Agenda packet — Mammoth Lakes City Council, July 3, 2024 (part 1 of 2)

Town Council Agenda

Wednesday, July 3, 2024, 4:00 p.m.
437 Old Mammoth Road, Suite Z, Mammoth Lakes
Members of the Town Council:

Mayor Bill Sauser, Mayor Pro Tem Chris Bubser, Councilmember Sarah Rea, Councilmember Amanda Rice, Councilmember John Wentworth NOTE: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Town Clerk at (760) 965-3602. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 13.102-35.104 ADA Title II)
NOTE: Materials related to an item on this agenda submitted after distribution of the agenda packet are available for public inspection in the Town Offices located at 437 Old Mammoth Road, Suite 230 during normal business hours. Such documents are also available on the Town of Mammoth Lakes website at www.townofmammothlakes.ca.gov subject to staff’s ability to post the documents before the meeting.

NOTE: You may attend the Town Council meetings in person or watch them on the Town of Mammoth Lakes' website at www.townofmammothlakes.ca.gov , on the local government cable channel 18, or via Zoom. Public comments can be submitted to the Town Clerk at [email protected]. before and during the meeting, or may be made in person or via Zoom.

NOTE: All comments will be limited to a speaking time of five minutes.

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1. CALL TO ORDER AND ROLL CALL

2. PLEDGE OF ALLEGIANCE

3. PUBLIC COMMENTS
The Public Comment portion of the agenda provides the public with an opportunity to address the Town Council on matters not otherwise listed on the agenda. Under California law the Town Council is prohibited from generally discussing or taking action on items not included in the agenda; however, the Town Council may briefly respond to comments or questions from members of the public. Therefore, the Town Council will listen to all public comment, but will not generally discuss the matter or take action on it. Requests for service from the Town may also be made at the Town offices during regular business hours.

Members of the public desiring to speak on a matter appearing on the agenda should ask the Mayor for the opportunity to be heard when the item comes up for Council consideration.

4. ADDITIONS TO THE AGENDA
Opportunity to add urgency items pursuant to Government Code Section 54954.2(b)2, if necessary.

5. REPORTS FROM COMMISSIONS AND/OR DEPARTMENTS (AS NEEDED)

5.1 July 2024 Public Works Engineering CIP Update.

6. PUBLIC PRESENTATIONS

6.1 Presentation regarding the Mammoth Lakes Fire Protection District's ballot measure.

7. STAFF PRESENTATIONS

7.1 Proclamation declaring July 2024 as Park and Recreation Month.

7.2 July 2024 Office of Outdoor Recreation Update.

7.3 Town’s 40th Anniversary Celebration Update.

8. CONSENT AGENDA

8.1 Approve the minutes of the regular meeting of June 19, 2024.

8.2 Authorize the Mayor to sign a letter to the U.S. Fish and Wildlife Service (FWS) requesting that Mammoth Yosemite Airport be withdrawn from the Bi-State Distinct Population Segment of Greater Sage Grouse critical habitat designation.

8.3 Re-appoint Ben Wisner, Scott Reif, and Greg Newbry to the Parks and Recreation Commission with terms expiring on July 31, 2028.

8.4 Authorize the Town Manager to execute an agreement with American Sports Construction, Inc. for synthetic turf repair at the Whitmore Track and Sports Field and the installation of a Synthetic Turf Area at Mammoth Creek Park in the amount of $41,970.

8.5 Award Construction Contract for the Town of Mammoth Lakes New Civic Center to AMG and Associates, Inc. in the amount of $26,979,000.00.

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8.6 Authorize the Town Manager to execute a contract with Pivot Interiors, Inc. for an amount not to exceed $400,000 for the completion of the Community Recreation Center (CRC) offices and locker/meeting room spaces.

8.7 Approve the resolution adopting a Records Retention Schedule and authorizing destruction of certain Town records.

8.8 Authorize a professional services agreement with TRB and Associates for building inspection, plan check, and related services.

8.9 Approve a professional services agreement with Placemate to implement and manage the Lease to Locals program.

8.10 Accept Check Register 6/13/24 in the amount of $738,872.16. Accept Check Register 6/19/24 in the amount of $478,775.58. Accept Check Register 6/21/24 in the amount of $53,905.28. Accept Check Register 6/24/24 in the amount of $117,657.50.

9. PUBLIC HEARINGS
Public Hearing Procedure.

The Mayor will open the public hearing and then: Statement and presentation by staff.

Statement and presentation by property owner or appellant. Questions from the Town Council. Call for testimony. Rebuttal to previous testimony by property owner or appellant.

Close the public hearing, terminating public testimony. The Town Council will deliberate the matter and arrive at a decision.

9.1 Conduct a public hearing to consider an amendment to the State CDBG grant for the Access Apartments project and an amendment to the Subrecipient Agreement with Mammoth Lakes Housing to administer the grant.

10. POLICY MATTERS

10.1 Appeal of Enforcement Charges and Administrative Citations for TOT Enforcement at 246 Canyon Blvd, Mammoth Lakes, California 93546.

10.2 Authorize Purchase and Sale Agreement with the Mammoth Lakes Foundation to purchase real property located at 100 College Parkway.

10.3 Update of draft Official Ballot Language – 2% Transient Occupancy Tax Increase.

11. COUNCILMEMBER REPORTS
Informational reports from Councilmember representatives on committees, commissions, and organizations; general reports on Councilmember activities.

12. ADJOURNMENT
The Town Council will adjourn to a regular meeting to be held on Wednesday, July 17, 2024 at 4:00 p.m.

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Mammoth Lakes Town Council
Agenda Action Sheet
Title: July 2024 Public Works Engineering CIP Update.

Council Meeting Date: 7/3/2024
Prepared by: Amy Callanan, PE, Engineering Manager
Recommended Motion: None
Summary: The July 2024 CIP Update includes most of the Town’s active construction projects.

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Public Works Engineering
Capital Project Update
July 3, 2024
*** Text shown in bold has changed from the previous update *** Project Notes Budget
CRC
CRC Mobility Hub
The CRC “Rec Zone” is now open for summer operations, including sport court layouts for basketball, volleyball, soccer and more. Installation of parking lot lighting by TOML staff will occur later this summer. The contractor is working on several punchlist items, although some may be included in the “Phase 2” Interior TI Work (see below).
~$15M
$1.75M
CRC “Phase 2” - Interior TI
Work
Staff has awarded a flooring contract and is requesting Town Council award a contract for office space and additional locker room construction at this July 3 meeting. Other work scheduled to be bid this summer includes bleachers, stairs and ADA lift, east patio railing, front entry “canopy”, and miscellaneous Phase 1 punchlist items which were not completed by the contractor. $1.05M
The Parcel Phase 1 “The
Sawyer”
Building B is now occupied, and Building A is on track to open in July. A ribboncutting ceremony combined with a groundbreaking for Phase 2 “Kingfisher” is scheduled for the afternoon of August 7. Concrete seat walls and curbs are being constructed in the park, in anticipation of playground equipment installation later in July. Other upcoming site work scheduled for this spring includes the Center St sidewalk, additional MUPs, streetlights, bus shelters, landscaping and the public restroom and picnic pavilion in the park. $58M
(buildings)
~$5.6M
(public
infrastructure)
The Parcel Phase 2
“Kingfisher”
The contractor plans to start earthwork on “Kingfisher 1” (four 3-story “tuckunder” buildings along Inyo St and Tavern Rd) next week. A groundbreaking ceremony combined with ribbon-cutting for Phase 1 “Sawyer” is scheduled for the afternoon of August 7. Funding for “Kingfisher 2” (one 4-story “podium” building in NE corner of site) is pending. This combined Phase 2 includes 148 housing units, but does not include any additional “public” infrastructure. $46M (Kingfisher 1)
TBD (Kingfisher 2)
Chaparral Extension (The
Parcel)
Work has resumed on site, including installation of underground dry utilities (electrical and telecom), sidewalks and multi-use paths, and landscaping. $1.8M
60 Joaquin Work on foundation construction has resumed on site, with modular units expected to be set in July.
$2.42M
Fuel Island The fuel island is now open and the project is complete. A closeout report will be provided at the July 17 meeting.
$466K
Main Street Landscaping
Phase 1
Work on the irrigation system and preparation of planting areas continues.

Installation of native drought-tolerant trees and shrubs is expected to begin this week or next.
$524K
Town Civic Center The sale of bonds to secure funding is complete, and staff is requesting the Town Council award the construction contract at this July 3 meeting.

