p.m. and extends beyond 2:00 p.m.
(3) Dinner will be reimbursed only when travel begins before 6:00 p.m. and extends beyond 8:00 p.m.

Meals provided for as part of the cost of the travel, including, but not limited to, conference, complementary, or in-flight meals, are not eligible for travel advances or reimbursement. The City will not pay for alcohol or other personal bar expenses.

5 9. COMMUNICATIONS
Travelers will be reimbursed for actual telephone and fax expenses incurred on City business. Telephone bills should identify which calls were made on City business.

Travelers will be reimbursed for actual cellular, personal communication device and internet expenses incurred for official City business.

For cellular calls, or costs incurred as a result of the usage of other personal communication devices, where traveler has a particular number of minutes included in his or her plan, the traveler shall identify the percentage of communication conducted on public business and shall be reimbursed accordingly.

If the length of the traveler’s trip is twenty-four (24) hours or greater, he or she will be reimbursed for two personal phone calls of a reasonable length per 24-hour day of travel.

8. PER DIEM ADVANCES
Eligible City officials and employees who do not have City issued credit cards may claim a per diem of up to $70 per day for meals and incidental expenses associated with City business where an overnight stay is required. Per diem may not be claimed by City officials and employees with a City-issued Cal Card purchasing card.

Eligible City officials and employees may claim per diem upon commencement of travel.

For each 24-hour period thereafter, the City official or employee can claim up to the full per diem amount. If there is a period of time of the trip with a duration of less than 12 hours, no more than one-half (1/2) the per diem rate may be claimed.

Eligible City officials and employees must submit receipts on expenses purchased using per diem. Unused daily per diem funds must be returned to the Finance Department within fourteen (14) days of return. Failure to submit unused per diem funds constitutes a violation of this policy.

9. AUTHORIZED EXPENSES
Actual and necessary expenses incurred in the performance of official duties; provided, however, that reimbursement shall always be at the lesser of the actual cost or the IRS rates currently in effect, unless otherwise approved by the City Council in advance as provided below.

The following types of expenses generally constitute authorized expenses, as long as the other requirements of this Policy are met and provided that total expenses incurred by the traveler are within the total amount budgeted for that fiscal year:

6 (1) Communicating with representatives of regional, state and national government on City policy positions.
(2) Attending organized educational seminars, conferences or activities designed to improve the City Council Member’s skill and information levels. (3) Participating in regional, state and national organizations or associations whose activities affect the City’s interests; provided, however, that all such travel must be approved in advance by a unanimous vote of the City Council in a public meeting.
(4) Attending City events including Chamber events and the Annual Americana Awards.
(5) Charitable event tickets.

10. UNAUTHORIZED EXPENSES
Personal expenses that the City will not reimburse include, but are not limited to:
(1) All out of state travel.
(2) The personal portion of any trip.
(3) Political contributions or events.
(4) Charitable event tickets for which the traveler is taking or will take a tax deduction.
(5) Family expenses, including a partner’s expenses when accompanying the traveler on City-related business, as well as children or pet-related expenses.
(6) Entertainment expenses, including theater, movies (either in-room or at the theater), sporting events (including gym, massage and/or golf-related expenses), or other cultural events. However, where the City is acting in a host capacity, those host-related expenses, including entertainment expenses and meals, may be reimbursed with prior approval from the City Manager.
(7) Non-mileage personal automobile expenses, including traffic citations. (8) Mileage expenses to meetings of boards to which the traveler has been appointed and for which the traveler receives a stipend from that organization (e.g. OCFA, OCSD, SCAG etc.)

7 (9) Personal losses incurred while on City business.
(10) Any clothing (including City logo clothing).

Any questions regarding the propriety of a particular type of expense should be resolved with the City Manager before the expense is incurred.

11. OTHER EXPENSES
Expenses that do not fall within the scope of this Policy shall be approved by the City Council, in a public meeting, before the expense is incurred. However, the City Council shall not approve any expense in violation of Government Code Sections 53232.2 and 53232.3, as well as Section 3.03 or any other section of this Policy.

12. DOCUMENTATION OF EXPENSES; EXPENSE REPORTS
Travelers shall submit expense reports on the “EXPENSE REPORT” (Exhibit A) form provided by the City to the Treasurer within ten (10) days of incurring the expense.

In order to qualify for reimbursement, expense reports must be accompanied by documentary evidence, such as a receipt, canceled check or bill, for each expense.

The documentary evidence should show the amount, date, place, and essential character of the expense.

If a traveler cannot produce documentary evidence, he or she shall not be reimbursed.

If the Treasurer finds that the traveler’s aggregate reimbursable travel expenses were greater than the amount of any travel advance, the City shall pay the difference between the travel advance and the reimbursable expenses within thirty (30) days of submission of the “EXPENSE REPORT” form; provided, however, that reimbursement shall never exceed the amount authorized by Government Code Sections 53232.2 and 53232.3, this Policy, or the adopted amount budgeted by the City Council.

The Treasurer shall review all forms and documentary evidence for appropriateness and compliance with this Policy. Any disputed costs should be discussed between the Treasurer and the City Manager, who shall make a final determination as to whether reimbursement shall be made. If the City Manager deems it necessary, he or she may bring the disputed cost to the City Council for discussion in a public meeting, and the City Council's determination shall be final; provided, also, that the City Council Member whose expense is being discussed shall recuse himself or herself from the discussion.

If the City Council cannot come to a decision (e.g. a tie vote), the City Manager's decision shall be final.

All documents related to reimbursable City expenditures are subject to disclosure under the California Public Records Act (Chapter 3.5 (commencing with Section 6250) of Division 7 of Title 1).

8 13. TRAVEL ADVANCE POLICY
From time to time, it may be necessary for a traveler to request a cash advance to cover anticipated expenses while traveling or doing business on behalf of the City. Such request for an advance shall be submitted to the Treasurer on the “TRAVEL AUTHORIZATION AND ADVANCE REQUEST” (Exhibit B) form, as provided by the City. All relevant documentation relating to the proposed expenses must be attached to the form.
(1) No advance will be authorized in an amount less than one hundred dollars ($100).
(2) Any unused advance, or portion of an advance, must be returned to the Treasurer within ten (10) business days of the traveler’s return, along with a completed and signed expense report, pursuant to section 12. Travelers who do not return the unused portion of a cash advance within ten (10) business days are ineligible for any additional advances until such time as the unused amount is returned.
(3) A travel advance shall not, under any circumstances, be considered a personal loan.
(4) Any expenditure of a travel advance, other than for the approved purpose of the advance, shall be considered a misappropriation of public funds. (5) Funds for prepaid items, such as airfare and registration, are not considered cash advances.

14. CITY COUNCIL MEMBER AND APPOINTED OFFICIAL REPORTS
At their next regular meeting, each City Council Member and Appointed Official shall provide a brief report on any meeting attended at the City’s expense. If more than one City Council Member or Appointed Official attends the same event, the Mayor or Presiding Officer shall designate one attendee to give the report. The other attendees will be permitted to briefly report on any topics omitted by that designated City Council Member or Appointed Official.

15. CREDIT CARD USE
City officials and employees may use valid City-issued Cal Card purchasing cards for expenses allowed in this policy. Cal Cards must be used in accordance with the City's Purchasing Ordinance.

16. FOREIGN TRAVEL
Any foreign travel outside North America by a city official or employee must be authorized by the City Council and shall be subject to all provisions contained in this

9 policy. Any modification to this policy shall be considered by the City Council at a regular or special meeting.

North American foreign travel by City employees shall be subject to the approval of the City Manager.

15. PENALTIES
Pursuant to California Government Code section 53232.4, penalties for misuse of public resources or falsifying expense reports in violation of expense reporting policies, may include, but are not limited to, the following:
(1) The loss of reimbursement privileges.
(2) Restitution to the City.
(3) Civil penalties for the misuse of public resources, pursuant to California Government Code section 8314.
(4) Prosecution for misuse of public resources, pursuant to section 424 of the California Penal Code.

History:

June 1, 2015 – Resolution 2015-14

RESOLUTION NO. 2015- 14

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF LOS ALAMITOS, CALIFORNIA, ADOPTING THE

CITY OF LOS ALAMITOS TRAVEL AND
REIMBURSEMENT POLICY DATED JUNE 1, 2015 AND
REPEALING RESOLUTION NO. 2009- 02
WHEREAS, applicable state law, including AB 1234, requires that the City adopt a travel and reimbursement policy which is applicable to certain public officials; and,
WHEREAS the policy attached hereto shall be applicable to all City officials and employees;

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LOS
ALAMITOS DOES RESOLVE AS FOLLOWS:

SECTION 1. The City Council of the City of Los Alamitos, California, finds that the above recitals are true and correct.

SECTION 2. The City Council hereby adopts the " City of Los Alamitos Travel and Reimbursement Policy" attached hereto as Exhibit " A" and incorporated herein by reference, which policy is dated June 1, 2015. This Resolution with the attached Policy shall be filed and kept with all other City administrative policies and regulations.

SECTION 3. The City Manager, or his or her designee, shall be responsible for providing and maintaining any forms necessary for the implementation of this Policy.

SECTION 4. This Policy shall supersede all prior City travel and reimbursement policies. Resolution No. 2009- 02 shall be repealed in entirety.

SECTION 5. The City Clerk shall certify as to the adoption of this Resolution.

PASSED, APPROVED, AND ADOPTED this 1st day of June, 2015.

Richard D. Murphy, Mayor
ATTEST:

Windme : Quintanar, CMC, City Clerk

APPROVED AS TO FORM:

Cary S. Reisman, City Attorney

STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss

CITY OF LOS ALAMITOS )
I, Windmera Quintanar, CMC, City Clerk, of the City of Los Alamitos, do hereby certify that the foregoing Resolution was adopted at a Special meeting of the City Council held on the 1st day of June 2015, by the following vote, to wit:

AYES: COUNCILMEMBERS: Edgar, Kusumoto, Crose
NOES: COUNCILMEMBERS: Hasselbrink, Iv!urnhy
ABSENT: COUNCILMEMBERS: None
ABSTAIN: COUNCILMEMBERS: None
t) l:: J
1 4
Windmera Quintanar, CMC, City Clerk
CC RESO 2015- 14

City of Log Alamitos
Administratuve ': eguulation
Regulation: 6. 1
Title: Travel Policy 1r 44 ,()
Authority: City Council 11141//
Date: June 1, 2015 Bret M. Plumlee, City Manager
Revised: June 1, 2015— Resolution 2015- 14
TRAVEL AND REIMBURSEMEN7 POI ICY
UPDATED JUNE 1, 2015)
SECTION 1. INTENT AND PURPOSE
The purpose of this " Travel and Reimbursement Policy" (" Policy") is to establish guidelines for the reimbursement of certain actual and necessary expenses, incurred in the performance of assigned and/ or official duties, by the City Council Members, appointed officials who are members of legislative bodies ( as defined by Government Code Section 54952), Officials, the City Manager and Employees of the City of Los Alamitos. In addition, to the extent that the requirements of California Government Code Sections 53232. 2 and 53232. 3 are applicable to charter cities, this policy is intended to comply with those requirements.

SECTION 2. DEFINITIONS
A) " Appointed Officials" shall refer to those officials appointed as members of legislative bodies ( as defined by Government Code Section 54952)
B) " City" shall refer to the City of Los Alamitos.

C) " City Council Members" shall refer to the individuals who comprise the legislative body of the City.

D) " City Manager" shall refer to the City Manager of the City of Los Alamitos, or his or her designee.

E) " Department Director" shall refer to the director of a department of the City.

F) " Employees" shall refer to all subordinate employees in the City. For the purposes of this policy, the City Manager is not considered a subordinate employee.

G) " Officials" shall refer to the City Clerk and the City Treasurer of the City.

ECTION 3. TRAVEL AND REIMBURSEMENT POLICY FOR CITY COUNCIL MEMBERS

AND APPOINTED OFFICIALS OF THE CITY OF LOS ALAMITOS

3.01 Intent
To the extent that the requirements of California Government Code Sections 53232. 2 and 53232.3, which relate to travel and reimbursement policies for City Council Members and Appointed Officials, are 1 UPDATED: 6- 1- 15

applicable to charter cities, this policy is intended to comply with those requirements. In addition, this Policy is not intended to address every issue, exception or contingency that may arise in the course of City travel.

Accordingly, the basic standard that should always prevail is to exercise good judgment in the use and stewardship of the City' s resources. Specific issues not covered here may be directed to the City Manager.

3. 02 Authorized Expenses
A) City Council Members. City Council Members are allowed their actual and necessary expenses incurred in the performance of official duties; provided, however, that reimbursement shall always be at the lesser of the actual cost or the IRS rates currently in effect, unless otherwise approved by the City Council in advance as provided below. The following types of expenses generally constitute authorized expenses, as long as the other requirements of this Policy are met and provided that total expenses incurred by the City Council are within the total amount budgeted for that fiscal year:
1) Communicating with representatives of regional, state and national government on City policy positions.
2) Attending organized educational seminars, conferences or activities designed to improve the City Council Member' s skill and information levels. 3) Participating in regional, state and national organizations or associations whose activities affect the City' s interests; provided, however, that all such travel must be approved in advance by a unanimous vote of the City Council in a public meeting.
4) Attending City events including Chamber events and the Annual Americana Awards. 5) Charitable event tickets.

B) Appointed Officials. Appointed Officials shall be reimbursed only when specific travel is expressly authorized in advance by the City Council in a public meeting. When the City Council authorizes the travel, the Appointed Official shall be subject to Sections 3. 01 through 3. 09 of this Policy.

3. 03 Unauthorized Expenses
Personal expenses that the City will not reimburse include, but are not limited to:

A) All out of state travel.

B) The personal portion of any trip.

C) Political contributions or events.

D) Charitable event tickets for which the Official is taking or will take a tax deduction.

E) Family expenses, including a partner' s expenses when accompanying the City Council Member or Appointed Officials on City-related business, as well as children or pet-related expenses.

F) Entertainment expenses, including theater, movies ( either in-room or at the theater), sporting events ( including gym, massage and/ or golf-related expenses), or other cultural events. However, where the UPDATED: 6- 1- 15

City is acting in a host capacity, those host-related expenses, including entertainment expenses and meals, may be reimbursed with prior approval from the City Manager.

G) Non-mileage personal automobile expenses, including traffic citations.

H) Mileage expenses to meetings of boards to which the Council Member has been appointed and for which the Council Member receives a stipend from that organization( e.g. OCFA, OCSD, SCAG etc.) I) Personal losses incurred while on City business.

J) Any clothing( including City logo clothing).

Any questions regarding the propriety of a particular type of expense should be resolved with the City Manager before the expense is incurred.

3.04 Other Expenses
Expenses that do not fall within the scope of this Policy shall be approved by the City Council, in a public meeting, before the expense is incurred. However, the City Council shall not approve any expense in violation of Government Code Sections 53232. 2 and 53232. 3, as well as Section 3. 03 or any other section of this Policy.