Construction on site, including grading, utilities, and building foundations, could begin shortly thereafter.
$27M
Childcare Center (Core &
Shell only)
The contractor continues earthwork and excavation for utilities and foundations. Re-location of the portable units should occur in late July after the end of the school year.
$1.65M
Dog Park Work continues on concrete curb and fencing, to be followed by placement of asphalt, and installation of the restroom and artificial turf. $1.1M

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SHARP Trailhead
Infrastructure
Work on site is expected to start later this summer, to be coordinated with the delivery schedule for the prefabricated restroom, in order to minimize restrictions to access of USFS lands.
$1M
Road & MUP Rehab 2024 The contractor intends to mobilize next week, with reconstruction work starting after the July 4 weekend. The project will temporarily disrupt vehicular access to residences and businesses while construction is under way. Staff will provide updates on the Town’s website and social media outlets. A newspaper ad containing additional information will run in The Sheet and Mammoth Times and is also attached to this update.
$2.8M
Slurry Seal 2024 The slurry placement is complete, and the roads will be striped and marked following the July 4 weekend.
$734K
Mammoth Creek Park West
(CRC)
The playground is open. Staff is working with contractors to repair the split rail fence and install the asphalt paths, artificial turf, irrigation and grass prior to the Town’s 40th Anniversary celebration on August 24. The details of the picnic/performance pavilion and bouldering structures require additional planning, and installation will likely occur next summer. $500K
Mammoth Arts & Cultural
Center (MACC)
The project has been submitted for Planning Review, with PEDC approval anticipated in August. Staff plans to bid, award a contract, and begin construction this fall.
~$15M + (TBD)
Town Fencing Repairs Work has started at the Community Center tennis courts. $85K Town Facility Painting Work is expected to start in July. $93.5 Whitmore Track and Turf
Repair
Staff is requesting Town Council award a contract at this July 3 meeting. Work is expected to take place later this summer.
$100K
Airport Automated Weather
Observation System (AWOS)
Relocation and Upgrade
Most of the work was completed in 2023 and the Contractor is currently waiting for delivery of materials that had a very long lead time. Work will resume as soon as the materials are delivered. The remaining work will only take a couple of weeks.
$570K
Reconstruct GA and
Terminal Parking Lot at the
Airport
The project received four bids on March 20th and then staff applied for a grant from the Federal Aviation Administration. As soon as the grant is received, staff will recommend an award by Town Council. Construction is expected to occur this summer.
$2M

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Mammoth Lakes Fire
Protection District
Reducing the Risk of Wildfires and Natural Disasters
in Mammoth Lakes

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Protecting Mammoth Lakes
• The Mammoth Lakes
Fire Protection District
(MLFPD) is the first line of
defense against wildfires
and natural disasters
• Responds to 900
emergencies a year to
protect 11,500
Mammoth Lakes parcels

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Threat of Natural Disasters
• Over the years, severe
weather events are leading
to more out of control
wildfires and natural disasters
• Our area is vulnerable to
• wildfires
• earthquakes
• propane explosions

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Threat of Natural Disasters
• A wildfire near Mammoth
Lakes could threaten our
entire community
• homes
• schools
• businesses
• wildlife
• local forest

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Potential Measure to
Reduce the Risk of Wildfires
• MLFPD Board of Commissioners is considering
placing a potential parcel tax measure on the
November 2024 ballot
• The potential measure would generate
approximately $925,000 annually and would cost
homeowners $98 per parcel
• Potential measure would provide a stable,
dedicated source of funding to support MLFD’s
activities and operations

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What would funds be used for?
• Provide rapid 9-1-1 emergency medical
response
• Increase summer firefighter staffing to maintain a
wildfire engine during peak fire season
• Address dangerous conditions from heavy
snowfall
• Fund wildfire protection programs like chipping,
clearing brush and cutting community fuel breaks

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What would funds be used for?
• Assist residents with creating and maintaining
wildfire defensible space around their homes and
property
• Improve communication systems to assist in
coordinating operations during local
emergencies
• Ensure fire trucks, protective gear, and
communications technology are kept up-to-date
and well-maintained

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Fiscal Accountability
• Money raised could only be used for services the
Mammoth Lakes Fire Department provides to
the community
• No funds could be diverted to the State, Mono
County or to the Town of Mammoth Lakes
• An independent citizens’ oversight committee
would ensure funds are spent as promised
• An exemption from the cost of the measure
would be available for low-income seniors 65
and older

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We Want to Hear From You!
If you have questions about this planning effort or
about steps you can take to help prevent wildfire and
better prepare for an emergency, please contact:

Fire Chief Ales Tomaier
[email protected]
(760) 934-2300

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Mammoth Lakes Town Council
Agenda Action Sheet
Title: Proclamation declaring July 2024 as Park and Recreation Month.

Council Meeting Date: 7/3/2024
Prepared by: Stuart Brown, Parks and Recreation Director Recommended Motion: Adopt the Proclamation declaring July as Park and Recreation Month in the Town of Mammoth Lakes.

Summary: For nearly 40 years, the nation has celebrated Park and Recreation Month in July to promote building strong, vibrant and resilient communities through the power of parks and recreation. This month is dedicated to recognizing and celebrating the more than 160,000 full-time park and recreation professionals - along with hundreds of thousands of part-time and seasonal workers and volunteers - who maintain our country’s local, state and community parks.

This year’s theme, “Where You Belong” celebrates the many ways park and recreation professionals across the country foster a sense of belonging in their community by providing welcoming and inclusive programs, essential services for all ages and abilities, and safe, accessible spaces to build meaningful connections.

This July, join the Town of Mammoth Lakes Parks and Recreation Department for Park and Recreation Month, as we celebrate how Mammoth Lakes is stronger, more vibrant and more resilient because of parks and recreation. A variety of activities are planned for residents and visitors of all ages and abilities during the month of July including FREE swim Sundays at the Whitmore Pool, FREE Fun Fridays at the Mammoth RecZone, the annual beach volleyball tournament at Shady Rest Park, the Men’s and Coed Softball tournaments at Shady Rest Park and register for any of our signature or contracted parks and recreation summer camps and programs.

Learn more about Park and Recreation Month and find additional resources by visiting:
www.nrpa.org/July or follow us on Facebook at MammothParksnRec using #WhereYouBelong, online at www.townofmammothlakes.ca.gov or by calling (760) 965-3690.

We are all recreation – all the time!

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PROCLAMATION OF THE TOWN COUNCIL OF THE TOWN OF MAMMOTH LAKES, STATE OF CALIFORNIA, DECLARING JULY 2024 AS PARK AND RECREATION MONTH WHEREAS parks and recreation is an integral part of communities throughout this country, including the Town of Mammoth Lakes; and
WHEREAS parks and recreation promotes health and wellness, improving the physical and mental health of people who live near parks; and
WHEREAS parks and recreation promotes time spent in nature, which positively impacts mental health by increasing cognitive performance and well-being, and alleviating illnesses such as depression, attention deficit disorders, and Alzheimer’s; and WHEREAS parks and recreation encourages physical activities by providing space for popular sports, hiking trails, swimming pools and many other activities designed to promote active lifestyles; and
WHEREAS parks and recreation is a leading provider of healthy meals, nutrition services and education; and
WHEREAS park and recreation programming and education activities, such as out of-school time programming, youth sports and environmental education, are critical to childhood development; and
WHEREAS parks and recreation increases a community’s economic prosperity through increased property values, expansion of the local tax base, increased tourism, the attraction and retention of businesses, and crime reduction; and
WHEREAS parks and recreation is fundamental to the environmental well-being of our community; and
WHEREAS our parks and natural recreation areas ensure the ecological beauty of our community and provide a place for children and adults to connect with nature and recreate outdoors; and WHEREAS the U.S. House of Representatives has designated July as Parks and Recreation Month; and
NOW THEREFORE, BE IT RESOLVED by the Town Council of the Town of Mammoth Lakes, State of California, that July is recognized as Park and Recreation Month in the Town of Mammoth Lakes.

APPROVED AND ADOPTED this 3rd Day of July 2024,

_________________________
BILL SAUSER, Mayor
ATTEST:
______________________
JAMIE GRAY, Town Clerk

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Mammoth Lakes Town Council
Agenda Action Sheet
Title: July 2024 Office of Outdoor Recreation Update.

Council Meeting Date: 7/3/2024
Prepared by: Lawson Reif, Outdoor Recreation Manager
Recommended Motion: This is an information item only; no action is required.

Summary: Attached is the July 2024 Office of Outdoor Recreation (OOR) Projects update. The document highlights many (but not all) of the ongoing projects within the OOR. The OOR will be providing once a month written updates in this manner to keep the Council and public informed of the work undertaken by the Office of Outdoor Recreation.

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Office of Outdoor Recreation Update
July 2024 Update
Created June 25th, 2024

PROJECT NOTES BUDGET/OTHER INFO
SHARP
Trails
Trails Program
Manager Andrew
Mulford will provide a
verbal update of the
meeting with the
USFS Interdisciplinary
Team on 6/20/2024
along with next steps
in the process.

Developing collection
agreement for USFS
staff using SNC
planning dollars.

SNC Grant Budget: $510,596.68
SHARP
Trailhead
Construction will begin
after the 4th of July
holiday, but we do not
currently have an
exact start date due to
delays with the vault
toilet.

MMSA has
consolidated and
stacked the logs at the
Sherwins TH.

SNC Grant Budget: $953,414.00
Forest
Service
Snow
Storage
Location
A testing plan has
been submitted to the
District Ranger and
Inyo Staff. The OOR
is waiting for a
response of approval
or changes to the
proposed testing plan.

Once approved,
testing will
commence.

Approximately $7,500.00
Stewardship 2024 stewardship
days established: July
27th, & September
21st, 2024.
https://www.townofmammothlakes.ca.gov/1214/Volunteer

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Our first Wednesday
worknight was a
success, so much so,
that we are now
requiring volunteers to
sign up online to
ensure we have
enough tools and
supplies for
participants.

Don’t forget to join us
Thursday’s at 5 p.m.
for Trashy Thursday’s!
Summer
Recreation
Map
The summer
recreation map is
complete and has
been printed &
distributed. Maps are
available on Avenza
as well. Working with
the USFS to see if
they would like to host
the map on their
official website.
https://store.avenza.com/products/mammoth-lakessummer-recreation-map-us-forest-service-r5-map Grants Waiting on CalFire
grant to fund 3 new
interpretive signs
along the recently
logged Mammoth
Creek Parcel. These
signs have been
designed & are ready
to go and we are
waiting to see the
results of the grant
prior to moving
forward.

CalFire Request: $28,000.00
Interpretation In partnership with the
Whitebark Institute,
developing 3 new
interpretive signs to
be placed on the
MUPs immediately
adjacent to the
recently thinned
Mammoth Creek
Parcel. Signs will
focus on Forest
Health, Identification,
and Bark Beetles.

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In collaboration with
Whitebark,
development of
sandwich board signs
interpreting the
SPLAT treatment. 3
of these signs are
currently deployed on
the MUP between
Sherwin & Waterford
Street.

In collaboration with
MLR, developing 5
new interpretive signs
for the Sherwins
Trailhead. MLR &
OOR staff recently
attended the IntraTribe Summit in
Bishop to seek input
on content related to
Native American
history.

In collaboration with
MLT & MLR the OOR
is working with Clean
Up The Lake to
develop 2 new
interpretive signs for
the Lake George
Area. Signs will focus
on the CUTL project
and aquatic invasives.

Winter
Grooming
The OOR has
examined the OSV
agreement with the
State and will be
meeting with the Town
Manager to discuss &
plan moving forward.

Subsequent
engagement with
council will occur.

A new non-motorized
grooming snowmobile
has been purchased

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in preparation for next
seasons grooming
ops.

Hiring The OOR is flying
positions for the Host
Program. Please
pass the word along
to anyone who might
be interested.
https://www.townofmammothlakes.ca.gov/767/EmploymentOpportunities Sign
Replacement
Three new 6a
wayfinding signs were
installed on main
street to help folks
navigate this area of
the town loop.

OOR will install both
MUP and soft surface
signage as we are
able.

Trails/Trail
Work
Moving forward with
Inyo specialists on
trail reroutes for
Mammoth Rock Trail
and Mountain View
Trail. Inyo specialists
are scheduling time to
look at these
proposed reroutes
and we plan to
complete the work this
summer.

Trail crews have been
inundated with tree
work, but crews have
deployed to Black
Bear Run when we
are not performing
tree work.

Using LTC funding,
the OOR has
contracted with
STANTEC to perform
a review of the
environmental data
from the Timber
Project in Mammoth
Creek Parcel.

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Trees near
Frontier
Lines in
Lakes Basin
In partnership with
Mammoth Fire, OOR
trail crews have been
dropping trees along
the MUPs between
the Art Gallery and the
Mammoth Pack
Station. All trees that
could affect the MUP
alone have been
dropped. Many more
trees need to be
dropped but require
Frontier to lower their
lines. Frontier has not
done so, so work is
unable to continue at
this time.

OOR staff is cleaning up the area and will temporarily open the MUP for the 4th of July week/weekend.

Special thanks to MLFD for all their help and hard work.

MLFD is not responsible for any of the trees in question, yet has been an excellent partner with the town to accomplish our shared goal of safely removing these hazards. TOML is responsible for any hazard trees along the MUPs, but
currently all the trees in question could drop on both the MUP and Frontier phone lines. It took the Inyo some time to inform TOML that we are responsible for dropping &
bucking the trees, while Frontier is responsible for dropping their lines.

Community
Center
Parcel
Immediately adjacent
to the community
center, the OOR has
established a small
recreation site with 3
picnic tables, bear
box, bike tool station,
and trash facilities.

Trail Crew cleaned the
area resulting in
multiple trailer-loads
of duff being taken to
the dump.

Agreements
& Contracts
The OOR has been
working with
Whitebark to update
various MOU’s and
Letters of Agreement
that govern the
Eastern Sierra
Climate and
Communities
Resilience Project.

These updates
primarily involve
funding sources.

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Mammoth Lakes Town Council
Agenda Action Sheet
Title: Town’s 40th Anniversary Celebration Update.

Council Meeting Date: 7/3/2024
Prepared by: Stuart Brown, Parks and Recreation Director Recommended Motion: Receive presentation and provide consensus comments or direction to Town staff.

Summary: The Town of Mammoth Lakes is proudly celebrating its 40th Anniversary this year on Saturday, August 24 at Mammoth Creek Park from 12-4pm. The community is cordially invited to attend and celebrate the Town’s storied past and bright future.

The theme for the 40th Anniversary is “Celebrate the past – Build for the future!” The community is welcome to join us for an authentic and interactive celebration including the unveiling of the new Town Seal, hear stories about our past from previous Town Councilmembers and Town Managers, help us build for the future by participating in a visioning exercise, enjoy complimentary admission to the Mammoth RecZone, and be entertained by live music with food and drinks available for purchase from Capybara (new on-site food truck), our many community businesses, and valued non-profit organizations.

The event details are still be finalized, however, the event is listed on the Town’s website calendar with information posted on the Community Events page:
https://www.townofmammothlakes.ca.gov/1289/Community-Events.

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Town Council of Mammoth Lakes
Minutes of Regular Meeting
June 19, 2024, 4:00 p.m.
437 Old Mammoth Road, Suite Z, Mammoth Lakes
Members Present: Mayor Pro Tem Chris Bubser, Councilmember Sarah Rea, Councilmember Amanda Rice, Councilmember John Wentworth Members Absent: Mayor Bill Sauser
_____________________________________________________________________

1. CALL TO ORDER AND ROLL CALL
The Mayor Pro Tem called the meeting to order at 4:01 p.m. in the Council Chamber, 437 Old Mammoth Road, Suite Z, Mammoth Lakes.

2. PLEDGE OF ALLEGIANCE
Allan Pietrasanta led the flag salute.

3. PUBLIC COMMENTS
Mayor Pro Tem Bubser acknowledged the importance of the Juneteenth holiday.

Emily Janoff, Epidemiologist for Mono County Health & Human Services, encouraged the Council and the community to take part in the Mono County Well-Being Survey.

4. ADDITIONS TO THE AGENDA
There were no additions to the agenda.

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Town Council Minutes
June 19, 2024

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5. REPORTS FROM COMMISSIONS AND/OR DEPARTMENTS (AS NEEDED) Deputy Airport Manager Sierra Waugh and Airport Operations Manager Soibian Spring gave an update regarding the recent FAA Western Pacific Region Airports Conference that they had attended. There was discussion among members of Council and staff.

Office of Outdoor Recreation Manager Lawson Reif gave an update regarding current outdoor recreation activities.

6. PUBLIC PRESENTATIONS

6.1 Presentation of Sierra Jobs First Program Update.

Town Manager Rob Patterson introduced Mr. Frisch, President of the Sierra Business Council. Mr. Frisch and Elaine Kabala, Executive Director of the Eastern Sierra Council of Governments, presented an update on the Sierra Jobs First Program. There was discussion among members of Council, Mr. Frisch, Ms. Kabala, and staff.

7. STAFF PRESENTATIONS

7.1 Mammoth Main Base Redevelopment Project (“Evolving Main”) Update – June 2024.

Jen Murillo, Lisa Wise Consulting, gave an update regarding the Mammoth Main Base Redevelopment Project.