3. 05 Documentation of Expenses; Expense Reports
A) City Council Members and Appointed Officials shall submit expense reports on the " EXPENSE REPORT" form provided by the City to the Treasurer within ten ( 10) days of incurring the expense. A copy of the " TRAVEL ADVANCE AND AUTHORIZATION REQUEST," as described in Section 3. 07 of this Policy must be attached.

B) In order to qualify for reimbursement, expense reports must be accompanied by documentary evidence, such as a receipt, canceled check or bill, for each expense. The documentary evidence should show the amount, date, place, and essential character of the expense.

C) If a City Council Member or Appointed Official cannot produce documentary evidence, he or she shall not be reimbursed.

D) If the Treasurer finds that the City Council Member' s or Appointed Official's aggregate reimbursable travel expenses were greater than the amount of any travel advance, as provided under section

3. 07, the City shall pay the difference between the travel advance and the reimbursable expenses within thirty 30) days of submission of the " EXPENSE REPORT" form; provided, however, that reimbursement shall never exceed the amount authorized by Government Code Sections 53232. 2 and 53232. 3, this Policy, or the amount budgeted by the City Council for the trip.

E) The Treasurer shall review all forms and documentary evidence for appropriateness and compliance with this Policy. Any disputed costs should be discussed between the Treasurer and the City Manager, who shall make a final determination as to whether reimbursement shall be made. If the City Manager deems it necessary, he or she may bring the disputed cost to the City Council for discussion in a public meeting, and the City Council' s determination shall be final; provided, also, that the City Council Member 3 UPDATED: 6- 1- 15

whose expense is being discussed shall recuse himself or herself from the discussion. If the City Council cannot come to a decision ( e.g. a tie vote), the City Manager's decision shall be final.

F) All documents related to reimbursable City expenditures are subject to disclosure under the California Public Records Act( Chapter 3. 5 ( commencing with Section 6250) of Division 7 of Title 1).

3. 06 Cost Control
To conserve City resources and keep expenses within reasonable standards for City Council Members and Appointed Officials, expenditures should adhere to the following guidelines:

A) Lodging. Actual lodging costs will be reimbursed or paid for when City Council Member and Appointed Official travel on official City business reasonably requires an overnight stay. In addition:
1) If the lodging is in connection with a conference or other organized educational activity, lodging costs shall not exceed the maximum group rate published by the conference or activity sponsor, provided that lodging at the group rate is available to the City Council Member or Appointed Official at the time of booking. If the group rate is not available, then the City Council Member or Appointed Official shall use comparable lodging that is consistent with the per diem rates for lodging as established in IRS Publication 1542, as amended, or any successor publication.
2) If the lodging is not in connection with a conference or other organized education activity, or ifthe City Council Member or Appointed Official is unable to secure the group rate published by the activity sponsor, then City Council Member or Appointed Official shall use government and group rates offered by a provider of lodging or lodging that is consistent with the per diem rates for lodging as established in IRS Publication 1542, as amended, or any successor publication.

B) Transportation— General.
1) The most economical mode and class of transportation, which is reasonably consistent with scheduling needs and cargo requirements, and the most direct and time- efficient route, must be used by City Council Members and Appointed Officials.
2) When available, City Council Members and Appointed Officials shall use government and group rates offered by a provider oftransportation. 3) Incidental Expenses, which shall include bridge, road tolls, parking fees, and other similar costs, are considered reimbursable expenses. Baggage handling fees up to $ 1 per bag will also be reimbursed.
4) Expenses for which City Council Members receive reimbursement from another agency are not reimbursable.

C) Automobile Travel.
1) City Vehicle. When using a City vehicle, City Council Members and Appointed Officials shall be reimbursed for the actual costs of fuel, oil and emergency repairs. City vehicles should be fueled at the City service station whenever possible.
2) Private Vehicle. Automobile mileage is reimbursable at the Internal Revenue Service rates presently in effect. The reimbursable amount shall be based upon the actual mileage traveled for the 4 UPDATED: 6- 1- 15

purposes of the City Council Member' s or Appointed Official' s official duties. In no case shall the amount of reimbursement exceed the cost of the least expensive ticket available via commercial air travel and, if applicable, the cost of a standard size rental car.
3) Rental Vehicle. City Council Members and Appointed Officials shall be reimbursed for the cost of a standard size vehicle with the usual and customary levels of insurance. When demonstrable circumstances dictate necessity, City Council Members and Appointed Officials may be reimbursed, at the discretion of the City Manager, for upgrading to a larger vehicle.

D) Air Travel.
1) Airfare shall be reimbursed at the actual ticket cost as stated on the receipt. The City will only reimburse up to the cost of the least expensive ticket available via commercial air travel. 2) Change of flight fees shall not be reimbursable.
3) Long-term parking shall be used for travel exceeding twenty-four( 24) hours.

E) Other Transportation. Taxi, bus, train, shuttle, or other similar fares, including associated gratuities of up to 15 percent, shall be reimbursed at their actual cost as stated on the receipt.

F) Meals.
1) Meal expenses and associated gratuities up to fifteen ( 15) percent will be reimbursed at their actual cost or at the Internal Revenue Service rates currently in effect, as set forth in Publication 1542, as amended, or any successor publication, whichever is less, subject to the following restrictions:
i) Breakfast will be reimbursed only when travel begins before 7: 00 a. m. and extends beyond 8: 00 a.m.
ii) Lunch will be reimbursed only when travel begins before 12: 00 p.m. and extends beyond 2: 00 p.m.
iii) Dinner will be reimbursed only when travel begins before 6: 00 p.m. and extends beyond 8: 00 p. m., unless otherwise approved pursuant to section 3. 03( D). 2) Meals provided for as part of the cost of the travel, including, but not limited to, conference, complementary, or in-flight meals, are not eligible for travel advances or reimbursement. 3) Except as provided in Section 3. 03( D), the City will not pay for alcohol or other personal bar expenses.

G) Telephone/Fax/Cellular/Personal Communication Device/Internet Expenses, 1) City Council Members and Appointed Officials will be reimbursed for actual telephone and fax expenses incurred on City business. Telephone bills should identify which calls were made on City business.
5 UPDATED: 6- 1- 15

2) City Council Members and Appointed Officials will be reimbursed for actual cellular, personal communication device and internet expenses incurred by the City Council Member or Appointed Official on City business.
3) For cellular calls, or costs incurred as a result of the usage of other personal communication devices, where the City Council Member or Appointed Officials has a particular number of minutes included in his or her plan, the City Council Member or Appointed Official shall identify the percentage of communication conducted on public business and shall be reimbursed accordingly. 4) If the length of the City Council Member' s or Appointed Official's travel is twenty- four 24) hours or greater, he or she will be reimbursed for two personal phone calls of a reasonable length per 24- hour day of travel.

3. 07 Travel Advance Pokey
From time to time, it may be necessary for a City Council Member or Appointed Official to request a cash advance to cover anticipated expenses while traveling or doing business on behalf of the City. Such request for an advance shall be submitted to the Treasurer on the " TRAVEL AUTHORIZATION AND ADVANCE REQUEST" form, as provided by the City. All relevant documentation relating to the proposed expenses must be attached to the form.

A) No advance will be authorized in an amount less than one hundred dollars ($ 100).

B) Any unused advance, or portion of an advance, must be returned to the Treasurer within ten ( 10) business days of the City Council Member' s or Appointed Official' s return, along with a completed and signed expense report, pursuant to section 3. 05. City Council Members and Appointed Officials who do not return the unused portion of a cash advance within ten ( 10) business days are ineligible for any additional advances until such time as the unused amount is returned.

C) A travel advance shall not, under any circumstances, be considered a personal loan to the City Council Member or Appointed Official.

D) Any expenditure of a travel advance, other than for the approved purpose of the advance, shall be considered a misappropriation of public funds.

E) Funds for prepaid items, such as airfare and registration, are not considered cash advances.

3. 08 City Council Member and Appointed Official Reports At their next regular meeting, each City Council Member and Appointed Official shall provide a brief report on any meeting attended at the City' s expense. If more than one City Council Member or Appointed Official attends the same event, the Mayor or Presiding Officer shall designate one attendee to give the report.

The other attendees will be permitted to briefly report on any topics omitted by that designated City Council Member or Appointed Official.
6 UPDATED: 6- 1- 1 5

3. 09 Penalties
Pursuant to California Government Code section 53232. 4, penalties for misuse of public resources or falsifying expense reports in violation of expense reporting policies, may include, but are not limited to, the following:

A) The loss of reimbursement privileges.

B) Restitution to the City.

C) Civil penalties for the misuse of public resources, pursuant to California Government Code section 8314.

D) Prosecution for misuse ofpublic resources, pursuant to section 424 ofthe California Penal Code.

SECTION 4. TRAVEL AND REIMBURSEMENT POLICY FOR THE CITY MANAGER,

EMPLOYEES AND OFFICERS OF THE CITY OF LOS ALAMITOS
The City Manager, Officials and Employees are subject to Sections 3. 02 through 3. 07 of this Policy, which detail the rules for authorized and unauthorized expenses, documentation, expense reports, the guidelines for travel advances and Section 3. 09, which sets forth the penalties for violating this Policy. Moreover, this Policy is not intended to address every issue, exception or contingency that may arise in the course of City travel. Accordingly, the basic standard that should always prevail is to exercise good judgment in the use and stewardship of the City' s resources. Specific issues not covered here may be directed by Officials and Employees to the City Manager and by the City Manager to the City Council.

4. 01 Travel Authorization
Officials and Employees must obtain advance written approval for travel from the appropriate person indicated in this section using the " TRAVEL AUTHORIZATION AND ADVANCE REQUEST" form, as described in Section 3. 07, prior to incurring any costs.

A) Authorization Levels:
1) For aggregate travel expenses equal to or less than five hundred dollars ($ 500):
i) Employees require the approval of their Department Director. ii) Department Directors and Officers require the approval of the City Manager. iii) The City Manager does not require approval of the City Council. 2) Any aggregate travel expenses for Officers and Employees approximated to be over five hundred dollars ($ 500) must be approved in advance by the City Manager. With the exception of emergency travel, travel by the City Manager approximated to be over five hundred dollars ($ 500) shall be approved in advance by the City Council in a public meeting.
7 UPDATED: 6- 1- 15

Emergency travel by the City Manager must have the verbal approval of the Mayor and Mayor Pro Tern prior to incurring the expense. Emergency travel is defined as an unforeseen set of circumstances that requires the City Manager to travel in order to protect the City' s immediate interests or needs.

B) Incidental or Day Travel. Verbal approval for Employees' incidental or day travel, which includes, but is not limited to, local meetings, can be obtained from the Employee' s Department Director.

Officials and Department Directors do not require approval prior to incidental or day travel.

C) International or Out- of-State Travel. International and out- of-state travel for Officers and Employees must be approved in advance by the City Manager. Such travel by the City Manager shall be approved in advance by the City Council in a public meeting. 8 UPDATED: 6- 1- 15

CITY OF LOS ALAMITOS

TRAVEL AUTHORIZATION AND ADVANCE FORM INSTRUCTIONS
Background Information Section

1. NAME: Name of the City Council Member, Official or Employee requesting travel authorization and/ or a travel advance.

2. DATE: Date the form is submitted.

3. DEPARTMENT/ DIVISION/ POSITION/ TITLE: The department and/ or division, if applicable, and, if applicable, the individual' s position or title.

4. TRAVEL DATES: The scheduled beginning and ending dates of the proposed travel.

5. PURPOSE OF TRAVEL: Pursuant to Section 3. 02 of the Policy, state the purpose of the travel. For example, a meeting, training, seminar, conference, or continuing education.

6. BENEFIT TO CITY: Pursuant to Policy Sections 3. 01 and 3. 02, briefly state the anticipated benefit to the City as a result of the proposed travel.

7. TRAVEL DESTINATION: Location of the meeting, training, seminar, conference, continuing education, etc., including the city and state, and the name of the hotel.

8. AVAILABLE FUNDS: Check the appropriate box indicating whether or not funds are available in the City Budget for the fiscal year in which the travel will take place. If funds are not available, please indicate how the travel will be funded.

9. MODE OF TRANSPORTATION: Check the mode of transportation that the City Council Member, Official or Employee plans to utilize for the proposed travel.

Estimated Costs and Advance Requested Section

10. ESTIMATED COSTS: An Official or Employee requesting travel authorization must complete the estimated costs for transportation, meals, registration, lodging and other incidental expenses. This section does not apply to City Council Members.

11. ADVANCE REQUESTED: A City Council Member, Official or Employee wishing to obtain a travel advance must complete the " Advance Requested" column, indicating the individual' s anticipated costs for the proposed travel. If using a personal vehicle, please multiply the estimated number of miles by the current mileage reimbursement rate as set forth by the Internal Revenue Service. If you cannot obtain the rate, you may contact the Finance Department for assistance. Please calculate the amount to be advanced for meals based on the proposed times of departure and return.

NOTE: There will be no travel advance or reimbursementfor meals that will be otherwise provided.

NOTE: Typically, expenses for registration, lodging and airfare will be prepaid and, therefore, should not be included in the total amount of advance requested. If you need assistance in determining whether these expenses have been prepaid, please contact the Finance Department. 9 UPDATED: 6- 1- 15

12. AUTHORIZED SIGNATURE: As indicated in the Policy, the approving authority should mark the travel authorization and/ or advance request as approved or denied.

NOTE: If the travel is authorized, and/or the advance is approved, you must prepare a separate Purchase Order for the advance amount granted and each of the prepayments, such as registration or airfare, if applicable. Attach the " TRAVEL AUTHORIZATION AND ADVANCE" form to the Purchase Order and process in the usual and customary manner. A copy of the approved form should be maintained in the originating department' s files, or, if applicable, in the City Manager' s Office, in the case of a City Council Member or Official, to be attached to the " EXPENSE REPORT" form when the travel is completed. 10 UPDATED: 6- 1- 15

CITY OF LOS ALAMITOS

REQUEST FOR TRAVEL AUTHORIZATION AND ADVANCE FORM
Name: Date:

Department/ Division/ Position/ Title: Travel dates:

Purpose of Travel:

Benefit to the City:

Travel destination: Are funds available for this request?[ ] YES [ ] NO If no, please explain:

Mode of transportation:

City vehicle [ ] Personal vehicle Airline
Other( specify)
ESTIMATED COSTS( FOR ADVANCE REQUESTED FIELD P. O. NUMBER( S)

PURPOSES OF

AUTHORIZATION)

TRANSPORTATION
City vehicle( expenses only)
Personal vehicle( number of miles
multiplied by current IRS mileage
rate)
Rental car
Airline or other common carrier
fare:

MEALS
Breakfast
Lunch
Dinner

REGISTRATION

LODGING

INCIDENTALS
Parking, tolls, taxi, shuttle, bus,
etc.

OTHER
Please explain other anticipated
costs

TOTAL EXPENSES ESTIMATED TOTAL ADVANCE REQUESTED
NOTE: Please attach conference/seminar program and/ or registration information, or other relevant documentation, in relation to fees, transportation, lodging and meals.

Travel Authorization Advance Request
Approved Approved
Denied Denied
Authorized Signature Date City Manager( if Required) Date 11 UPDATED: 6- 1- 15

CITY OF LOS ALAMITOS

EXPENSE REPORT FORM INSTRUCTIONS
Background Information Section

1. NAME: Name of the City Council Member, Official or Employee requesting travel reimbursement.

2. DATE: Date the form is submitted.

3. DEPARTMENT/ DIVISION/ POSITION/ TITLE: The department and/ or division, if applicable, and, if applicable, the individual' s position or title.

4. DATE AND TIME OF DEPARTURE/ DATE AND TIME OF RETURN: The departure and return dates of the travel.

5. PURPOSE OF TRAVEL: Pursuant to Section 3. 02 of the Policy, state the purpose of the travel. For example, a meeting, training, seminar, conference, or continuing education.

6. BENEFIT TO CITY: Pursuant to Policy Sections 3. 01 and 3. 02, briefly state the benefit to the City as a result of the travel.

7. TRAVEL DESTINATION: Location of the meeting, training, seminar, conference, continuing education, etc., including the city and state, and the name of the hotel.

Summary of Expense Reimbursement Request Section

8. TRANSPORTATION: If a personal vehicle was used, enter the actual number of miles used and multiply by the established current reimbursement rate per mile, as established by the Internal Revenue Service. If you cannot obtain the rate, please contact the Finance Department for assistance. NOTE: This amount cannot exceed the cost ofthe least expensive available airplane ticket.

9. MEALS: Indicate the number of breakfasts, lunches and/ or dinners, not otherwise provided for, and calculate the total amount for each meal. You will only be reimbursed for the actual cost of your meal as provided in Section 3. 06 of the Policy. Please do not include meals that were otherwise be provided for, e. g., conference luncheons, complementary meals, or in-flight meals, or meals included in a prepaid cost, such as those included in a registration fee.

10. REGISTRATION: In addition to the receipt, or other documentary evidence, please attach the agenda or outline for the conference or seminar attended.

11. LODGING: Attach a receipt, or other documentary evidence, as set forth in section 3. 05, which shows all charges incurred. Deduct all personal and/ or non- reimbursable charges, as indicated in the Policy.

12. INCIDENTALS: List the actual amounts for miscellaneous items, as expressly mentioned in the Policy, including, but not limited to, telephone and interne costs incurred for official business purposes, or a maximum 15 percent gratuity for a necessary taxi ride. For more information, please see Section 3. 06 of the Policy or contact the Finance Department.
12 UPDATED: 6- 1- 15

Add the amounts for lodging, meals, transportation, registration, and incidentals. Then, subtract the amount of any advance and/ or prepayment to arrive at the balance due to the City Council Member, Official or Employee.

Once approved, a Purchase Order should be prepared and forwarded to the Finance Department for processing.

The " TRAVEL AUTHORIZATION AND ADVANCE REQUEST" form, if applicable and the " EXPENSE REPORT" form must be attached to any check request.

NOTE: All EXPENSE REPORTS are subject to an audit by the Department of Finance to ensure compliance with the Policy, as well as relevant state andfederal law. 13 UPDATED: 6- 1- 15

CITY OF LOS ALAMITOS

EXPENSE REPORT FORM
Receipts, or other documentary evidence, as indicated in section 3.05 ofthe Policy, must be attached for each reimbursable expense. In addition, please attach a copy of the approved" Travel Authorization and Advance Request" form, if applicable.

Name: Date:

Department/ Division/ Position/ Title:

Date and Time of Departure Date and Time of Return
Purpose of Travel:

Benefit to City:

Travel Destination:

SUMMARY OF EXPENSE REIMBURSEMENT REQUEST
TRANSPORTATION:

Personal vehicle- miles @ per mile=
Airline
Rental car
SUBTOTAL-- Transportation
MEALS( not otherwise provided for):

Breakfast=
Lunch=
Dinner=
SUBTOTAL— Meals
REGISTRATION FEE:

LODGING:

Less non- reimbursable expenses: J
SUBTOTAL— Lodging
INCIDENTALS:

Parking:

Taxi/ shuttle:

Tolls:

Other( specify)
SUBTOTAL— Incidentals

SUBTOTAL
Minus: Advances
Minus: Prepaids

BALANCE DUE
I hereby certify that, to the best of my knowledge, the above information is a complete and accurate accounting of my travel expenses which were incurred as reasonable and necessary expenses in the performance of my City duties and responsibilities. I further certify that this request conforms in all material aspects with established City policies, and state and federal law.

Applicant Signature Date
Department Director Date City Manager/ Treasurer( if Required) Date 14 UPDATED: 6- 1- 15

City of Los Alamitos

CITY COUNCIL AGENDA REPORT
MEETING DATE: February 21, 2023 ITEM NUMBER: 10D
To: Mayor Tanya Doby & Members of the City Council
Presented By: Craig Koehler, Director of Finance
Subject: Treasurer's Quarterly Investment Report - December 2022

SUMMARY
The item for City Council consideration is receipt of the Treasurer’s Quarterly Investment Report.

RECOMMENDATION
Receive and file the Treasurer’s Quarterly Investment Report – December 2022.

BACKGROUND
Sound investment practices are essential to the City’s fiscal management. The City Treasurer is responsible for managing the City’s investment portfolio, focusing first on the safety of investments and then on liquidity and an appropriate rate of return. The investment report and portfolio composition are attached.

DISCUSSION
This report is a summary of the City’s investment activities and portfolio listing and balances for the quarter ending December 31, 2022.

FISCAL IMPACT
None.

Attachment: 1. Quarterly Investment Report - December 2022

2. Pooled Investment Portfolio Holdings - December 2022

City of Los Alamitos

CITY COUNCIL AGENDA REPORT
MEETING DATE: February 21, 2023 ITEM NUMBER: 10E
To: Mayor Tanya Doby & Members of the City Council
Presented By: Chelsi Wilson, Administrative Services Manager Subject: California Teamsters Local 911 Side Letter

SUMMARY
This report seeks approval of the California Teamster Local 911 side letter amending the November 1, 2021 to October 31, 2024 Memorandum of Understanding (MOU) between the City of Los Alamitos (“City”) and the Teamsters Local 911 (“Teamsters”).

RECOMMENDATION

1. Adopt Resolution No.2023-06, entitled, “A RESOLUTION OF THE CITY COUNCIL OF THE

CITY OF LOS ALAMITOS, CALIFORNIA, AMENDING THE MEMORANDUM OF

UNDERSTANDING BETWEEN THE CITY OF LOS ALAMITOS AND THE TEAMSTERS LOCAL 911 EFFECTIVE NOVEMBER 1, 2021 THROUGH OCTOBER 31, 2024.

2. Authorize the Mayor to execute the side letter agreement amending the California Teamsters Local 911 Memorandum of Understanding (MOU).

BACKGROUND
This report seeks approval of the California Teamster 911 side letter amending the November 1, 2021 to October 31, 2024 Memorandum of Understanding (MOU) between the City of Los Alamitos (“City”) and the Teamsters Local 911 (“Teamsters”). The following outlines the recommended temporary change of adding 80 additional hours to the optional annual vacation payoff.

DISCUSSION
The California Teamsters Local 911 Memorandum of Understanding (MOU) requires some clean up to formally adopt current practices.

SECTION 9 (G) – ANNUAL VACATION PAYOFF
Section 9(G) shall be amended and restated as follows:

Employees may receive pay for up to one hundred sixty (160) hours of accumulated vacation time during each calendar year provided they have used a minimum of eighty (80) vacation hours during the previous calendar year. Employees not using at least 80 hours of vacation during the previous calendar year may receive vacation payoff if such payoff is recommended by the Department Director and approved by the City Manager.

FISCAL IMPACT
Sufficient funds are available in the Fiscal Year 2022/2023 Adopted Budget.

Attachment: 1. Resolution No. 2023-06 - Teamsters Vacation Side Letter

2. Teamsters Side Letter - Vacation Cash Out

3. Resolution No. 2021-23 - Teamsters MOU

RESOLUTION NO. 2023-06

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS

ALAMITOS, CALIFORNIA, AMENDING THE MEMORANDUM OF

UNDERSTANDING BETWEEN THE CITY OF LOS ALAMITOS AND
THE TEAMSTERS LOCAL 911 EFFECTIVE NOVEMBER 1, 2021
THROUGH OCTOBER 31, 2024
WHEREAS, on November 15, 2021, the City Council adopted Resolution 2021-23 approving the Memorandum of Understanding between the City of Los Alamitos and the California Teamsters Local 911 (the “MOU”); and,
WHEREAS, the City now desires to amend the MOU to increase pay vacation time.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LOS ALAMITOS DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The City Council of the City of Los Alamitos, California, finds that the above recitals are true.

SECTION 2. Section 9 (Vacation), Subsection G, of the MOU is hereby amended and restated to read as follows:

G. Annual Vacation Payoff
Employees may receive pay for up to one hundred sixty (160) hours of accumulated vacation time during each calendar year provided they have used a minimum of eighty (80) vacation hours during the previous calendar year.

Employees not using at least 80 hours of vacation during the previous calendar year may receive vacation payoff if such payoff is recommended by the Department Director and approved by the City Manager.

SECTION 5. The City Clerk shall certify as to the adoption of this Resolution.

PASSED, APPROVED, AND ADOPTED this 23rd day of January, 2023. _______________________________
Tanya Doby, Mayor

CC RESO 2023-06

ATTEST:
___________________________
Windmera Quintanar, MMC, City Clerk
APPROVED AS TO FORM:
_________________________
Michael S. Daudt, City Attorney
I, Windmera Quintanar, MMC, City Clerk, of the City of Los Alamitos, do hereby certify that the foregoing Resolution was adopted at a regular meeting of the City Council held on the 21st day of February 2023, by the following vote, to wit:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

_________________________________
Windmera Quintanar, MMC, City Clerk

1 SIDE LETTER AGREEMENT AMENDING
THE NOVEMBER 1, 2021 TO OCTOBER 31, 2024

MEMORANDUM OF UNDERSTANDING BETWEEN
THE CITY OF LOS ALAMITOS (“CITY”)
AND THE TEAMSTERS LOCAL 911 (“TEAMSTERS”)
The City of Los Alamitos (“City”) and TEAMSTERS LOCAL 911 (“TEAMSTERS”) (collectively, the “Parties”), having previously negotiated and executed a Memorandum of Understanding (MOU) for the period November 1, 2021 to October 31, 2024 (“MOU”), do hereby agree and adopt this side letter agreement (“Side Letter Agreement”) amending the MOU related to MOU Section 9 (Vacation), subsection (G) (ANNUAL VACATION PAYOFF) specifically as follows:

MOU SECTION 9(G) – ANNUAL VACATION PAYOFF
Section 9(G) of the MOU shall be amended and restated as follows:

Employees may receive pay for up to one hundred sixty (160) hours of accumulated vacation time during each calendar year provided they have used a minimum of eighty (80) vacation hours during the previous calendar year. Employees not using at least 80 hours of vacation during the previous calendar year may receive vacation payoff if such payoff is recommended by the Department Director and approved by the City Manager.

The Parties understand and agree that this side letter and the amendment to MOU Section 9(G), as stated above, shall automatically expire on October 31, 2024 and will no longer be effective. MOU Section 9(G)’s terms will then automatically revert back to the original language, as adopted by the City Council on November 15, 2021, unless and until further modified by the Parties through written agreement or resolution of bargaining procedures.

TEAMSTERS LOCAL 911 CITY OF LOS ALAMITOS
By: ______________________________ By: _________________________ Anthony Vazquez, Steward Tanya Doby, Mayor

By: ______________________________
Amanda McDowell, Steward
Date: ___________________________ Date: ________________________

DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 RESOLUTION NO. 2021- 23

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF LOS ALAMITOS, CALIFORNIA, APPROVING A

MEMORANDUM OF UNDERSTANDING BETWEEN THE

CITY OF LOS ALAMITOS AND THE TEAMSTERS
LOCAL 911 EFFECTIVE NOVEMBER 1, 2021
THROUGH OCTOBER 31, 2024
WHEREAS, the most recent agreement between the City of Los Alamitos and the Teamsters Local 911 expired on October 31, 2021; and, WHEREAS, the City and Teamsters Local 911 have been engaged in negotiations for a successor Memorandum of Understanding ( MOU); and, WHEREAS, the resulting MOU reflects a three- year package that will enable the City to provide reasonable workforce stability.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LOS
ALAMITOS DOES RESOLVE AS FOLLOWS:

SECTION 1. The City Council of the City of Los Alamitos, California, finds that the above recitals are true and correct.

SECTION 2. The City Council approves and authorizes the Mayor to execute the Memorandum of Understanding between the City of Los Alamitos and the Teamsters Local 911 effective November 1, 2021 through October 31, 2024, incorporated herein by reference and attached as " Exhibit A." SECTION 3. The salary steps and ranges of all classifications governed by this Resolution shall be as specified in " Exhibit B" and attached hereto and incorporated by reference.

SECTION 4. The City Clerk shall certify as to the adoption of this Resolution.

PASSED, APPROVED, AND ADOPTED this 15th day of November 2021.

ADocuuSigned
by:
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a"r turlirco, Mayor
8976390. 1 L0001- 011

DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B 1724BD47 ATTEST:

DocuSigned by:

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Windmera uuintanar, MMC, City Clerk
APPROVED AS TO FORM:

DocuSigned by:

I
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Miciaei . I audt, City Attorney

STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss

CITY OF LOS ALAMITOS )
I, Windmera Quintanar, MMC, City Clerk, of the City of Los Alamitos, do hereby certify that the foregoing Resolution was adopted at a regular meeting of the City Council held on the 15th day of November, 2021, by the following vote, to wit:

AYES: COUNCILMEMBERS: Hasselbrink, Bates, Chirco, Doby, Nefulda NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
ABSTAIN: COUNCILMEMBERS: None
DocuSigned by:
b4b L2bb4LAtl4
Win mera uintanar, MMC, City Clerk
CC RESO 2021- 23

8976390. 1 L0001- 011

DocuSign Envelope ID: 6DA998A8-8F97-4877-8AC7-4D2B1724BD47

MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF LOS ALAMITOS AND TEAMSTERS LOCAL 911 2021- 2024
This Memorandum of Understanding (" MOU") has been prepared pursuant to Government Code Sections 3500, et seq., as amended, which is generally referred to as the " Meyers- Milias- Brown Act." This agreement has been developed as a result of good faith meet and confer efforts by TEAMSTERS Local 911 (" TEAMSTERS") and the City of Los Alamitos (" City"). The items in this agreement are subject to the approval of the Los Alamitos City Council and will be effective upon the adoption of necessary ordinances and resolutions.

1. TERM
The parties agree that the provisions contained herein shall be subject to all applicable laws and shall cover the period of November 1, 2021 through October 31, 2024.