7.2 Parcel Affordable Housing Project Construction Update.

Community and Economic Development Director Nolan Bobroff and Engineering Manager Amy Callanan gave an update regarding the Parcel Affordable Housing Project. There was discussion among members of Council, staff, and Shellan Rodriguez, SMR Development Owner.

7.3 Update on Town Hall Construction and Financing.

Town Manager Rob Patterson gave an update regarding the Town Hall construction and financing. There was discussion among members of Council and staff.

8. CONSENT AGENDA
Moved by Councilmember Amanda Rice
Seconded by Councilmember Sarah Rea

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Town Council Minutes
June 19, 2024

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Approve the Consent Agenda with Councilmember Rice abstaining on Agenda Item 8.6.

For (4): Mayor Pro Tem Chris Bubser, Councilmember Sarah Rea, Councilmember Amanda Rice, and Councilmember John Wentworth Absent (1): Mayor Bill Sauser
Carried (4 to 0)

8.1 Approve the minutes of the regular meeting of June 5, 2024.

8.2 Adopt the Resolution ordering the levy and collection of assessment within the Community Facilities District No. 2004-1 (Fractional) Mello Roos District.

8.3 Adopt the Resolution ordering the levy and collection of assessment within the Community Facilities District No. 2005-1 (In Lieu DIF).

8.4 Adopt the Resolution ordering the levy and collection of assessment within the Community Facilities District No. 2023-1 (Maintenance Services).

8.5 Adopt the Resolution authorizing the temporary closure of certain Town roads for the annual Fourth of July Parade and Freedom Mile Run on July 4, 2024.

8.6 Authorize the Town Manager to execute an Agreement with Mike’s Custom Flooring, Inc. for the purchase and installation of flooring at the Community Recreation Center (CRC) in an amount not to exceed $250,000 subject to review by the Town Attorney.

8.7 Authorize the Town Manager to execute an Agreement with the AstroTurf Corporation for the Whitmore Track Repair project in the amount of $66,795 subject to review by the Town Attorney.

8.8 Adopt the resolution authorizing submittal of application(s) for all CalRecycle grants for which the Town of Mammoth Lakes is eligible.

8.9 Approve the Solid Waste Parcel Fee Agreement with Mono County for Fiscal Year 2024-2025 to allow the levy and collection by Mono County of Solid Waste Parcel Fees in the Town of Mammoth Lakes.

8.10 Accept Check Register 6/6/24 in the amount of $316,873.53.

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Town Council Minutes
June 19, 2024

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9. PUBLIC HEARINGS

9.1 Conduct the public hearing and adopt the Resolution ordering the levy and collection of assessments within Assessment District 93-1 (Juniper Ridge).

The Mayor Pro Tem opened the public hearing at 5:34 p.m.

Public Works Director Haislip Hayes outlined the information in the staff report. There was discussion among members of Council and staff.

With no members of the public coming forward to speak, the Mayor Pro Tem closed the public hearing at 5:37 p.m.

Moved by Councilmember John Wentworth
Seconded by Councilmember Amanda Rice
Adopt the Resolution ordering the levy and collection of assessments within Assessment District 93-1 (Juniper Ridge) for the Fiscal Year 2024/25.

For (4): Mayor Pro Tem Chris Bubser, Councilmember Sarah Rea, Councilmember Amanda Rice, and Councilmember John Wentworth Absent (1): Mayor Bill Sauser
Carried (4 to 0)

9.2 Conduct the public hearing and adopt the Resolution ordering the levy and collection of assessments within Assessment District 93-4, Zone 1 (The Bluffs) – Maintenance District No.1.

The Mayor Pro Tem opened the public hearing at 5:38 p.m.

Public Works Director Haislip Hayes outlined the information in the staff report.

With no members of the public coming forward to speak, the Mayor Pro Tem closed the public hearing at 5:39 p.m.

Moved by Councilmember John Wentworth
Seconded by Councilmember Amanda Rice
Adopt the Resolution ordering the levy and collection of assessments within the Bluffs Assessment District No 93-4, Zone 1 for the Fiscal Year 2024/25.

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Town Council Minutes
June 19, 2024

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For (4): Mayor Pro Tem Chris Bubser, Councilmember Sarah Rea, Councilmember Amanda Rice, and Councilmember John Wentworth Absent (1): Mayor Bill Sauser
Carried (4 to 0)

9.3 Conduct the public hearing and adopt the Resolution ordering the levy and collection of assessments within the special maintenance district Old Mammoth Road Benefit Assessment District No. 2002-1.

The Mayor Pro Tem opened the public hearing at 5:39 p.m.

Councilmember Rice recused herself due to her ownership of property within the District and left the meeting at 5:40 p.m.

Public Works Director Haislip Hayes outlined the information in the staff report.

With no members of the public coming forward to speak, the Mayor Pro Tem closed the public hearing at 5:41 p.m.

Moved by Councilmember John Wentworth
Seconded by Councilmember Sarah Rea
Adopt the Resolution ordering the levy and collection of assessments within the Old Mammoth Road Benefit Assessment District No. 2002-1 for the Fiscal Year 2024/25.

For (3): Mayor Pro Tem Chris Bubser, Councilmember Sarah Rea, and Councilmember John Wentworth
Abstain (1): Councilmember Amanda Rice
Absent (1): Mayor Bill Sauser
Carried (3 to 0)
Councilmember Rice returned to the meeting at 5:42 p.m.

9.4 Conduct the public hearing and adopt the Resolution ordering the levy and collection of assessments within the special maintenance district North Village Benefit Assessment District No. 2002-2, Zone 1.

The Mayor Pro Tem opened the public hearing at 5:42 p.m.

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Town Council Minutes
June 19, 2024

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Public Works Director Haislip Hayes outlined the information in the staff report. There was discussion among members of Council and staff.

With no members of the public coming forward to speak, the Mayor Pro Tem closed the public hearing at 5:44 p.m.

Moved by Councilmember Amanda Rice
Seconded by Councilmember Sarah Rea
Adopt the resolution ordering the levy and collection of assessments within special maintenance district North Village Benefit Assessment District No. 2002-02, Zone 1 for the Fiscal Year 2024/25.

For (4): Mayor Pro Tem Chris Bubser, Councilmember Sarah Rea, Councilmember Amanda Rice, and Councilmember John Wentworth Absent (1): Mayor Bill Sauser
Carried (4 to 0)

9.5 Conduct the public hearing and adopt the Resolution ordering the levy and collection of assessments within Benefit Assessment District No. 2014-1 (Mammoth View).

The Mayor Pro Tem opened the public hearing at 5:45 p.m.

Public Works Director Haislip Hayes outlined the information in the staff report.

With no members of the public coming forward to speak, the Mayor Pro Tem closed the public hearing at 5:46 p.m.

Moved by Councilmember Sarah Rea
Seconded by Councilmember Amanda Rice
Adopt the Resolution ordering the levy and collection of assessments within the Mammoth View Benefit Assessment District No. 2014-1 for the Fiscal Year 2024/25.

For (4): Mayor Pro Tem Chris Bubser, Councilmember Sarah Rea, Councilmember Amanda Rice, and Councilmember John Wentworth Absent (1): Mayor Bill Sauser
Carried (4 to 0)

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Town Council Minutes
June 19, 2024

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9.6 Approval of Appropriations Limit, Investment Policy, and Annual Budget for Fiscal Year 24-25.

The Mayor Pro Tem opened the public hearing at 5:48 p.m.

Town Manager Rob Patterson gave a presentation outlining the information in the staff report. There was discussion among members of Council and staff.

With no members of the public coming forward to speak, the Mayor Pro Tem closed the public hearing at 6:28 p.m.

Moved by Councilmember Amanda Rice
Seconded by Councilmember Sarah Rea
Adopt a resolution establishing the Town of Mammoth Lakes appropriations limit for Fiscal Year 24-25. Adopt a resolution reaffirming the Town of Mammoth Lakes Investment Policy for Fiscal Year 24-25. Adopt a resolution reaffirming the Town of Mammoth Lakes Reserve Policy for Fiscal Year 24-

25. Adopt a resolution reaffirming the Town of Mammoth Lakes Debt Policy for Fiscal Year 24-25. Adopt a resolution approving the Annual Budget for the Town of Mammoth Lakes for Fiscal Year 24-25, as presented.

For (4): Mayor Pro Tem Chris Bubser, Councilmember Sarah Rea, Councilmember Amanda Rice, and Councilmember John Wentworth Absent (1): Mayor Bill Sauser
Carried (4 to 0)

9.7 Town of Mammoth Lakes FY24-25 Master Fee Schedule.

The Mayor Pro Tem opened the public hearing at 6:30 p.m.

Town Manager Rob Patterson and Community and Economic
Development Director Nolan Bobroff outlined the information in the staff report. There was discussion among members of Council and staff.

Staff were directed look into options to lower the parks and recreation fees for residents and bring them back to Council for consideration.

With no members of the public coming forward to speak, the Mayor Pro Tem closed the public hearing at 6:46 p.m.

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Town Council Minutes
June 19, 2024

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Moved by Councilmember Amanda Rice
Seconded by Councilmember Sarah Rea
Adopt the attached resolution establishing and updating a master schedule of fees and charges for Town services for FY24-25.

For (4): Mayor Pro Tem Chris Bubser, Councilmember Sarah Rea, Councilmember Amanda Rice, and Councilmember John Wentworth Absent (1): Mayor Bill Sauser
Carried (4 to 0)

10. POLICY MATTERS

10.1 Introduction of draft Official Ballot Language – 2% Transient Occupancy Tax Increase.

The Mayor Pro Tem called a recess at 6:47 p.m. and the Council reconvened at 6:54 p.m.

Town Manager Rob Patterson outlined the information in the staff report and introduced the Town's consultant, Jeremy Hauser from TeamCivX. Mr.

Hauser outlined the proposed language for the ballot measure. There was discussion among members of Council, staff, and Mr. Hauser.

PUBLIC COMMENT:

John Morris, Chair of the STR Advisory Committee, said that the focus should be on housing and outlined his concerns with the proposed language.

There was discussion among members of Council and staff.

10.2 Discuss the Lease to Locals Program.

Town Manager Rob Patterson and Community and Economic
Development Director Nolan Bobroff gave a presentation outlining the information in the staff report. There was discussion among members of Council, staff, and Chase Janvrin from Placemate.

PUBLIC COMMENT:

Brianna Goico, Mammoth Lakes Chamber of Commerce, spoke in support of the program. There was discussion among members of Council and Ms.

Goico.

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Town Council Minutes
June 19, 2024

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John Morris, Lodging Association, spoke in support of the program.

There was discussion among members of Council and staff.

Staff were directed to bring a contract back for Council consideration.

11. COUNCILMEMBER REPORTS
Councilmembers Rice and Rea attended the Local Agency Formation Commission (LAFCO) meeting.

Councilmember Rice attended the Town staff tour.

Mayor Pro Tem Bubser attended the Eastern Sierra Transit Authority (ESTA) Board meeting.

Councilmember Wentworth attended a Sierra Nevada Conservancy meeting, the Towns to Trails Planning meetings, the ESSRP Jobs First Recreation Tourism Workshop, and a call with Senator Alvarado-Gil regarding a climate bond.

12. ADJOURNMENT
The Council adjourned the meeting at 8:08 p.m.

Jamie Gray, Town Clerk

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Mammoth Lakes Town Council
Agenda Action Sheet
Title: Authorize the Mayor to sign a letter to the U.S. Fish and Wildlife Service (FWS) requesting that Mammoth Yosemite Airport be withdrawn from the Bi-State Distinct Population Segment of Greater Sage Grouse critical habitat designation.

Council Meeting Date: 7/3/2024
Prepared by: Sierra Waugh, Deputy Airport Manager
Recommended Motion: Authorize the Mayor to sign a letter to the U.S. Fish and Wildlife Service (FWS) requesting that Mammoth Yosemite Airport be withdrawn from the Bi-State Distinct Population Segment of Greater Sage Grouse critical habitat designation.

Summary: The U.S. Fish and Wildlife Service is proposing a critical habitat designation for BiState Distinct Population Segment of Greater Sage Grouse on and around Mammoth Yosemite Airport (263-acres), located in Mono County. The attached letter requests that FWS withdraw Mammoth Yosemite Airport from the proposed critical habitat designation.

To maintain and operate the Airport in compliance with Federal Aviation Administration (FAA) airport design and operation standards, the Airport must be allowed to ensure that safety is maintained. This includes mowing, fencing, Foreign Object Debris (FOD) prevention, bird strike mitigation, and mitigation of terrestrial wildlife hazards. A designation as critical habitat would constrain the ability of the Airport to operate safely and increase the financial burden associated with routine maintenance. The Town and FAA will continue to cooperate with FWS to protect the Greater Sage Grouse in a way that meets the requirements of the Endangered Species Act and provides for the continued safe operations of the Airport.

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__________________________________________________________________________________________________ July 3, 2024
FWS-R8-ES-2013-0042
Division of Policy and Directives Management
U.S. Fish and Wildlife Service
4401 N. Fairfax Drive, MS 2042-PDM
Arlington, VA 22203
Subject: Mammoth Yosemite Airport (MMH)
Proposed U.S. Fish and Wildlife Service Critical Habitat Designation for the Bi-State Distinct Population Segment of Greater Sage-Grouse
Request Summary
The Town of Mammoth Lakes, California respectfully requests that the U.S. Fish and Wildlife Service withdraw the Mammoth Yosemite Airport (263-acres), located in Mono County, California, from the proposed critical habitat designation for the Bi-State Distinct Population Segment of Greater Sage Grouse. Mammoth Yosemite Airport is part of the Federal Aviation Administration (FAA) National Plan of Integrated Airport Systems (NPIAS) and the only airport with scheduled charter service in Mono County. The Airport is a critical economic and transportation element serving all the communities located in the Eastern Sierra. In order to maintain and operate the Airport in compliance with FAA airport design and operation standards, the Airport must be allowed to ensure that safety is maintained. This includes mowing, fencing, Foreign Object Debris (FOD) prevention, bird strike mitigation, and mitigation of terrestrial wildlife hazards. A designation as critical habitat would constrain the ability of the Airport to operate safely and increase the financial burden associated with routine maintenance.

Most of the Airport is currently developed or proposed for short-term development that is not conducive to Greater Sage Grouse habitat. Large portions of the Airport are paved, covered by buildings, or set aside by the FAA as special use areas as shown in Exhibit A – Airport Property Usage. To meet FAA safety requirements, significant areas on each side of the runway and taxiway are set aside as Runway Safety Areas and Runway Object Free Areas or Taxiway Safety Areas and Object Free Areas. These areas must be graded, mowed, or otherwise treated to remove objects that could adversely affect the integrity of an aircraft operating within these areas. Fire prevention and protection also requires clearing brush around buildings and roads. Essentially, the airport requires maintenance which renders it unsuitable as Greater Sage Grouse habitat.

Withdrawing the Airport from the proposed critical habitat consideration does not relieve the Town of Mammoth Lakes (Town) of its obligations under any Federal law, regulations, or guidance including the Endangered Species Act (ESA). Withdrawing does, however, provide the Town with management options to protect the species and maintain a safely operating Airport. In 2015, the Town Town of Mammoth Lakes
P.O. Box 1609, Mammoth Lakes, CA, 93546
(760) 965-3600
www.townofmammothlakes.ca.gov

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prepared a Wildlife Hazard Assessment (WHA) in accordance with FAA Advisory Circular 150/5200-33C (previously AC 150/5200-33B), Hazardous Wildlife Attractants on or Near Airports.

The assessment identified each species causing an aviation hazard, its seasonal populations, and the extent of the hazard. The assessment included investigation of areas for concentrations of wildlife attracted to specific locations and features.

In 2015, after the completion of the WHA and utilizing the assessments findings, the Town in conjunction with the FAA prepared a Wildlife Hazard Management Plan (WHMP) for the airport.

Agency expertise was used to create a plan that integrates agencies’ respective programmatic responsibilities while complying with existing laws, regulations, and policies. Under provisions of 14 CFR §139.337(a) the Airport is required to take immediate action to alleviate wildlife hazards whenever they are detected. The plan allows safe operations and maintenance of the Airport while avoiding adverse impacts to wildlife populations.

An inter-agency process was facilitated by the “Memorandum of Agreement Between the Federal Aviation Administration, the U.S. Air Force, the U.S. Army, the U.S. Environmental Protection Agency, the U.S. Fish and Wildlife Service, and the U.S. Department of Agriculture to Address Aircraft-Wildlife Strikes” signed by all parties in 2003. The stated purpose of the MOA is: “Through this MOA, the agencies establish procedures necessary to coordinate their missions to more effectively address existing and future environmental conditions contributing to aircraft-wildlife risks to aviation and human safety, while protecting the Nation’s valuable environmental resources.” As stated above, the Town of Mammoth Lakes is committed to working with all interested parties to comply with all applicable laws, protect endangered species, mitigate risks to aviation, and protect human safety.

Mammoth Yosemite Airport, the FAA and the Endangered Species Act.