2. RECOGNITION
The City hereby recognizes TEAMSTERS as the exclusive representative of the employee representation unit consisting of the following classifications:

Accountant
Assistant Planner
Associate Planner
Code Enforcement Officer
Department Secretary
Finance Assistant
Lead Foreman
Management Analyst
Maintenance Foreman
Maintenance Worker
Maintenance Worker I
Planning Aide
Receptionist
Records Clerk
Records Specialist
Recreation Coordinator
Secretary
Senior Finance Assistant
Senior Maintenance Worker
The City and TEAMSTERS agree that the provisions of this MOU will apply equally to all employees covered herein without favor or discrimination because of race, religion, color, creed, national origin, sex, sexual orientation, gender identification, marital status, age, mental or physical disability, and/ or any other category protected by federal or state law.

Nothing contained herein shall be construed to deny those employees who do not belong to TEAMSTERS from representing themselves.

CC RESO 2021- 23— Exhibit A

DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47

3. ACCESS TO WORK LOCATIONS
Access to employee locations shall be granted to officers of TEAMSTERS and its official representatives for the purpose of processing grievances or contacting members of TEAMSTERS concerning business within the scope of representation. Access shall be limited to one hour per day and twenty- four hours per year. Such officers or representatives of TEAMSTERS shall not enter any locations without requesting the prior written consent of the City or its authorized representative. Access shall be restricted so as to not interfere with the normal operations of any Department or with established safety or security requirements.

4. CITY RIGHTS
The rights of the City include authority under state law, but are not limited to the exclusive right to determine the mission of its constituent departments, commissions and board; set standards and levels of service; determine the procedures and standards of selection for employment and promotion; direct its employees; take disciplinary action; relieve its employees from duty because of lack or work or for other legitimate reasons; maintain the efficiency of governmental operations; determine the methods, means and personnel by which government operations are to be conducted; determine the content of job classifications; determine style and/ or types of City-issued wearing apparel equipment or technology used, establish and enforce dress and grooming standards; assign work to and schedule employees in accordance with requirements as determined by the City and establish and change work schedules and assignments upon reasonable notice; and determine organization structure, size and composition of the work force; take all necessary actions to carry out its mission in emergencies; and exercise complete discretion over its organization and the technology of performing its work.

In exercising the above rights, the City shall comply with all applicable provisions of this Agreement.

In exercising the above rights, the City shall not in any way, directly or indirectly, be subject to the grievance procedure herein, provided the City has complied with all applicable provisions of this Agreement and all applicable State laws.

5. SALARY SCHEDULE ADJUSTMENT
The City will increase the salary ranges of all represented classifications as provided below. Salary ranges shall be adjusted in accordance with the following:

Effective November 7, 2021, Exhibit Al 2. 5%
Effective the first full pay period following November 1, 2022, Exhibit A2 2. 0% Effective the first full pay period following November 1, 2023, Exhibit A3 2. 0% CC RESO 2018- 2021, Exhibit A
Dono 7 of 7F Page 131 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47

6. ONE- TIME CASH DISTRIBUTION
During the term of the MOU, employees shall receive the following non- PERSable cash distributions, less applicable taxes and deductions. Only employees that are active employed by the City) as of the dates indicated below are eligible for these payment( s).

Effective November 7, 2021, $ 2, 500.

Effective the first full pay period following May 1, 2022, $ 2, 500.

7. PAY FOR PERFORMING WORK IN A HIGHER CLASSIFICATION
An employee designated to work in a higher classification shall receive an extra five percent ( 5%) of the employee' s current base salary for out of class pay, as additional compensation for all time spent in the acting position in excess of five consecutive working days and continuing only until such time as the employee is returned to his/ her original job classification. Employees transferred to a higher classification for training purposes, to under fill a higher- level position, or to avoid a layoff shall not be eligible for this out of class pay.

8. PAY FOR PERFORMING WORK IN TWO EQUAL CLASSIFICATIONS An employee assigned with the approval of the City Manager or designee to perform all or substantially all of the duties of a position in the same class as the employee' s regular position or another class having the same maximum salary in addition to the employee' s regular duties shall receive a minimum of five percent ( 5%) of the employee' s current base salary as additional compensation for time spent in the additional position in excess of thirty ( 30) days and continuing only until such time as the assignment is terminated.

Employees assigned to perform the duties of an additional position for training purposes, to under fill a higher-level position, or to avoid layoff shall not be eligible for this differential.

9. VACATION
A. Purpose
The purpose of annual vacation is to enable each eligible employee annually to return to work refreshed.

B. Basis of Accrual
New employees shall begin accrual of vacation leave effective their first day of employment. New employees shall not be allowed to take vacation leave until six 6) months of continuous full- time service have been completed. Vacation leave shall accrue to employees on a bi- weekly basis at a pro- rated amount equivalent to the annual amounts specified below. No employee may accumulate more than 300 hours of vacation leave. When an employee' s accumulated vacation leave balance reaches 300 hours, that employee shall not accrue any further vacation CC RESO 2018- 2021, Exhibit A
Donn 2 of' Page 132 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 leave until such time as the employee' s accumulated vacation leave balance is reduced below 300 hours.

Vacation leave for employees hired before November 1, 1990 shall be accrued as follows:

Years of Service Hours
0- 3 120
4 128
5 136
6- 10 144
11 152
12 160
13 168
14 176
15 184
16 192
17 200
Vacation leave for employees hired on or after November 1, 1990 shall be accrued as follows:

Years of Service Hours
0- 2 80
3 88
4 96
5 104
6 112
7 120
8 128
9 136
10 144
11 152
12 160
13 168
14 176
C. Effect of Holidays on Vacation Leave
If one or more municipal holidays take place while an employee is on vacation leave, such holiday or holidays shall not be charged as vacation leave, but shall be credited as a holiday.

D. Effect of Leave of Absence on Accrual of Vacation Leave An employee may not accrue vacation leave while he or she is on a leave of absence without pay. Upon return to the City, an employee shall continue his or CC RESO 2018- 2021, Exhibit A
Deno A of') R Page 133 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 her regular accrual of vacation leave. The time an employee spends on a leave of absence without pay shall not count toward years of service for the accrual of vacation leave.

E. Compensation for City Work During Vacation Prohibited No employee shall be permitted to work for compensation for the City in any capacity while he/ she is on vacation leave from City service. This clause shall not limit the City' s right to recall an employee from vacation and back to work in the event of an emergency and place him or her on regular pay status.

F. Scheduling Vacations
An employee must request and obtain approval from his or her Department Director prior to taking vacation leave, which shall be determined with due regard for the wishes of the employee and particular regard for the needs of service.

G. Annual Vacation Payoff
Employees may receive pay for up to eighty ( 80) hours of accumulated vacation time during the calendar year provided they have used a minimum of eighty ( 80) vacation hours during the previous calendar year. Employees not using at least 80 hours of vacation during the previous calendar year may receive vacation payoff if such payoff is recommended by the Department Director and approved by the City Manager.

H. Vacation Payoff Upon Termination
Employees who terminate employment shall be paid in a lump sum for all accumulated vacation leave time at their current rate of pay in effect upon termination.

When separation is caused by the death of an employee, payment shall be made to the estate of the employee, subject to applicable state or federal law.

10. SICK LEAVE
A. Accrual and Use of Sick Leave
Sick leave with pay shall be accrued at the rate of eight ( 8) hours for each full calendar month of service. Accumulation shall be unlimited.

Employees may use accrued paid sick leave in a 12- month period for the following reasons: ( 1) the employee' s own diagnosis, care, treatment or preventative care of an existing health condition or disability; ( 2) the diagnosis, care, or treatment of an existing health condition or preventative care for an employee' s family member, including the employee' s spouse, registered domestic partner, child, parent, CC RESO 2018- 2021, Exhibit A
Dons G of') R Page 134 of 781
DocuSign Envelope ID: 6DA998A8-8F97-4877-8AC7-4D2B1724BD47 parent- in- law, grandparent, grandchild or sibling; ( 3) a prescheduled doctor, dental or optometry appointment which has been approved by the employee' s Department Director; (4) to obtain any relief or services related to being a victim of domestic violence, sexual assault, or stalking, with appropriate certification of the need for such services.

No employee shall use more than a total of forty-eight (48) hours of sick leave in a 12- month period for the purposes of (2) and ( 3) annually.

B. Proof of Illness
If an employee is absent on paid sick leave in excess of three ( 3) work days ( not including statutory protected leave), the employee may be required to file with the City a physician' s certificate verifying the need for such absences. Proof of violation of sick leave privileges may result in disciplinary action and/ or loss of pay when in the opinion of the Department Director the employee has abused such privileges. Employees on approved Family Medical Leave for intermittent illness or injuries shall not be required to show proof of illness for each instance of sick leave usage.

C. Notification
An employee' s need for absence from duty due to personal or family illness shall be reported to his/ her immediate supervisor or Department Director as soon as practical after the employee is aware that he/ she cannot report to duty and is able to give such notice, generally, no later than thirty( 30) minutes prior to the beginning of the employee' s assigned shift or as may be specified by his/ her Department Director. Extenuating circumstances may prevent an employee from meeting the thirty minute minimum notification. Employees may be asked to verify extenuating circumstances consistent with the provisions of this agreement.

D. Effect of Holidays on Sick Leave
Observed holidays occurring during sick leave shall not count against the employee' s use of sick leave hours.

E. Annual Sick Leave Payoff
An employee shall be allowed to accumulate sick leave from year to year. In December, upon the written request of the employee, the City shall compensate the employee for either: ( 1) up to 25% of his or her unused sick leave earned in the calendar year of distribution; or( 2) up to twenty-four( 24) hours of accumulated sick leave provided that a minimum of 480 hours remains in the employee' s account.

CC RESO 2018- 2021, Exhibit A
Dona A rnf' Page 135 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B 1724BD47 F. Regular Service Retirement Sick Leave Options
Upon regular service retirement, as defined by the California Public Employees' Retirement System, an employee may receive compensation for accumulated sick leave under either of the following two options:
1) A lump sum payment of 25% of the first 720 hours of accumulated sick leave and 50% of the hours between 720 and 1, 040. There will be no compensation for any hours in excess of 1, 040 under this option. Said sum shall be based on the salary rate being paid at the time of the employee' s service retirement.
2) An exchange of all accumulated sick leave for service credit time in the Public Employees' Retirement System.

An employee must choose option 1 or 2. An employee will not be allowed to do both.

F. Calculation of Overtime
Any Sick Leave taken pursuant to this Section 10 ( Sick Leave) of the MOU shall not be counted in calculating eligibility for, or the amount of, overtime pay during the same pay period in which Sick Leave is taken.

11. BEREAVEMENT LEAVE
Whenever an employee is compelled to be absent from duty by reason of death or critical illness (where death appears imminent) of members of the employee's immediate family father, mother, brother, sister, spouse, registered domestic partner, children, mother- in- law, father- in- law, grandmother, grandfather, or grandchildren), he/ she shall be entitled to a leave of absence with pay for a period not to exceed three working days. .

Bereavement Leave in excess of three working days may be granted at the sole discretion of the City Manager for employees who must travel out of state to attend a funeral covered under this provision. Where such death or critical illness has occurred, the employee shall furnish satisfactory evidence of such death or illness to his or her Department Director. Such leave of absence shall not be allowed in any case where in the preceding six ( 6) calendar months a leave on the grounds of critical illness of that same relative has been granted. Bereavement leave shall not be charged against any of the employee' s personal leave banks.

12. TEMPORARY DISABILITY LEAVE
A. Industrially Related Disability
Employees shall be entitled to the benefits under this sub-section only after the City has determined that the disability is industrially related. If an employee is injured on the job to such an extent that temporary industrially related disability leave is necessary, the employee' s salary shall be continued at the full rate of pay CC RESO 2018- 2021, Exhibit A
Donn 7 of 7R Page 136 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 for a period up to thirty ( 30) calendar days with no charge to sick leave. After thirty 30) calendar days, the employee may utilize accrued sick leave, vacation leave and compensatory time off to supplement the benefits received pursuant to worker's compensation laws to provide for full salary maintenance during the period of temporary industrially related disability.

Further disability leave benefits and requirements shall be provided as set forth in the City of Los Alamitos' Family Care and Medical Leave Policy.

An employee shall not accrue sick leave, vacation leave, other benefits or seniority while he/ she is on a leave without pay pursuant to this sub- section. The employee shall not forfeit any benefits or seniority accrued prior to the commencement of the leave without pay.

B. Non- Industrial Related Disability
Upon submission of a certificate from a licensed physician indicating that an employee shall be placed on temporary disability leave, the employee shall be entitled to non- industrially related temporary disability leave. The employee utilizing non- industrially related temporary disability leave may utilize all accumulated sick leave, vacation leave and compensatory time off to provide for full salary maintenance. When the employee is not using accumulated sick leave, vacation leave and compensatory time off, the absence will be designated as leave without pay.

Further disability leave benefits and requirements shall be provided as set forth in the City of Los Alamitos' Family Care and Medical Leave Policy.

An employee shall not accrue sick leave, vacation leave, other benefits or seniority while he/ she is on a leave without pay pursuant to this sub- section. The employee shall not forfeit any benefits or seniority accrued prior to the commencement of the leave without pay.

13. PARENTAL LEAVE
City shall provide employee parental leaves for eligible employees as required by state and federal law.

The City Manager shall grant an employee' s request for a leave of absence without pay for the purposes of pregnancy, childbirth, or because of disability caused by pregnancy related complications, for a period not to exceed seven months, or as required by law.

When the employee has notified the City Manager as to the period of the leave of absence required, the employee must receive City Manager approval prior to extending parental leave.

The City Manager shall grant the request of an employee for a leave of absence without pay for a period not to exceed six months to care for his/ her newborn child. When the CC RESO 2018- 2021, Exhibit A
Dnnc Q of 7R Page 137 of 781
Docusign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 employee has notified the City Manager as to the period of the leave of absence required, the employee must receive City Manager approval prior to extending parental leave.

The City Manager may grant an employee' s request for a leave of absence without pay to care for a newly adopted child for a period not to exceed 6 months. The employee shall provide documentation to support the request for adoption leave. When the employee has notified the City Manager as to the period of the leave of absence required, any change in the length of the period of leave shall not be effective unless approved by the City Manager.

An employee shall not accrue sick leave, vacation leave, other benefits or seniority while he/ she is on a leave of absence without pay pursuant to this sub- section; provided, however, an employee on leave pursuant to the Family Medical Leave Act or the, California Family Rights Act or Pregnancy Disability Leave law shall continue to receive health insurance premium payments required by the FMLA or CFRA or Pregnancy Disability Leave law. The employee shall not forfeit any benefits or seniority accrued prior to the commencement of the Parental Leave.

Where permitted by law, leave granted under this Parental Leave Section shall run concurrently with leave as provided in the City of Los Alamitos' Family Care and Medical Leave Policy, and the pregnancy disability leave portions of the California Fair Employment and Housing Act.