Mammoth Yosemite Airport is owned and operated by the Town of Mammoth Lakes. The Airport occupies 263-acres on the eastern side of the Sierra Nevada in the Long Valley Caldera, in Mono County, California, 196 acres are owned fee simple by the Town and 67 acres are leased or covered by special use permit (See Exhibit B – Airport Interests). The Airport is located approximately seven miles south of the Town, adjacent to U.S. Highway 395, and is a critical component of the region’s emergency and transportation infrastructure.

The Airport which has been at its current location since the early 1940’s has played an increasingly important role as a source of transportation and emergency response. Today, the Airport serves scheduled charter flights, firefighting, search and rescue, medevac, military and other aircraft. The Airport provides a location for high-altitude training, aircraft maintenance and resources for regional utility management services The Airport plays an increasingly important role in firefighting resources as climate change increases the risk of wildland fires.

The Airport is a significant element of firefighting operations and is critical for a highly prone fire area such as the Eastern Sierra. The Airport serves as a base during firefighting operations, and a staging location for aircraft used for initial fire response.

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Mammoth Yosemite Airport is used commonly by visitors and skiers to Mammoth Mountain Ski Area, the primary private employer in the area and single largest private contributor to the area’s economic base. The Town considers the Airport an economic resource to remain competitive with other ski resorts and recreational designations in the western United States.

Mammoth Yosemite Airport serves a large general aviation community including the regions’ air ambulance services, and Sierra Life Flight which is based at the Airport. Access to reliable air ambulance services within ten minutes of the Town is critical to the well-being of residents and visitors. The next closest airport is located 45 miles south, in Bishop, California, a one-hour drive.

The Town has prepared numerous environmental assessments and biological surveys on and near the Airport. Those surveys and assessments acknowledge that the Airport is located within potential Greater Sage Grouse habitat but have never identified any grouse leks or resident individuals.

Mammoth Yosemite Airport is a “Federally Obligated” airport. Federally Obligated airports are public airports that have accepted Federal assistance, either in the form of grants or property conveyances. The U.S. Department of Transportation, Federal Aviation Administration is responsible for regulating civil aviation to promote safety and serves as the lead Federal agency for National Environmental Policy Act (NEPA) and for enforcing special purpose laws, such as the Endangered Species Act. The FAA reviews and approves airport plans, specifically the Airport Layout Plan (ALP) prior to consideration or approval of Airport Improvement Program (AIP) funding. Noncompliance with NEPA, the airport’s ALP, and federal directives, regulations, and laws would render a proposed project ineligible for AIP funding.

When the Airport’s legal owner and operator, the Town of Mammoth Lakes, accepted Federal financial assistance it agreed to comply with all Federal Grant Assurances associated with federal financing. Among its grant assurances, the Town certifies that it will comply with:
• National Environmental Policy Act of 1969 – 42 U.S.C. § 4321, et seq. • Executive Order 11990 – Protection of Wetlands
For its part, the FAA acts as the lead Federal agency for the compliance with both the procedures and policies of NEPA and for the enforcement of applicable special purpose laws to include the Endangered Species Act (16 USC Section 1531, et seq).

If the Mammoth Yosemite Airport is included in the Bi-State District Population Segment of Greater Sage Grouse critical habitat as currently proposed, the FAA, as the lead federal environmental agency, will be required to consult with the U.S. Fish and Wildlife Service (FWS) for all Airport surface disturbances within designated critical habitat. Generally, as with other airports that have been designated critical habitat for other species, this means that all activities, including routine maintenance and minor construction, such as replacing a buried electrical cable, are subject to consultation between the FAA and FWS, preparation of a Biological Assessment (BA), preparation of a Biological Opinion (BO) and preparation of a NEPA compliance document.

Furthermore, because of the way the FAA funds airport projects (federal actions), it is not always possible to foresee all future projects which should be included in the BA/BO process. Additionally,

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the FAA defines near-term projects as 3 to 5 years and long-term projects as having horizons greater than 5 years; but will only approve funding for near-term projects. Therefore, any long-term projects would require additional consultation between federal agencies per ESA Section 7. The consultation process is time consuming and financially burdensome for the Town and for the FAA which typically funds a significant portion of all environmental permitting.

Since the FAA remains obligated to enforce the ESA, withdrawal of the Mammoth Yosemite Airport from the Bi-State Distinct Population Segment of Greater Sage Grouse critical habitat designation does not threaten the species population. Withdrawal provides management options and eliminates the potential for perpetual consultation between the FAA and FWS.

Therefore, the Town of Mammoth Lakes requests that Mammoth Yosemite Airport, a 263-acre area as shown on Exhibit B, be withdrawn from the Bi-State Distinct Population Segment of Greater Sage Grouse because it presents an economic and management hardship on the Town and because the species will remain protected under ESA as administered by the FAA and the FWS.

The Town and the FAA will continue to cooperate with the FWS to protect the Greater Sage Grouse in such a way that it meets the requirements of the ESA and provides for the continued safe operations of the Mammoth Yosemite Airport.

Respectfully,
Sierra Waugh Bill Sauser
Deputy Airport Manager Mayor
CC
Congressman Kevin Kiley
Mono County
Justin Barrett, FWS
Marissa Reed, FWS

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GRAVEL QUARRY EXISTING PROPERTY LINE FUTURE PROPERTY LINE PP 3 2 34 35 2 1 35 36 LEGEND FUTURE PROPERTY ACQUISITION FEE SIMPLE FROM LADWP PARCEL "F" 5.76 ACRES EXISTING LADWP LEASED AREA - PARCEL B - 49.63 acres EXISTING HOT CREEK AVIATION LEASE AREA BUILDING RESTRICTION LINE EXISTING RUNWAY OBJECT FREE AREA RSA EXISTING RUNWAY SAFETY AREA ROFA EXISTING SPECIAL USE PERMIT C FROM USFS - PARCEL C - 17.3 acres FUTURE PROPERTY ACQUISITION TO MAMMOTH LAKES U S 395 LANDS U.S.F.S. WEST HANGARS PARCEL A FUTURE PROPERTY ACQUISITION PARCEL "G" 103.45 ACRES 196.23 ACRES TAXIWAY 'A' PARCEL B LADWP LEASED AREA 12 13 1 6 PARCEL "D" FUTURE PROPERTY ACQUISITION FEE SIMPLE FROM LADWP FUTURE PROPERTY ACQUISITION PARCEL "D" 34.86 ACRES TO BE ACQUIRED - FEE SIMPLE ROFA EAST HANGARS FUTURE ACQUISITION PARCEL "H" PARCEL "E" 18.88 ACRES RSA FUTURE ACQUISITION 25.4 ACRES U.S.F.S. SPECIAL USE PERMIT (PARCEL "C") FUTURE PROPERTY ACQUISITION - 17.3 ACRES U.S.F.S. SPECIAL USE PERMIT (C2) S71° 04' 21.00"E 394.000 EXISTING AIRPORT PROPERTY - PARCEL A - 196.23 acres PROPOSED HABITAT EXCLUSION X

XXX XXX XXX

XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX PROPANE XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX X XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX HWY 395 HWY 395 US 395 TO BISHOP CONVICT LAKE ROAD BENTON CROSSING ROAD LANDS U.S.F.S. RIDGE DOE U.S.F.S. LANDS TW A3 TO MAMMOTH LAKES U.S.F.S. LANDSHOT CREEK HATCHERY ROAD LANDS U.S.F.S. U.S.F.S. LANDS ABANDONED STOPWAY TW A2 TW A1 RSA RSA RSA RSA RSA RSA RSA RSA TW A5 TW A4 TAXIWAY A RUNWAY 9-27 ROFA ROFA ROFA ROFA 2 112 11 1 67 12 X X XXX XXX XXX XXX XXX XXX XXX XXX XXX U.S.F.S. LANDS ROFA ROFA ROFA ROFA XXX XXX AIRPORT ROAD ROFA PROPANE PROPANE BRL BRL BRL BRL BRL BRL BRL BRL BRL BRL BRL BRL BRL XXX X X X X X GRAVEL QUARRY PP 3 2 34 35 2 1 35 36 FUTURE PROPERTY ACQUISITION FEE SIMPLE FROM LADWP PARCEL "F" 5.76 ACRES TO MAMMOTH LAKES U S 395 LANDS U.S.F.S. WEST HANGARS PARCEL A FUTURE PROPERTY ACQUISITION PARCEL "G" 103.45 ACRES 196.23 ACRES TAXIWAY 'A' PARCEL B LADWP LEASED AREA 12 13 1 6 PARCEL "D" FUTURE PROPERTY ACQUISITION FEE SIMPLE FROM LADWP FUTURE PROPERTY ACQUISITION PARCEL "D" 34.86 ACRES TO BE ACQUIRED - FEE SIMPLE ROFA EAST HANGARS FUTURE ACQUISITION PARCEL "H" PARCEL "E" 18.88 ACRES FUTURE ACQUISITION 25.4 ACRES E2 U.S.F.S. SPECIAL USE PERMIT (PARCEL "C") FUTURE PROPERTY ACQUISITION - 17.3 ACRES U.S.F.S. SPECIAL USE PERMIT (C2) S71° 04' 21.00"E 394.000 NO. REVISIONS BY APR DATE DATE SCALE FILE SHEET No. DRAWN CHECKED 6125 KING ROAD, SUITE 201 · LOOMIS, CALIFORNIA 95650 · (916) 652-4725 TS MB SageGrouse Exhibit B 2024 1"=400' MAMMOTH YOSEMITE AIRPORT MAMMOTH LAKES, CALIFORNIA TOWN OF MAMMOTH LAKES 2020 AIRPORT LAYOUT PLAN UPDATE AIRPORT PROPERTY - USAGE Exhibit B6/24/2024 400 0 200 400 SCALE: 1"=400' DECLINATION: 12°35' E RATE OF CHANGE: 0°5' W PER YEAR MAY 2021 TRUE MAGNETIC SHORT-TERM LEASE AREA - MODULAR BUILDING STORAGE Page 41 of 229 __________________________________________________________________________________________________ July 3, 2024
FWS-R8-ES-2023-0052
U.S. Fish and Wildlife Service
MS: PRB/3W
5275 Leesburg Pike
Falls Church, VA 22041-3803
Subject: Mammoth Yosemite Airport (MMH)
Proposed U.S. Fish and Wildlife Service Critical Habitat Designation for the Bi-State Distinct Population Segment of Greater Sage-Grouse
Request Summary
The Town of Mammoth Lakes, California respectfully requests that the U.S. Fish and Wildlife Service withdraw the Mammoth Yosemite Airport (263-acres), located in Mono County, California, from the proposed critical habitat designation for the Bi-State Distinct Population Segment of Greater Sage Grouse. Mammoth Yosemite Airport is part of the Federal Aviation Administration (FAA) National Plan of Integrated Airport Systems (NPIAS) and the only airport with scheduled charter service in Mono County. The Airport is a critical economic and transportation element serving all the communities located in the Eastern Sierra. In order to maintain and operate the Airport in compliance with FAA airport design and operation standards, the Airport must be allowed to ensure that safety is maintained. This includes mowing, fencing, Foreign Object Debris (FOD) prevention, bird strike mitigation, and mitigation of terrestrial wildlife hazards. A designation as critical habitat would constrain the ability of the Airport to operate safely and increase the financial burden associated with routine maintenance.

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prepared a Wildlife Hazard Assessment (WHA) in accordance with FAA Advisory Circular 150/5200-33C (previously AC 150/5200-33B), Hazardous Wildlife Attractants on or Near Airports.

In 2015, after the completion of the WHA and utilizing the assessments findings, the Town in conjunction with the FAA prepared a Wildlife Hazard Management Plan (WHMP) for the airport.

Mammoth Yosemite Airport, the FAA and the Endangered Species Act.

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Furthermore, because of the way the FAA funds airport projects (federal actions), it is not always possible to foresee all future projects which should be included in the BA/BO process. Additionally,

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Respectfully,
Sierra Waugh Bill Sauser
Deputy Airport Manager Mayor
CC
Congressman Kevin Kiley
Mono County
Justin Barrett, FWS
Marissa Reed, FWS

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XXX XXX XXX

Council Meeting Date: July 3, 2024
Prepared by: Jamie Gray, Town Clerk
Recommended Motion: Re-appoint Ben Wisner, Scott Reif, and Greg Newbry to the Parks and Recreation Commission with terms expiring on July 31, 2028.

Summary: Three terms of office are set to expire on the Parks and Recreation Commission on July 31, 2024. The expiring seats are held by Greg Newbry, Scott Reif, and Ben Wisner. All of the incumbents reapplied and were the only applications received for the vacancies.

The vacancies were noticed and published in the local newspaper and posted.

The applications are attached.

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Town of Mammoth Lakes
P.O. Box 1609
Mammoth Lakes, CA, 93546
Ph: (760) 965-3600 extension 3602
Fax: (760) 934-7493

APPLICATION FOR PUBLIC SERVICE APPOINTMENT
INSTRUCTIONS:

A separate application is required for each appointive position for which you apply. Applications should be filled out completely so that the Town Council may fully evaluate your qualifications.

Once submitted, this application is a public document and is open for inspection and copying.

Return your completed application to: Town Clerk
Town of Mammoth Lakes
Post Office Box 1609
Mammoth Lakes, CA 93546

APPLICANT INFORMATION

NAME OF COMMISSION/COMMITTEE/BOARD DATE

NAME EMAIL ADDRESS

FIRST LAST

RESIDENCE ADDRESS HOME PHONE

MAILING ADDRESS CELL PHONE

CITY STATE ZIP HOW LONG HAVE YOU LIVED
IN MAMMOTH LAKES?

BUSINESS ADDRESS BUSINESS POSITION

CITY STATE ZIP BUSINESS PHONE

CIVIC EXPERIENCE
LIST CURRENT AND/OR PRIOR CIVIC EXPERIENCE (Include professional, charitable, and community organizations.)
NAME OF ORGANIZATION DATES SERVED OFFICE HELD (if any)

START END
US Ski & Snowboard, Snowboard Committe 2017 Present Parks and Recreation Commission Mammoth2022 Present Parks and Recreation Commission 5/30/24 Benjamin Wisner [email protected]
184 Waterford Ave PO Box 9371 7609143125 Mammoth Lakes CA 93546

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REFERENCES
INCLUDE NAMES OF AT LEAST TWO (2) RESIDENTS OF MAMMOTH LAKES

NAME PHONE

OTHER RELEVANT EXPERIENCE/EXPERTISE

WHAT IS YOUR UNDERSTANDING OF THE ROLE/RESPONSIBILITY OF THE COMMISSION/ COMMITTEE/BOARD YOU SELECTED?
HAVE YOU EVER ATTENDED A MEETING OF THIS COMMISSION/COMMITTEE/BOARD? IF SO, HOW MANY?

ARE YOU INVOLVED IN ANY ORGANIZATIONS OR DO YOU HAVE ANY BUSINESS

INTERESTS THAT MAY RESULT IN A CONFLICT OF INTEREST IF YOU ARE APPOINTED TO THIS COMMISSION/COMMITTEE/BOARD?

WHAT ACTIVITIES OF THIS COMMISSION/COMMITTEE/BOARD ARE MOST INTERESTING TO YOU?
Stu Brown 7607092481
Silver Chesak 7609141977
By serving on the commission I have gained a lot of knowledge and experience. I feel that I understand the role a lot more and would like a chance to continue to serve the commission and the town.

Yes, I have been on the commission for one term No Working to update the towns master plan for parks and rec. Bringing new opportunities for collaboration with residents and businesses in town to increase recreation facilities.

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WHAT ACTIVITIES OF THIS COMMISSION/COMMITTEE/BOARD ARE LEAST INTERESTING TO YOU?

WHAT PROGRAMS/PROJECTS RELATED TO THE COMMISSION/COMMITTEE/BOARD THAT YOU HAVE SELECTED WOULD YOU LIKE TO SEE IMPROVED OR IMPLEMENTED?

HOW WOULD YOU APPROACH THE IMPROVEMENT OR IMPLEMENTATION OF THE PROGRAMS/PROJECTS LISTED ABOVE?
WOULD YOU BE AVAILABLE FOR MEETINGS IN THE:
_______ DAYTIME ________ EVENING ________ BOTH
Appointees will be required to take an Oath of Office and are subject to filing a Statement of Economic Interest pursuant to the Political Reform Act of the State of California. _____________________________________________________________ __________________

SIGNATURE DATE
None Master planning and the building of an indoor facility to bring summer recreation indoors.

Collaborating with residents, town council, park and rec department.

Yes 5/30/24

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Mammoth Lakes Town Council
Agenda Action Sheet
Title: Authorize the Town Manager to execute an agreement with American Sports Construction, Inc. for synthetic turf repair at the Whitmore Track and Sports Field and the installation of a Synthetic Turf Area at Mammoth Creek Park in the amount of $41,970.

Council Meeting Date: 7/3/2024
Prepared by: Stuart Brown, Parks and Recreation Director Recommended Motion: Authorize the Town Manager to execute an agreement with American Sports Construction, Inc. for synthetic turf repair at the Whitmore Track and Sports Field and the installation of a Synthetic Turf Area at Mammoth Creek Park in the amount of $41,970 subject to review by the Town Attorney.