14. JURY DUTY
Subject to the exception described below, the City shall compensate an employee on jury duty for up forty (40) working hours within a calendar year. When called to jury duty, an employee, having provided at least five ( 5) working days written notice, shall be entitled to his or her regular compensation provided that said employee deposits his/ her compensation fees for jury service with the Finance Officer. Employees released early from jury duty shall report to their supervisor for the duration of their shift. Employees shall be entitled to keep mileage reimbursement pay while on jury duty. Consideration for salary continuation in excess of forty ( 40) working hours shall be conditioned upon sufficient evidence being presented to the City Manager that: ( 1) the employee advised the Court of a forty ( 40) working hour limitation on salary continuation being provided by the City, ( 2) requested dismissal from jury duty, and that the Court did not excuse the employee from jury service.

15. LEAVE OF ABSENCE WITHOUT PAY
Any employee may be granted a leave of absence without pay of less than ninety ( 90) days with the approval of his or her Department Director and the City Manager. A request for a leave of absence of Ninety ( 90) days or more must also be approved by the City Manager.

CC RESO 2018- 2021, Exhibit A
P nc 0 of 7R Page 138 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 A. Authorization Procedure
Requests for leave of absence without pay shall be made upon forms prescribed by the City Manager. The employee shall state the reason for the request, the date when the absence is to begin, and the probable date of return. The request shall normally be initiated by the employee. Upon written recommendation of the Department Director that it be granted, modified or denied, the request shall be promptly transmitted to the City Manager for consideration. A copy of the approved request for absence without pay shall be promptly delivered to the Assistant City Manager and the employee.

B. Length of Leave and Extension
A leave of absence without pay may be made for a period of ninety ( 90) days or more, typically not to exceed six ( 6) months. Conditions for granting an extension of up to six ( 6) months shall be the same as that in granting the original leave, provided that the extension request is made at least fourteen ( 14) calendar days prior to the expiration of the original leave.

C. Return from Leave
When an employee intends to return from an authorized leave of absence without pay, he or she shall contact his or her Department Director at least fourteen ( 14) calendar days prior to the day he or she plans to return. The Department Director shall promptly notify the City Manager of the employee's intention.

D. Leave Without Pay - Insurance Payments
An employee on leave without pay may continue his or her City insurance benefits medical, vision, dental and life) by reimbursing the City for the cost of insurance on a monthly basis during the period of the leave. Failure to reimburse the City for such benefits during the term of the leave of absence will result in the employee' s coverage terminating on the first day of the month following the month in which the last payment was received.

E. Leave Without Pay - Other Benefits
An employee shall not accrue sick leave, vacation leave, other benefits or seniority while he/ she is on a leave of absence without pay pursuant to this sub- section.

The employee shall not forfeit any benefits or seniority accrued prior to the commencement of the leave without pay.

F. Family Medical Leave — Insurance Payments
The City will continue to make insurance contributions for a maximum of twelve 12) weeks on behalf of employees on approved Family Medical Leave and for eligible pregnant employees, up to four ( 4) months for pregnancy disability leave CC RESO 2018- 2021, Exhibit A
pnryo 1n rf 7R Page 139 of 781
DocuSign Envelope ID: 6DA998A8-8F97-4877-8AC7-4D2B1724BD47 and additional twelve ( 12) weeks for baby-bonding. Employees on approved Family Medical Leave and pregnancy disability leave will continue to be responsible for their out-of-pocket contribution toward insurance costs.

16. HOLIDAYS
A. Authorized Holidays
Employees shall be entitled to the following holidays with pay each calendar year as well as other such days as may be designated by action of the City Council:

January 1 ( New Years Day)
The third Monday in January ( Martin Luther King Jr.' s Birthday) The third Monday in February ( President' s Day)
The last Monday in May ( Memorial Day)
July 4 ( Independence Day)
The first Monday in September ( Labor Day)
November 11 ( Veterans Day)
The fourth Thursday in November (Thanksgiving Day)
The Friday after Thanksgiving Day
December 24 ( Christmas Eve)
December 25 ( Christmas)
Employees shall receive eighteen ( 18) hours of floating holiday time to be used by the employee with Department Director approval during the calendar year( January 1 — December 31).

No employee may accumulate more than a total of eighteen ( 18) floating holiday hours. On January 1 of each year, each employee will receive only the number of floating holiday hours that is necessary to bring the accumulated total to eighteen 18) hours.

For employees working a 9/ 80 schedule, all regular holidays shall be paid at nine 9) hours for holidays falling on Monday through Thursday and eight ( 8) hours for holidays falling on Friday. For employees working a 5/ 40 schedule, all regular holidays shall be paid at eight ( 8) hours. For employees working a 4/ 10 schedule, all regular holidays shall be paid at ten ( 10) hours.

B. Floating Holidays for New Employees
At the time of hire, new employees shall receive the following floating holiday hours based upon their date of hire on a prorated basis:

CC RESO 2018- 2021, Exhibit A
Deno 11 of') R Page 140 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B 1724BD47 Date of Hire
January 1 — March 31 18
April 1 — June 30 14
July 1 — September 30 10
October 1 — December 31 0
C. Procedure if Holiday Falls on Saturday or Sunday
When a holiday falls on a Saturday, the preceding Friday shall be observed as the holiday. When a holiday falls on a Sunday, the following Monday shall be observed as the holiday, except for Christmas Eve which shall be observed on the preceding Friday.

D. Procedure if Christmas Eve Falls on a Friday
When Christmas Eve falls on a Friday, the preceding Thursday shall be observed as the Holiday.

E. Employees Required to Work on Holiday
Non- exempt employees on a 9/ 80 schedule that are required to work on any holiday which he or she is entitled to take off under the provisions hereof shall receive compensation therefore at the rate of one and one- half times his/ her regular rate of pay for actual hours worked, plus nine ( 9) hours of equivalent time off if the holiday falls on Monday through Thursday and eight ( 8) hours of equivalent time off if the holiday falls on Friday, as determined by their Department Director. Such employees working on the Fourth of July shall receive an eight ( 8) or nine ( 9) hour holiday, depending on the day of the week on which the holiday falls, which can be used between the dates of July 6 and 12 as determined by their Department Director, subject to the City' s service needs.

Non- exempt employees on a 5/40 schedule that are required to work on any holiday which he or she is entitled to take off under the provisions hereof shall receive compensation therefore at the rate of one and one- half times his/ her regular rate of pay for actual hours worked, plus eight ( 8) hours of equivalent time off as determined by their Department Director. Such employees working on the Fourth of July shall receive an eight ( 8) hour holiday between the dates of July 6 and 12 as determined by their Department Director. All employees who are scheduled to work on any holiday which he or she is entitled to take off under the provisions hereof, and who are in fact absent, shall receive full compensation therefore at the straight time rate.

Non- exempt employees on a 4/ 10 schedule that are required to work on any holiday which he or she is entitled to take off under the provisions hereof shall receive compensation therefore at the rate of one and one- half times his/ her regular rate of pay for actual hours worked, plus ten ( 10) hours of equivalent time CC RESO 2018- 2021, Exhibit A
Deno 10 of 7R Page 141 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 off as determined by their Department Director. Such employees working on the Fourth of July shall receive a ten ( 10) hour holiday between the dates of July 6 and 12 as determined by their Department Director. All employees who are scheduled to work on any holiday which he or she is entitled to take off under the provisions hereof, and who are in fact absent, shall receive full compensation therefore at the straight time rate.

17. HOURS OF WORK
Employees shall have a work schedule with specific hours to be worked as prescribed by the Department Director with the approval of the City Manager.

The City Manager may change an employee's work schedule or hours at any time to meet the requirements of the City.

To the extent the City Manager determines practicable, unit employees may be scheduled to work a " 4/ 10 schedule." The 4/ 10 work schedule shall be defined as working four (4) ten ( 10) hour days each week, plus an unpaid lunch break during each shift that shall last at least one- half('/ 2) hour in duration but shall not exceed one ( 1) hour in duration, totaling forty ( 40) hours in each workweek. The 4/ 10 work schedule shall not reduce service to the public, departmental effectiveness, productivity and/ or efficiency as determined by the City Manager or his/ her designee.

18. ATTENDANCE
Employees shall be in attendance at their workstation in accordance with the rules regarding hours of work, holidays, and leaves. All departments shall keep daily attendance records of employees, which shall be reported to the Director of Administrative Services on a City- approved form and on the dates specified.

Failure on the part of an employee, who is absent without authorization or permission, to return to duty within twenty- four ( 24) hours after a due notice to return to duty has been issued through a registered letter, shall constitute resignation from City service by the employee. Before the resignation goes into effect, the employee shall be given notice and an opportunity to respond to the City Manager or their designee.

19. OVERTIME
It is the policy of the City of Los Alamitos to avoid the necessity for overtime work whenever possible. In cases of emergency or whenever public interest or necessity requires, any employee may be directed by proper authority to perform overtime work.

Employees must obtain approval from their supervisors prior to working any overtime; an employee' s failure to do so may subject him or her to disciplinary action, up to and including termination from employment.

CC RESO 2018- 2021, Exhibit A
Dons 1 Z of') C. Page 142 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 A. WorkWeek
The workweek for all Unit Employees shall be 168 regularly recurring hours. For Unit Employees working a schedule other than the 9/ 80 work schedule, the workweek shall begin at 12: 01 a. m. Sunday and end at 12: 00 a. m. ( midnight) the following Saturday. For Unit Employees working the 9/ 80 work schedule, each Unit Employee' s designated Fair Labor Standards Act (" FLSA") workweek ( 168 hours in length) shall begin exactly four( 4) hours after the start time of his/ her eight 8) hour shift on the day of the week that corresponds with the Unit Employee' s alternating regular day off. Unit Employees working a 9/ 80 work schedule will have a regular day off every other week as determined by the City.

All non- exempt employees, as defined by the Fair Labor Standards Act, shall be paid at the rate of one and one- half times their regular rate of pay for all hours worked in excess of forty (40) during their designated seven- day workweek.

B. Compensatory Time
At the discretion of the employee, overtime may be compensated at either one and one-half times the regular rate of hourly pay or compensatory time earned at the rate of time and one- half. The maximum accumulation of compensatory time shall be 120 hours. Should an employee desire to take compensatory time off, he or she shall file a written request with his Department Director who shall grant the requested time off unless it interferes with normal operational staffing of the Department.

Upon termination of the employee, all compensatory time shall be paid off at the salary rate in effect.

C. Training Time
Attendance at training schools/ facilities, which improves the performance of regular tasks and/ or prepares the employee for job advancement, is not compensable for hours in excess of regularly scheduled department approved training time. Any time spent in excess of regularly scheduled department approved training time will not be counted as working time and is not compensable in any manner whatsoever. Time spent in studying and other personal pursuits are not compensable hours of work even though the employee may be confined to campus or barracks twenty- four ( 24) hours a day.

Travel time to and from a training facility outside the employee' s normal work shift is not compensable hours of work. Mandatory training as required by the Department is compensable for actual time spent in training. Employees on an alternative work schedule ( i. e., 4/ 10 or 9/ 80) shall receive full compensation for their respective shift for an eight ( 8) hour training session.

CC RESO 2018- 2021, Exhibit A
Dona 1 A of 7R Page 143 of 781
DocuSign Envelope ID: 6DA998A8-8F97-4877-8AC7-4D2B1724BD47 D. City Vehicle Use
Employees who are provided with a City vehicle to travel to and from work shall not be compensated in any manner whatsoever for such travel time. Monitoring a radio or other communication device while driving to or from work is not compensable time.

20. ATTENDANCE AT COMMISSION MEETINGS
Non- exempt employees who are required to attend Commission meetings that extend beyond their assigned schedule shall be compensated at the rate of one and one- half times their regular rate of pay for a minimum of two hours.

21. CALL BACK PAY
Call back duty occurs when an employee is unexpectedly ordered by his/ her Department Director to return to duty following the termination of his/ her normal work shift because of unanticipated work requirements. Call back does not occur when an employee is held over from his/ her prior shift or is working prior to his/her regularly scheduled shift. An employee called back to duty shall be paid a minimum of four (4) hours compensation at the rate of one and one- half times his/ her regular rate of pay commencing when he or she reports for duty. Any hours worked in excess of four (4) hours shall be compensated at the rate of one and one- half times his/ her regular rate of pay.

22. STANDBY PAY
Standby duty shall be determined and assigned at the sole discretion of the Public Works Director.

A. Standby duty shall be defined as time outside of an employee' s scheduled work shift when the employee must remain prepared to respond to emergencies or other unplanned events which require prompt attention.

B. While on such duty, employees shall carry an electronic pager, cellular phone, or other communication device so that they may be alerted to the need to respond to an emergency or urgent situation.

C. Employees participating in Standby Duty shall be compensated at a rate $ 25 per weekday and $ 40 per weekend and/ or holiday for each twenty four ( 24) hour period that they spend on said duty.

D. While performing Standby Duty, employees must respond within a reasonable time following notification of the callback and must have access to transportation at all times.

E. Employees shall not consume, be impaired by or have in their biological system alcohol or drugs while perfuming Standby Duty. All of the provisions CC RESO 2018- 2021, Exhibit A
Donn lc of 7R Page 144 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 of the City of Los Alamitos Alcohol and Drug Use Policy shall apply to employee' s participation in Standby Duty.

23. MONTHLY MEDICAL INSURANCE CONTRIBUTION
Effective January 1, 2018, the City shall contribute up to one thousand two hundred ninety four dollars ($ 1, 294. 00) per month toward the payment of premiums for affected employees and dependents under the existing health, dental, and optical insurance programs.

Effective January 1, 2022, the City shall contribute a monthly allowance toward the payment of premiums as follows:

Employee Only Employee + 1 Family
January 1, 2022 $ 1294 1419 1469
January 1, 2023 $ 1294 1419 1469
January 1, 2024 $ 1319 1419 1469
Any contribution necessary to maintain benefits under any insurance program in excess of the City' s monthly contribution shall be borne entirely by the employee.

Any employee who can certify that he/ she is insured under another health plan, which has equal or better coverage than the City' s plan, may elect to receive $ 500.00 per month in lieu of participation in the City' s health program. Any employee who can certify that he/ she is also insured under other dental and vision plans having equal or better coverage than the City' s plans, may elect to receive an additional $ 200.00 per month in lieu of participation in the City' s dental and vision programs, for a total of $ 700.00 per month of compensation in lieu of health, dental and vision insurance plan participation. The additional $ 200 per month in lieu of participation in the City' s dental and vision programs, is only available if the employee opts out of the City' s medical as well as the dental and vision programs.

24. DENTAL PLAN
The City agrees to make available a dental plan to employees and dependents.

Participation in this plan shall be at the option of the employee. Employees electing to participate in this plan may apply excess funds from the City' s monthly medical insurance contribution towards the premium payment of the dental plan. Any additional cost in excess of the City' s monthly medical insurance contribution shall be borne by the employee.

25. OPTICAL PLAN
The City agrees to make available an optical plan to employees and dependents.

Participation in this plan shall be at the option of the employee. Employees electing to participate in this plan may apply excess funds from the City' s monthly medical insurance CC RESO 2018- 2021, Exhibit A
Dnnc 1R nf') F

DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B 1724BD47 contribution towards the premium payment of the optical plan. Any additional cost in excess of the City' s monthly medical insurance contribution shall be borne by the employee.

26. TERM LIFE INSURANCE PLAN
After an employee has worked for sixty (60) days on the City' s payroll, the City will provide that employee with term life insurance and accidental life and dismemberment policies effective on the first day of the next month following the completion of the sixty days.

Participation in this plan is mandatory. The amount of coverage will be based on one and one- half times the annual salary up to a maximum of$ 50, 000 of coverage. The City shall pay for this coverage.

27. LONG - TERM DISABILITY PLAN
After an employee has worked for sixty (60) days on the City's payroll, the City will provide each employee with long- term disability coverage based on two-thirds of the employee' s monthly salary up to a maximum benefit of$ 2, 000 per month, effective on the first day of the next month following the completion of the sixty days. Participation in this plan is mandatory. The City shall pay for this coverage.

28. AFFORDABLE CARE ACT REOPENER
During the term of this MOU, either party may reopen labor negotiations for the purpose of discussing potential penalties, taxes or other impacts under the Affordable Care Act.

29. PHYSICAL EXAMINATION
The City agrees to pay a licensed physician/ clinic selected by the City the fee not to exceed $ 370 for a physical examination. The City will pay for this physical examination according to the following schedule:

Age Frequency
To 30 Once every 4 years
31 — 39 Once every 3 years
40 - 49 Once every 2 years
50 and over Once per year
Prior to undergoing a physical examination, the employee must make a written request to the City Manager for approval of payment.

30. RETIREES' MEDICAL INSURANCE
A. Employees Hired Before August 1, 1994
Only those employees who were hired before August 1, 1994, who have provided ten ( 10) years of service to the City, and who have reached the age of fifty ( 50) shall be eligible for insurance hereunder. The City shall contribute to the health CC RESO 2018- 2021, Exhibit A
Dono 17 of') F Page 146 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B 1724BD47 and dental premium cost for each employee and his or her spouse or registered domestic partner, upon a regular service retirement as defined by Public Employees' Retirement System law. The City shall contribute an amount equal to the amount then being contributed on behalf of active duty employees, hired before January 1, 1997, pursuant to the Monthly Medical Insurance Contribution section above.

The insurance received for ten ( 10) years of services with the City at age fifty (50) with a regular service retirement, shall be equal to and subject to the same conditions and plans provided to the active bargaining unit employees. To receive this benefit, the employee must apply within 120 days of separation from service.

City- paid contributions shall continue while either the employee or spouse/ registered domestic partner is alive, but shall terminate when the employee or spouse/ registered domestic partner becomes eligible for Medicare, MediCal or other public supported health insurance; or when coverage has been for a period equal to the number of years of the employee' s service to the City.

Employees retiring under a regular service retirement shall be allowed to participate in the City' s optical and life insurance policies at their expense. Failure to reimburse the City within thirty ( 30) days will result in the termination of this coverage.

B. Employees Hired After August 1, 1994
Only those employees who were hired on or after August 1, 1994, who have provided fifteen ( 15) years of service to the City, and who have reached the age of fifty-five (55) shall be eligible for insurance hereunder. The City shall contribute to the medical and dental premium cost for each employee and his or her spouse or registered domestic partner upon a regular service retirement as defined by Public Employees' Retirement System law. The City shall contribute an amount equal to the amount then being contributed on behalf of active duty employees at the employee plus two rate pursuant to the Monthly Medical Insurance Contribution section ( Section 23) above.

The insurance coverage employees receive for fifteen ( 15) years of service with the City at age fifty-five (55) with a regular service retirement, shall be equal to and subject to the same conditions and plans provided to the active bargaining unit employees. To receive this benefit, the employee must apply within 120 days of separation from service.

City- paid contributions shall continue while either the employee or spouse/ registered domestic partner is alive, but shall terminate when the employee or spouse becomes eligible for Medicare, MediCal or other public- supported health insurance; or when coverage has been for a period equal to the number of years of the employee' s service to the City.

CC RESO 2018- 2021, Exhibit A
Donn 152 of 7R Page 147 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 Employees retiring under a regular service retirement shall be allowed to participate in the City' s optical and life insurance policies at their expense. Failure to reimburse the City within thirty ( 30) days will result in the termination of this coverage.

C. Minimum Retiree Medical Contribution
Employees who retire from City services shall, at a minimum, be provided the retiree health stipend required by PERS law, also known as the Public Employees' Medical and Hospital Care Act ( PEMHCA) minimum,

31. DEFERRED COMPENSATION
Members may take loans, including mortgage loans, against their deferred compensation balances to the extent allowed by law. It shall be the sole responsibility of the individual member to understand the potential tax ramifications associated with such a loan. The City will execute paperwork with the Deferred Compensation carriers to ensure that it will no longer be a requirement to obtain prior approval from the City before obtaining such a loan.

The City shall offer a Roth IRA to all 457 participants at the employee' s discretion.

32. EDUCATION REIMBURSEMENT
All bargaining unit employees are eligible for reimbursement by the City for tuition in connection with educational endeavors. Tuition reimbursement shall not exceed the per unit cost charged by the California State University System. The per unit cost shall be based on three ( 3) units if one ( 1) class is taken during a quarter or semester, or based on six ( 6) units if more than one ( 1) class is taken during a quarter or semester. Only those courses, which have a bearing on the employee's position with the City, will be considered by the City Manager for reimbursement.

In order to be reimbursed, an employee must submit a request for reimbursement to his or her Department Director for recommendation to the City Manager. The request must be in writing and include the name of the school, the course title, the cost of enrollment, and the reasons why the course is beneficial to the employee and City. The request will then be forwarded to the City Manager for final approval or disapproval.

The employee will pay for all costs associated with the approved course. In order to be reimbursed, an employee must submit proof of successful completion of the course. In graded courses, a letter grade of C or better is required for completion; in a pass/fail course, a pass is required for completion; and in a credit/no credit course, a credit is required for completion.

An employee must also submit receipts for tuition expense. This will then be processed through the Finance Department.

CC RESO 2018- 2021, Exhibit A
D, nc 10 of 7R Page 148 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47

33. RETIREMENT
Except as set forth below, retirement benefits are provided for personnel under the 2. 7% at 55 Plan of the Public Employees Retirement System, the Level 4 of the 1959 Survivor Benefit and the Pre- Retirement Option 2 Death Benefit.

The City shall pay the employer share of the CaIPERS retirement contribution as actuarially determined by CaIPERS for each fiscal year covered by the Agreement for the

2. 7% at 55 retirement benefit level and at the 2% at 62 level for New Employees ( as defined below).

New" members of PERS shall be placed in the 2% @62 retirement tier. They shall pay the statutorily required contribution rate as defined in California Government Code Section 7522. 30 ( PEPRA) and determined by PERS. This rate shall be one half ( 1/ 2) of the normal cost of the benefit. " New" members are defined in California Government Code Section 7522. 04 ( PEPRA). " Legacy" members shall be those members not deemed to be new" members.

Legacy" members pay 100% of the mandated CaIPERS member contribution, which is 8% of compensation.

At no time during this agreement will the employee be responsible for any part of the Employer' s contribution to the Public Employees Retirement System.

Employees ( other than " new" members) qualify for minimum retirement benefits after five years of service and reaching 55 years of age. Unless otherwise required by PEPRA, retirement benefits will be based on the highest twelve months salary as well as employee' s age and length of service.

34. UNIFORM ALLOWANCE
The City shall provide Maintenance Worker I, Maintenance Workers, Senior Maintenance Workers, Maintenance Foreman, Records Clerk and Records Specialist, and Community Liaison Officer with a uniform maintenance allowance of$ 25.00 per pay period.

35. CERTIFICATION PAY
Persons employed in the Mechanic and Master Mechanic position classifications who achieve Level 1 Certification for automobile maintenance through the National Institute for Automotive Service Excellence (" ASE") shall receive additional pay equal to two percent ( 2%) of their base salary effective the first pay period following proof of certification. Persons employed in the Mechanic and Master Mechanic position classifications who achieve Level 2 Certification for automobile maintenance through ASE shall receive additional pay equal to four percent ( 4%) of base salary effective. Persons employed in the Mechanic and Master Mechanic position classifications who achieve Master Technician Status through ASE shall receive additional pay in an amount equal to 6% of their base salary. Level 1 ASE Certification Pay is based on the passing any two 2) tests as listed below. Eligible tests shall be from either the Automotive Test or CC RESO 2018- 2021, Exhibit A
D•n.. o ")( 1 ., f') F

DocuSign Envelope ID: 6DA998A8-8F97-4877-8AC7-4D2B1724BD47 Medium/ Heavy Truck Test categories. Employees must pass two ( 2) tests from a single category and may not qualify for certification pay by combining and passing tests from two ( 2) categories. The list of qualified ASE courses and tests are listed below:

AUTOMOTIVE TESTS:

Al - Engine Repair
A2 — Automatic Trans/Transaxle
A3 — Manual Drive Train and Axles
A4 — Suspension and Steering
A5 — Brakes
A6 — Electrical/ Electronic Systems
A7 — Heating and Air Conditioning
A8 — Engine Performance
MEDIUM/ HEAVY TRUCK TESTS:

T1 — Gasoline Engines
T2 — Diesel Engines
T3 — Drive Train
T4 — Brakes
T5 — Suspension & Steering
T6 — Electrical/ Electronic Systems
T7 — Heating, Ventilation, & Air Condoning
T8 — Preventive Maintenance Inspection
Employees eligible for ASE Certification pay shall not receive an increase in excess of six percent ( 6%) of base pay regardless of the number of ASE certified courses and tests passed.

Employees shall be responsible for maintaining and keeping current ASE certifications.

Employees who do not possess current ASE certifications, as defined above, are not eligible to receive certification pay.

Persons employed in the Maintenance Worker, Maintenance Foreman and Senior Maintenance Worker position classifications who complete the requirements and achieve NPSI Certified Playground Safety Inspector status shall receive an additional two- percent 2%) of base salary.

The City Manager, or designee, must approve all requests to complete coursework associated with employee eligibility for ASE automotive repair and NPSI playground inspection certificate pay.

36. SAFETY SHOE ALLOWANCE
The City will provide an annual maximum allowance of $ 300 for safety shoes for Maintenance Workers, Senior Maintenance Workers, Mechanic, Master Mechanic, and Maintenance Foreman. The City will select the vendor from which an employee may CC RESO 2018- 2021, Exhibit A
Dnnc ') 1 of') R Page 150 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 purchase the safety shoes. Any cost in excess of $300 will be the responsibility of the employee.

37. MILEAGE REIMBURSEMENT
Those employees utilizing their own vehicle for City business shall be reimbursed at the rate designated by the Internal Revenue Service. Employees shall be reimbursed upon the submittal of a reimbursement form with their Department Director approval.

38. GRIEVANCE PROCEDURE
Grievance shall be defined as any good faith or reasonable complaint of an employee or a group of employees or a dispute between the City and said employee or a group of employees involving the interpretation, application, or enforcement of the Personnel and Policies Manual, applicable Memoranda of Understanding, and Administrative Rules and Regulations Manual; provided, however, complaints involving disciplinary actions, and rejection from probation, are not grievable.

The steps of the grievance procedure are as follows:

A. Step One
Grievances must be discussed with the employee' s immediate supervisor, or his/ her superior in the event that the employee' s dispute is with the immediate supervisor, within ten ( 10) working days of the occurrence of the event- giving rise thereto. The supervisor or his/ her superior will attempt to resolve the matter and will, within a reasonable period of time, issue his/ her decision on the matter in writing.

B. Step Two
If not previously resolved in Step One, the employee may, within ten ( 10) working days of receiving the written decision of the employee' s supervisor or his/ her superior, submit a written request for review by the Department Director. The Department Director shall make such investigation of the facts and issues as is warranted under the circumstances and shall make a determination within ten ( 10) working days of receipt of the request and the written decision of the supervisor or his/ her superior. ( If the grievance was addressed by the department director under Section A., above, the employee may proceed directly to Step Three, Section C., below.) The Department Director shall provide the employee with a written decision of his/ her determination.

C. Step Three
CC RESO 2018- 2021, Exhibit A
Deno 7`) of 7R

DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 If the employee is dissatisfied with the determination of the Department Director, the employee shall, within ten ( 10) working days of receipt of the Department Director' s determination, notify the City Manager and/or Personnel Officer, in addition to his/ her Department Director, of the employee' s desire to appeal such determination. Said notice shall be in writing.

D. The City Manager and/ or Personnel Officer, or his/ her designee, shall arrange and conduct a meeting between the employee and the Department Director. At such meeting, discussion shall be limited to the issues raised in the initial grievance complaint and an earnest effort shall be made to resolve the dispute.

E. Following the meeting in Step Three, the City Manager and/ or Personnel Officer shall issue a statement of his/ her conclusions and findings. The decision of the City Manager and/ or Personnel Officer shall be final.

39. PEACEFUL PERFORMANCE
Apart from, and in addition to, existing legal restrictions on work stoppages, the Association hereby agrees that neither it, nor its officers, agents or representatives shall incite, encourage, or participate in any strike, sympathy strike, walkout, slowdown, speedup, sick-out, or other work stoppage during the life of this Agreement for any cause or dispute whatsoever. In the event of work stoppage or disruption as enumerated above, the Association, its officers, agents, and representatives shall do everything in their power to end or avert the same. Violation hereof will subject the violator to legal and equitable judicial relief.

Any employee engaging in or assisting any work stoppage or disruption as enumerated above, or refusing to perform duly assigned work shall be subject to discipline up to and including termination. The City reserves the right to selectively discipline employees hereunder.

It is understood that violation of this article by the Association will warrant the withdrawal of any rights, privileges or services provided in this Agreement and/ or legal action by the City for redress and/ or damages.

The inclusion of this article in this contract shall in no way be deemed to stop the City from seeking any form of legal, equitable, or administrative relief to which it may be entitled during the term of this contract.

40. CONSTRUCTION
Nothing contained in this Memorandum of Understanding, or any attachment thereto, is intended to, in any way, modify, interpret, construe, or change existing or future law, which may cover the topic. For purposes of the reference, law shall include the Federal and California Constitutions and all relevant Federal and California statutes, and all final CC RESO 2018- 2021, Exhibit A
Pnno 7Z of') F. Page 152 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 appellate court decisions on the issue. References contained herein to matters covered by law are included simply for the purpose of drawing the attention of the parties to legal requirements related to City employees and the government of the City.

41. FULL UNDERSTANDING, MODIFICATION, WAIVER
It is intended that this Agreement sets forth the full and entire understanding of the parties regarding the matters set forth herein, and any other prior or existing understanding or agreements by the parties, whether formal or informal, regarding any such matters are hereby superseded or terminated in their entirety.

Except as specifically provided herein, it is agreed and understood that each party hereto voluntarily and unqualifiedly waives its right, and agrees that the other shall not be required to negotiate with respect to any subject or matter covered herein during the term of this Agreement.

Any agreement, alteration, understanding, variation, waiver, or modification of any of the terms or provisions contained herein shall not be binding upon the parties hereto unless made and executed in writing by all parties, hereto, and if required, approved and implemented by the City Council.

The waiver of any breach, term, or condition of this Agreement by either party shall not constitute a precedent in the future enforcement of all its terms and provisions.

42. SAVINGS CLAUSE
This Memorandum of Understanding is subject to all applicable Federal, State, and City laws, ordinances, resolutions, and any lawful rules and regulations enacted by the City Council. If any part or provision of the Memorandum of Understanding is in conflict or inconsistent with such applicable provisions of Federal, State, or City laws, ordinances, resolutions, or is otherwise held to be invalid or unenforceable by any tribunal of competent jurisdictions, such part or provision shall be suspended and superseded by such applicable law or regulations, and the remainder of this Memorandum of Understanding shall not be affected thereby.

43. BILINGUAL PAY
Upon written designation by the City Manager, and based on the needs of each Department, bargaining unit employees shall receive additional monthly compensation after providing the City with evidence deemed appropriate by the City of ability to provide competent oral and/or written translation services for a second language.

An employee demonstrating both oral and written bilingual competency through means of City examination in a language approved by the City as a business necessity shall receive $ 50 per month. An employee who demonstrates bilingual competency in more than one language shall only receive $ 50 per month.

CC RESO 2018- 2021, Exhibit A
Deno 7i1 of`) Page 153 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 Bilingual compensation shall be available to those employees whose duties include enforcement, public counter or reception responsibilities, or as otherwise determined by the City to be a business necessity. Requests for bilingual compensation shall be considered and approved at the discretion of the City Manager. Approvals shall be commensurate with the needs of the respective City Department. If more than one employee is eligible for bilingual compensation beyond the needs of the City and/ or Department, the employee with the highest score on the examination shall receive the bilingual pay.

Any employee receiving this bilingual compensation shall perform those bilingual related translation duties as required by any City supervisor. Should an employee receiving this bilingual compensation fail to perform those bilingual related translation duties as required by any City supervisor, then the employee is subject not only to disciplinary action, but said employee shall also be subject to elimination of his/ her bilingual compensation pay.

SIGNATURES ON THE FOLLOWING PAGE
CC RESO 2018- 2021, Exhibit A
Dons ') R of' JR Page 154 of 781
DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 City of Los Alamitos TEAMSTERS LOCAL 911
f— DocuSigned by: e— DocuSigned by:

AAA CLirco QAbtA i
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Mark M irco Anthony` vazquez
Mayor Steward
c-DDocuSigned by:
ff' ML. a./ 1. A- a, / ICAO04f
rn2grrE4P7Dowell
Steward
Attest:

DocuSigned by:

WiLnhAit,r aitA.fatn VE
p4t3 l.Lbb4LA 4
Winamera uuintanar, MMC
City Clerk
Approved as to Form:
nDocuSigned
by:

Ad L S., 444
fictiaei audt
City Attorney
CC RESO 2018- 2021, Exhibit A
Deno ') C. of' Page 155 of 781
DocuSign Envelope ID: 6DA998A8- 8F97-4877-8AC7-4D2B1724BD47 CALIFORNIA TEAMSTERS 911 EXHIBIT Al

SALARY SCHEDULE
EFFECTIVE NOVEMBER 7, 2021

CODE CLASSIFICATION TITLE TIER STEP A STEP B STEP C STEP D STEP E 110 Receptionist 1 HOURLY 17. 78 18. 67 19. 62 20. 58 21. 61 MONTHLY 3, 081. 87 3, 236. 13 3, 400. 80 3, 567. 20 3, 745. 73 ANNUAL 36, 982. 40 38, 833. 60 40, 809. 60 42, 806. 40 44, 948. 80 2 HOURLY 17. 34 18. 22 19. 14 20. 07 21. 08
MONTHLY 3, 005. 60 3, 158. 13 3, 317. 60 3, 478. 80 3, 653. 87 ANNUAL 36, 067. 20 37, 897. 60 39, 811. 20 41, 745. 60 43, 846. 40 3 HOURLY 16. 92 17. 77 18. 66 19. 61 20. 57
MONTHLY 2, 932. 80 3, 080. 13 3, 234. 40 3, 399. 07 3, 565. 47 ANNUAL 35, 193. 60 36, 961. 60 38, 812. 80 40, 788. 80 42, 785. 60 120 Records Clerk 1 HOURLY 20. 87 21. 92 23. 02 24. 17 25. 39 MONTHLY 3, 617. 47 3, 799. 47 3, 990. 13 4, 189. 47 4,400. 93 ANNUAL 43, 409. 60 45, 593. 60 47, 881. 60 50, 273. 60 52, 811. 20 2 HOURLY 20. 38 21. 39 22. 47 23. 58 24. 75
MONTHLY 3, 532. 53 3, 707. 60 3, 894. 80 4, 087. 20 4, 290. 00 ANNUAL 42, 390. 40 44,491. 20 46, 737.60 49, 046. 40 51, 480. 00 3 HOURLY 19. 89 20. 86 21. 90 23. 01 24. 16
MONTHLY 3, 447.60 3, 615. 73 3, 796. 00 3, 988. 40 4, 187. 73 ANNUAL 41, 371. 20 43, 388. 80 45, 552. 00 47,860. 80 50, 252. 80 125 Maintenance Worker 1 HOURLY 22. 37 23. 48 24. 65 25. 87 27. 18 MONTHLY 3, 877. 47 4, 069. 87 4, 272. 67 4,484. 13 4, 711. 20 ANNUAL 46, 529. 60 48, 838. 40 51, 272. 00 53, 809. 60 56, 534. 40 2 HOURLY 21. 82 22. 90 24. 06 25. 27 26. 52
MONTHLY 3, 782. 13 3, 969. 33 4, 170. 40 4, 380. 13 4, 596. 80 ANNUAL 45, 385. 60 47, 632. 00 50, 044. 80 52, 561. 60 55, 161. 60 3 HOURLY 21. 30 22. 35 23. 47 24. 64 25. 86
MONTHLY 3, 692. 00 3, 874. 00 4, 068. 13 4,270. 93 4, 482. 40 ANNUAL 44, 304. 00 46, 488. 00 48, 817. 60 51, 251. 20 53, 788. 80 126 Maintenance Worker 1 1 HOURLY 23. 49 24. 67 25. 90 27. 19 28. 56 MONTHLY 4, 071. 60 4, 276. 13 4, 489. 33 4, 712. 93 4, 950. 40 ANNUAL 48, 859. 20 51, 313. 60 53, 872. 00 56, 555. 20 59, 404. 80 2 HOURLY 22. 93 24. 08 25. 28 26. 55 27. 87
MONTHLY 3, 974. 53 4, 173. 87 4, 381. 87 4, 602. 00 4, 830. 80 ANNUAL 47, 694. 40 50, 086. 40 52, 582. 40 55, 224. 00 57, 969. 60 3 HOURLY 22. 37 23. 48 24. 66 25. 89 27. 18
MONTHLY 3, 877. 47 4, 069. 87 4, 274. 40 4, 487. 60 4, 711. 20 ANNUAL 46, 529. 60 48, 838. 40 51, 292. 80 53, 851. 20 56, 534. 40 130 Secretary 1 HOURLY 23. 74 24. 93 26. 17 27. 47 28. 85 MONTHLY 4,114.93 4, 321. 20 4, 536. 13 4, 761. 47 5, 000. 67 ANNUAL 49, 379. 20 51, 854. 40 54, 433. 60 57, 137. 60 60, 008. 00 2 HOURLY 23. 17 24. 30 25. 51 26. 81 28. 15
MONTHLY 4,016. 13 4, 212. 00 4,421. 73 4, 647. 07 4, 879. 33 ANNUAL 48, 193. 60 50,544.00 53, 060. 80 55, 764. 80 58, 552. 00 3 HOURLY 22. 59 23. 73 24. 92 26. 14 27. 46
MONTHLY 3, 915. 60 4, 113. 20 4, 319. 47 4, 530. 93 4, 759. 73 ANNUAL 46, 987. 20 49, 358.40 51, 833. 60 54, 371. 20 57, 116. 80

DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 CALIFORNIA TEAMSTERS 911 EXHIBIT Al

SALARY SCHEDULE
EFFECTIVE NOVEMBER 7, 2021

CODE CLASSIFICATION TITLE TIER STEP A STEP B STEP C STEP D STEP E 135 Records Specialist 1 HOURLY 24. 69 25. 92 27. 22 28. 59 30. 02 136 Community Liaison Officer MONTHLY 4, 279. 60 4, 492. 80 4, 718. 13 4, 955. 60 5, 203. 47 ANNUAL 51, 355. 20 53,913. 60 56, 617. 60 59, 467. 20 62, 441. 60 2 HOURLY 24. 11 25. 31 26. 57 27. 90 29. 28
MONTHLY 4, 179. 07 4, 387. 07 4, 605. 47 4, 836. 00 5, 075. 20 ANNUAL 50, 148. 80 52, 644. 80 55, 265. 60 58, 032. 00 60, 902. 40 3 HOURLY 23. 51 24. 68 25. 90 27. 21 28. 57
MONTHLY 4, 075. 07 4, 277. 87 4, 489. 33 4, 716. 40 4,952. 13 ANNUAL 48, 900. 80 51, 334. 40 53, 872. 00 56, 596. 80 59, 425.60I 140 Senior Maintenance Worker 1 HOURLY 25. 98 27. 28 28. 65 30. 07 31. 58 145 Finance Assistant MONTHLY 4, 503. 20 4, 728. 53 4,966. 00 5, 212. 13 5, 473. 87 150 Mechanic ANNUAL 54, 038. 40 56, 742. 40 59, 592. 00 62, 545. 60 65, 686. 40 152 Planning Aide
2 HOURLY 25. 35 26. 60 27. 95 29. 33 30. 80
MONTHLY 4,394. 00 4, 610. 67 4, 844. 67 5, 083. 87 5, 338. 67 ANNUAL 52, 728. 00 55, 328. 00 58, 136. 00 61, 006. 40 64, 064. 00 3 HOURLY 24. 71 25. 94 27. 25 28. 61 30. 04
MONTHLY 4,283. 07 4, 496. 27 4,723. 33 4,959. 07 5, 206. 93 ANNUAL 51, 396. 80 53, 955. 20 56, 680. 00 59, 508. 80 62, 483. 20 155 Recreation Coordinator 1 HOURLY 26. 21 27. 54 28. 91 30. 36 31. 88 157 Recreation Coordinator/ Graphic Design MONTHLY 4,543. 07 4, 773. 60 5, 011. 07 5, 262. 40 5, 525. 87 ANNUAL 54, 516. 80 57, 283. 20 60, 132. 80 63, 148. 80 66, 310. 40 2 HOURLY 25. 58 26. 87 28. 20 29. 62 31. 09
MONTHLY 4, 433. 87 4, 657. 47 4, 888. 00 5, 134. 13 5, 388. 93 ANNUAL 53, 206. 40 55, 889. 60 58, 656. 00 61, 609. 60 64, 667. 20 3 HOURLY 24. 96 26. 20 27. 52 28. 88 30. 35
MONTHLY 4, 326. 40 4, 541. 33 4, 770. 13 5, 005. 87 5, 260. 67 ANNUAL 51, 916. 80 54, 496. 00 57, 241. 60 60, 070. 40 63, 128. 00 160 Department Secretary 1 HOURLY 26. 74 28. 07 29. 49 30. 97 32. 51 MONTHLY 4, 634. 93 4, 865. 47 5, 111. 60 5, 368. 13 5, 635. 07 ANNUAL 55, 619. 20 58, 385. 60 61, 339. 20 64, 417. 60 67, 620. 80 2 HOURLY 26. 10 27. 41 28. 77 30. 21 31. 72
MONTHLY 4, 524. 00 4, 751. 07 4, 986. 80 5, 236. 40 5, 498. 13 ANNUAL 54, 288. 00 57,012. 80 59, 841. 60 62, 836. 80 65, 977. 60 3 HOURLY 25. 45 26. 73 28. 06 29. 46 30. 96
MONTHLY 4, 411. 33 4, 633. 20 4, 863. 73 5, 106. 40 5, 366. 40 ANNUAL 52, 936. 00 55, 598. 40 58, 364. 80 61, 276. 80 64, 396. 80 305 Senior Finance Assitant 1 HOURLY 28. 84 30. 29 31. 80 33. 38 35. 04 MONTHLY 4, 998. 93 5, 250. 27 5, 512. 00 5, 785. 87 6, 073. 60 ANNUAL 59, 987. 20 63, 003. 20 66, 144. 00 69, 430. 40 72, 883. 20 2 HOURLY 28. 14 29. 56 31. 02 32. 56 34. 19
MONTHLY 4, 877. 60 5, 123. 73 5, 376. 80 5, 643. 73 5, 926. 27 ANNUAL 58, 531. 20 61, 484.80 64, 521. 60 67,724. 80 71, 115. 20 3 HOURLY 27. 45 28. 82 30. 26 31. 78 33. 35
MONTHLY 4, 758. 00 4,995. 47 5, 245. 07 5, 508. 53 5, 780. 67 ANNUAL 57,096. 00 59, 945. 60 62, 940. 80 66, 102. 40 69, 368. 00

DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 CALIFORNIA TEAMSTERS 911 EXHIBIT Al

SALARY SCHEDULE
EFFECTIVE NOVEMBER 7, 2021

CODE CLASSIFICATION TITLE TIER STEP A STEP B STEP C STEP D STEP E 170 Assistant Planner 1 HOURLY 29. 90 31. 40 32. 96 34. 62 36. 34 175 Code Enforcement Officer MONTHLY 5, 182. 67 5, 442. 67 5, 713. 07 6, 000. 80 6, 298. 93 ANNUAL 62, 192. 00 65, 312. 00 68, 556. 80 72, 009. 60 75, 587. 20 2 HOURLY 29. 17 30. 62 32. 15 33. 76 35. 47
MONTHLY 5, 056. 13 5, 307. 47 5, 572. 67 5, 851. 73 6, 148. 13 ANNUAL 60, 673. 60 63, 689. 60 66, 872. 00 70, 220. 80 73, 777. 60 3 HOURLY 28. 45 29. 89 31. 37 32. 94 34. 60
MONTHLY 4, 931. 33 5, 180. 93 5, 437. 47 5, 709. 60 5, 997. 33 ANNUAL 59, 176. 00 62, 171. 20 65, 249. 60 68, 515. 20 71, 968. 00 180 Maintenance Foreman 1 HOURLY 30. 16 31. 67 33. 25 34. 90 36. 66 185 Master Mechanic MONTHLY 5, 227. 73 5, 489. 47 5, 763. 33 6, 049. 33 6, 354. 40 ANNUAL 62, 732. 80 65, 873. 60 69, 160. 00 72, 592. 00 76, 252. 80 2 HOURLY 29. 41 30. 88 32. 45 34. 06 35. 76
MONTHLY 5, 097. 73 5, 352. 53 5, 624. 67 5, 903. 73 6, 198. 40 ANNUAL 61, 172. 80 64, 230. 40 67, 496. 00 70, 844. 80 74, 380. 80 3 HOURLY 28. 71 30. 15 31. 63 33. 23 34. 87
MONTHLY 4, 976. 40 5, 226. 00 5, 482. 53 5, 759. 87 6, 044. 13 ANNUAL 59, 716. 80 62, 712. 00 65, 790. 40 69, 118. 40 72, 529. 60 205 Lead Foreman 1 HOURLY 32. 12 33. 73 35. 42 37. 19 39. 04 MONTHLY 5, 567. 47 5, 846. 53 6, 139. 47 6, 446. 27 6, 766. 93 ANNUAL 66, 809. 60 70, 158. 40 73, 673. 60 77, 355. 20 81, 203. 20 2 HOURLY 31. 34 32. 91 34. 56 36. 29 38. 10
MONTHLY 5, 432. 27 5, 704. 40 5, 990. 40 6, 290. 27 6, 604. 00 ANNUAL 65, 187. 20 68, 452. 80 71, 884. 80 75, 483. 20 79, 248. 00 3 HOURLY 30. 58 32. 10 33. 71 35. 40 37. 17
MONTHLY 5, 300. 53 5, 564. 00 5, 843. 07 6, 136. 00 6, 442. 80 ANNUAL 63, 606. 40 66,768. 00 70, 116. 80 73, 632. 00 77, 313. 60 210 Accountant 1 HOURLY 34. 03 35. 74 37. 52 39. 38 41. 35 MONTHLY 5, 898. 53 6, 194. 93 6, 503. 47 6, 825. 87 7, 167. 33 ANNUAL 70, 782. 40 74, 339. 20 78, 041. 60 81, 910. 40 86, 008. 00 2 HOURLY 33. 21 34. 85 36. 60 38. 42 40. 34
MONTHLY 5, 756. 40 6, 040. 67 6, 344. 00 6, 659. 47 6, 992. 27 ANNUAL 69, 076. 80 72, 488. 00 76, 128. 00 79, 913. 60 83, 907. 20 3 HOURLY 32. 40 34. 01 35. 69 37. 49 39. 36
MONTHLY 5, 616. 00 5, 895. 07 6, 186. 27 6, 498. 27 6, 822. 40 ANNUAL 67, 392. 00 70, 740. 80 74, 235. 20 77, 979. 20 81, 868. 80 195 Associate Planner 1 HOURLY 33. 71 35. 40 37. 15 39. 03 40. 95 MONTHLY 5, 843. 07 6, 136. 00 6, 439. 33 6, 765. 20 7, 098. 00 ANNUAL 70, 116. 80 73, 632. 00 77, 272. 00 81, 182. 40 85, 176. 00 2 HOURLY 33. 29 34. 95 36. 71 38. 53 40. 47
MONTHLY 5, 770. 27 6, 058. 00 6, 363. 07 6, 678. 53 7, 014. 80 ANNUAL 69, 243. 20 72, 696. 00 76, 356. 80 80, 142. 40 84, 177. 60 3 HOURLY 32. 48 34. 10 35. 80 37. 59 39. 49
MONTHLY 5, 629. 87 5, 910. 67 6, 205. 33 6, 515. 60 6, 844. 93 ANNUAL 67, 558. 40 70, 928. 00 74, 464. 00 78, 187. 20 82, 139. 20

DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 CALIFORNIA TEAMSTERS 911 EXHIBIT Al

SALARY SCHEDULE
EFFECTIVE NOVEMBER 7, 2021

CODE CLASSIFICATION TITLE TIER STEP A STEP B STEP C STEP D STEP E 220 Management Analyst 1 HOURLY 38. 28 40. 19 42. 20 44. 31 46. 52 MONTHLY 6, 635. 20 6, 966. 27 7, 314. 67 7, 680. 40 8, 063. 47 ANNUAL 79, 622. 40 83, 595. 20 87, 776. 00 92, 164. 80 96, 761. 60 2 HOURLY 37. 34 39. 21 41. 17 43. 22 45. 40
MONTHLY 6, 472. 27 6, 796. 40 7, 136. 13 7, 491. 47 7, 869. 33 ANNUAL 77, 667. 20 81, 556. 80 85, 633. 60 89, 897. 60 94, 432. 00 3 HOURLY 36. 43 38. 25 40. 16 42. 17 44. 2f
MONTHLY 6, 314. 53 6, 630. 00 6, 961. 07 7, 309. 47 7, 675. 26 ANNUAL 75, 774. 40 79, 560. 00 83, 532. 80 87, 713. 60 92, 102. 401

DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 CALIFORNIA TEAMSTERS 911 EXHIBIT A2

SALARY SCHEDULE
EFFECTIVE NOVEMBER 6, 2022

CODE CLASSIFICATION TITLE TIER STEP A STEP B STEP C STEP D STEP E 110 Receptionist 1 HOURLY 18. 14 19. 04 20. 01 20. 99 22. 04 MONTHLY 3, 144. 27 3, 300. 27 3, 468. 40 3, 638. 27 3, 820. 27 ANNUAL 37, 731. 20 39, 603. 20 41,620. 80 43, 659. 20 45, 843. 20 2 HOURLY 17. 69 18. 58 19. 52 20. 47 21. 50
MONTHLY 3, 066. 27 3, 220. 53 3, 383. 47 3, 548. 13 3, 726. 67 ANNUAL 36, 795. 20 38, 646. 40 40,601. 60 42, 577. 60 44, 720. 00 3 HOURLY 17. 26 18. 13 19. 03 20. 00 20. 98
MONTHLY 2, 991. 73 3, 142. 53 3, 298. 53 3, 466. 67 3, 636. 53 ANNUAL 35, 900. 80 37, 710. 40 39, 582. 40 41, 600. 00 43, 638. 40 120 Records Clerk 1 HOURLY 21. 29 22. 36 23. 48 24. 65 25. 90 MONTHLY 3, 690. 27 3, 875. 73 4,069. 87 4, 272. 67 4,489. 33 ANNUAL 44, 283. 20 46, 508. 80 48, 838. 40 51, 272. 00 53, 872. 00 2 HOURLY 20. 79 21. 82 22. 92 24. 05 25. 25
MONTHLY 3, 603. 60 3, 782. 13 3, 972. 80 4, 168. 67 4, 376. 67 ANNUAL 43, 243. 20 45, 385. 60 47, 673. 60 50, 024. 00 52, 520. 00 3 HOURLY 20. 29 21. 28 22. 34 23. 47 24. 64
MONTHLY 3, 516. 93 3, 688. 53 3, 872. 27 4,068. 13 4, 270. 93 ANNUAL 42, 203. 20 44, 262. 40 46, 467. 20 48, 817. 60 51, 251. 20 125 Maintenance Worker 1 HOURLY 22. 82 23. 95 25. 14 26. 39 27. 72 MONTHLY 3, 955. 47 4,151. 33 4, 357. 60 4, 574. 27 4,804. 80 ANNUAL 47, 465. 60 49, 816. 00 52, 291. 20 54, 891. 20 57, 657. 60 2 HOURLY 22. 26 23. 36 24. 54 25. 78 27. 05
MONTHLY 3, 858. 40 4,049. 07 4, 253. 60 4,468. 53 4,688. 67 ANNUAL 46, 300. 80 48, 588. 80 51, 043. 20 53, 622. 40 56, 264. 00 3 HOURLY 21. 73 22. 80 23. 94 25. 13 26. 38
MONTHLY 3, 766. 53 3, 952. 00 4, 149. 60 4, 355. 87 4,572. 53 ANNUAL 45, 198. 40 47, 424. 00 49, 795. 20 52, 270. 40 54, 870. 40 126 Maintenance Worker 1 1 HOURLY 23. 96 25. 16 26. 42 27. 73 29. 13 MONTHLY 4, 153. 07 4,361. 07 4, 579. 47 4, 806. 53 5, 049. 20 ANNUAL 49, 836. 80 52, 332. 80 54, 953. 60 57, 678. 40 60, 590. 40 2 HOURLY 23. 39 24. 56 25. 79 27. 08 28. 43
MONTHLY 4, 054. 27 4, 257. 07 4, 470. 27 4, 693. 87 4, 927. 87 ANNUAL 48, 651. 20 51, 084. 80 53, 643. 20 56, 326. 40 59, 134. 40 3 HOURLY 22. 82 23. 95 25. 15 26. 41 27. 72
MONTHLY 3, 955. 47 4, 151. 33 4, 359. 33 4, 577. 73 4, 804. 80 ANNUAL 47, 465. 60 49, 816. 00 52, 312. 00 54, 932. 80 57, 657. 60 130 Secretary 1 HOURLY 24. 21 25. 43 26. 69 28. 02 29. 43 MONTHLY 4, 196. 40 4,407. 87 4, 626. 27 4, 856. 80 5, 101. 20 ANNUAL 50, 356. 80 52, 894. 40 55, 515. 20 58, 281. 60 61, 214. 40 2 HOURLY 23. 63 24. 79 26. 02 27. 35 28. 71
MONTHLY 4,095. 87 4, 296. 93 4, 510. 13 4,740. 67 4, 976. 40 ANNUAL 49, 150. 40 51, 563. 20 54, 121. 60 56, 888. 00 59, 716. 80 3 HOURLY 23. 04 24. 20 25. 42 26. 66 28. 01
MONTHLY 3, 993. 60 4, 194. 67 4, 406. 13 4, 621. 07 4,855. 07 ANNUAL 47, 923. 20 50, 336. 00 52, 873. 60 55, 452. 80 58, 260. 80

DocuSign Envelope ID: 6DA998A8- 8F97- 4877- 8AC7- 4D2B1724BD47 CALIFORNIA TEAMSTERS 911 EXHIBIT A2

SALARY SCHEDULE
EFFECTIVE NOVEMBER 6, 2022

CODE CLASSIFICATION TITLE TIER STEP A STEP B STEP C STEP D STEP E 135 Records Specialist 1 HOURLY 25. 18 26. 44 27. 76 29. 16 30. 62 136 Community Liaison Officer MONTHLY 4, 364. 53 4, 582. 93 4,811. 73 5, 054. 40 5, 307. 47 ANNUAL 52, 374. 40 54, 995. 20 57, 740. 80 60, 652. 80 63, 689. 60 2 HOURLY 24. 59 25. 82 27. 10 28. 46 29. 87
MONTHLY 4, 262. 27 4,475. 47 4, 697. 33 4, 933. 07 5, 177. 47 ANNUAL 51, 147. 20 53, 705. 60 56, 368. 00 59, 196. 80 62, 129. 6C 3 HOURLY 23. 98 25. 17 26. 42 27. 75 29. 1z
MONTHLY 4, 156. 53 4, 362. 80 4, 579. 47 4, 810. 00 5, 050. 9E ANNUAL 49, 878. 40 52, 353. 60 54, 953. 60 57, 720. 00 60, 611. 20I 140 Senior Maintenance Worker 1 HOURLY 26. 50 27. 83 29. 22 30. 67 32. 21 145 Finance Assistant MONTHLY 4, 593. 33 4, 823. 87 5, 064. 80 5, 316. 13 5, 583. 07 150 Mechanic ANNUAL 55, 120. 00 57, 886. 40 60, 777. 60 63, 793. 60 66, 996. 80 152 Planning Aide
2 HOURLY 25. 86 27. 13 28. 51 29. 92 31. 42
MONTHLY 4, 482. 40 4, 702. 53 4, 941. 73 5, 186. 13 5, 446. 13 ANNUAL 53, 788. 80 56, 430. 40 59, 300. 80 62, 233. 60 65, 353. 60 3 HOURLY 25. 20 26. 46 27. 80 29. 18 30. 64
MONTHLY 4, 368. 00 4, 586. 40 4, 818. 67 5, 057. 87 5, 310. 93 ANNUAL 52, 416. 00 55, 036. 80 57,824. 00 60, 694. 40 63, 731. 20 155 Recreation Coordinator 1 HOURLY 26. 73 28. 09 29. 49 30. 97 32. 52 157 Recreation Coordinator/ Graphic Design MONTHLY 4, 633. 20 4, 868. 93 5, 111. 60 5, 368. 13 5, 636. 80 ANNUAL 55, 598. 40 58, 427. 20 61, 339. 20 64,417. 60 67, 641. 60 2 HOURLY 26. 09 27. 41 28. 76 30. 21 31. 71
MONTHLY 4, 522. 27 4, 751. 07 4,985. 07 5, 236. 40 5, 496. 40 ANNUAL 54, 267. 20 57, 012. 80 59, 820. 80 62, 836. 80 65, 956. 80 3 HOURLY 25. 46 26. 72 28. 07 29. 46 30. 96
MONTHLY 4, 413. 07 4, 631. 47 4,865. 47 5, 106. 40 5, 366. 40 ANNUAL 52, 956. 80 55, 577. 60 58, 385. 60 61, 276. 80 64, 396. 80 160 Department Secretary 1 HOURLY 27. 27 28. 63 30. 08 31. 59 33. 16 MONTHLY 4, 726. 80 4,962. 53 5, 213. 87 5, 475. 60 5, 747. 73 ANNUAL 56, 721. 60 59, 550. 40 62, 566. 40 65, 707. 20 68, 972. 80 2 HOURLY 26. 62 27. 96 29. 35 30. 81 32. 35
MONTHLY 4, 614. 13 4,846. 40 5, 087. 33 5, 340. 40 5, 607. 33 ANNUAL 55, 369. 60 58, 156. 80 61, 048. 00 64, 084. 80 67, 288. 00 3 HOURLY 25. 96 27. 26 28. 62 30. 05 31. 58
MONTHLY 4, 499. 73 4, 725. 07 4,960. 80 5, 208. 67 5, 473. 87 ANNUAL 53, 996. 80 56, 700. 80 59, 529. 60 62, 504. 00 65, 686. 40 305 Senior Finance Assitant 1 HOURLY 29. 42 30. 90 32. 44 34. 05 35. 74 MONTHLY 5, 099. 47 5, 356. 00 5, 622. 93 5, 902. 00 6, 194. 93 ANNUAL 61, 193. 60 64, 272. 00 67, 475. 20 70, 824. 00 74, 339. 20 2 HOURLY 28. 70 30. 15 31. 64 33. 21 34. 87
MONTHLY 4, 974. 67 5, 226. 00 5, 484. 27 5, 756. 40 6, 044. 13 ANNUAL 59, 696. 00 62, 712. 00 65, 811. 20 69, 076. 80 72, 529. 60 3 HOURLY 28. 00 29. 40 30. 87 32. 42 34. 02
MONTHLY 4, 853. 33 5, 096. 00 5, 350. 80 5, 619. 47 5, 896. 80 ANNUAL 58, 240. 00 61, 152. 00 64, 209. 60 67, 433. 60 70, 761. 60