Summary: This Agreement incorporates the renovation of the synthetic turf at the Whitmore Track and Sports Field located at 575 Benton Crossing Road and the installation of a synthetic turf area at Mammoth Creek Park, located at 686 Old Mammoth Road. Since opening in 2012, no major rehabilitation work has been conducted on the synthetic turf. The typical life span of the turf field is 8-10 years, so while we have been able to extend this time period by a few years, this scope of work will ensure this facility is well maintained, safe and accessible for all users in the coming years.

The contractor’s scope of work includes the assessment of the Whitmore synthetic turf field and will repair inlays up to 200 linear feet, including the installation of approximately 1,760 square feet of MaxPlay synthetic turf at Mammoth Creek Park adjacent to the playground and CRC deck.

Funding for this agreement was allocated by Town Councl on May 15, 2024, as part of the FY 2023/24 Third-Quarter budget amendment in the amount of $100,000. Additional funding was allocated by Town Council for the renovation of Mammoth Creek Park.

The Agreement is made through the California Multiple Award Schedule (CMAS) under the Cooperative Purchasing Contract No. 4-23-05-1037 account. This California Multiple Award Schedule (CMAS) provides for the purchase, warranty, installation, maintenance, repair, removal, and disposal of playground and outdoor fitness equipment, site accessories, surfacing, and related products and services. The Department of General Services (DGS) Procurement Division (PD) provides innovative purchasing methods to meet the needs of any California governmental entity (state, city, county, district, or other local governmental body or corporation including the California State Universities (CSU) and University of California (UC) systems, K-12 schools and community colleges) empowered to expend public funds to utilize designated State contracts, per Public Contract Code Section 10298, et. seq. This law allows entities described above to leverage the State's buying power and purchase directly from suppliers through existing contracts and agreements, without further competitive bidding. The work described in the attached Agreement is planned to be completed this summer.

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Town of Mammoth Lakes
Parks and Recreation Department
P.O. Box 1609, Mammoth Lakes, CA 93546
Phone: (760) 965-3690
Fax: (760) 934-7493
www.TownofMammothLakes.ca.gov
July 3, 2024
American Sports Construction, Inc.

Attn: Joshua Sarratt
President
1318 Dupont Circuit
Manteca, CA 95366
Ph: (209) 914-9131
Email: [email protected]
California Multiple Award Schedule (CMAS) Number: 4-23-05-1037 California Contractor's License # 1052370
DIR #1000847968
RE: LETTER AGREEMENT WITH THE TOWN OF MAMMOTH LAKES AND AMERICAN SPORTS CONSTRUCTION, INC. FOR SYNTHETIC TURF REPAIR AT THE WHITMORE

TRACK AND SPORTS FIELD AND THE INSTALLATION OF A SYNTHETIC TURF AREA AT MAMMOTH CREEK PARK.

Dear Joshua,
PARTIES: This letter shall be our agreement (“Letter Agreement”) regarding (A) Synthetic Turf Repair and, (B) the installation of a Synthetic Turf Area (the “Services”) to be performed by American Sports Construction, Inc. (“Contractor”) at the Whitmore Track and Sports Field, located at 575 Benton Crossing Road and at Mammoth Creek Park located at 686 Old Mammoth Road, Mammoth Lakes, CA 93546.

Contractor is retained as an independent contractor and is not an employee of the Town.

SERVICES; SCHEDULE OF PERFORMANCE: The Services to be provided consist of the following and are provided for in more detail in Exhibit “A” and Exhibit “B”.

A. Whitmore Track and Field Project
a. Assess field and fix inlays (up to 200 linear feet of inlay repair) B. Mammoth Creek Park Sythetic Turf Area
a. Supply and install approximately 1,760 square feet of MaxPlay synthetic turf b. Supply and install approximately 3 pounds per square feet of silica sand infill c. Roll out turf, set, and seam panels per specifications d. Cut turf and secure perimeter to specifications
e. Clean area and complete final inspection

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LETTER AGREEMENT WITH THE TOWN OF MAMMOTH LAKES AND AMERICAN SPORTS CONSTRUCTION, INC. FOR SYNTHETIC TURF REPAIR AT THE WHITMORE TRACK AND INSTALLATION OF SYNTHETIC TURF AT MAMMOTH CREEK PARK.

July 3, 2024

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Services shall be completed no later than August 31, 2024, provided that this date may be amended through mutual written agreement of Town and Contractor (which may be declined in the respective sole discretion of Town and Contractor), which shall not require a formal amendment of this Agreement.

STANDARD OF CARE: Contractor shall perform all Services under this Letter Agreement in a skillful and competent manner consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California, and consistent with all applicable laws.

Contractor represents that it, its employees, and its subcontractors have all licenses, permits, qualifications, and approvals of whatever nature that are legally required to perform the Services and that such licenses and approvals shall be maintained throughout the term of this Letter Agreement.

COMPENSATION: Contractor shall receive the fixed sum of FORTY-ONE THOUSAND AND NINE HUNDRED AND SEVENTY DOLLARS ($41,970) for its work under this Agreement, which sum includes without limitation all material, personnel, and travel costs (accommodation, per diem, etc.). If Contractor does extra work which is in addition to the project scope of work as identified in Exhibit “A” and that is agreed upon in writing by both parties, Town shall compensate Contractor on a time and materials basis or lump sum for such extra work. Such compensation shall be either for a lump sum agreed upon by Town and Contractor prior to the commencement of the extra work, or in accordance with a rate schedule agreed upon by Town and Contractor prior to the commencement of the extra work. Town shall pay Contractor in accordance with the payment schedule attached hereto as Exhibit “A” and Exhibit “B” incorporated herein by reference. Contractor shall submit invoices upon shipping and for work upon completion of its Services. Town shall pay such invoices within 30 days of their receipt. Exhibit “C” outlines the compensation schedule.

PREVAILING WAGES: Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. Contractor agrees to fully comply with such Prevailing Wage Laws. Town shall provide Contractor with a copy of the prevailing rates of per diem wages in effect at the commencement of this Agreement. Contractor shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to provide services hereunder available to interested parties upon request, and shall post copies at Contractor’s principal place of business and at the project site. Contractor shall defend, indemnify and hold Town, its officials, officers, employees, agents, and volunteers free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. Contractor shall comply, and shall require each subcontractor employed by Contractor to provide services pursuant to this Agreement to comply, with the requirements of Labor Code Section 1776, including without limitation the requirement to maintain certified payroll records. Contractor shall submit certified payroll records directly to the California Labor Commissioner. At all times during the course of Contractor’s work, Contractor shall remain registered with the Department of Industrial Relations and qualified to perform public work pursuant to Labor Code Section 1725.5, and Contractor shall ensure that all subcontractors employed by Contractor also remain so registered. Pursuant to Labor Code Section 1771.1(a), a contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal (subject to the requirements of Section 4104 of the Public Contract Code), or engage in the performance of any contract for public work, as defined in Chapter 1 of Part 7 of Division 2 of the Labor Code, unless currently registered with the Department of Industrial Relations and qualified to perform public work pursuant to Section 1725.5. However, an unregistered contractor may submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or by Sections 10164 or 20103.5 of the Public Contract Code, provided that the contractor is registered to perform public

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LETTER AGREEMENT WITH THE TOWN OF MAMMOTH LAKES AND AMERICAN SPORTS CONSTRUCTION, INC. FOR SYNTHETIC TURF REPAIR AT THE WHITMORE TRACK AND INSTALLATION OF SYNTHETIC TURF AT MAMMOTH CREEK PARK.

July 3, 2024

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work at the time the contract is awarded. This project is subject to compliance monitoring and enforcement by the California Department of Industrial Relations.

INSURANCE: Contractor shall provide proof of commercial general liability and automobile insurance to Town in amounts and with policies, endorsements, and conditions required by Town for the Services. If Contractor is an employer or otherwise hires one or more employees to provide Services, Contractor shall also provide proof of workers’ compensation coverage for such employees which meets all requirements of state law. Coverage shall be at least as broad as the latest version of the following:
(1) General Liability: Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001), providing coverage on an "occurrence" basis for bodily injury and property damage, including products-completed operations, personal injury, and advertising injury; (2) Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non-owned); (3) Workers’ Compensation and Employer’s Liability: Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance.

Contractor shall maintain limits no less than: (1) General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with general aggregate limit is used including, but not limited to, form CG 2503, either the general aggregate limit shall apply separately to this Agreement/location or the general aggregate limit shall be twice the required occurrence limit; (2) Automobile Liability: $1,000,000 per accident for bodily injury and property damage; and (3) Workers’ Compensation and Employer’s Liability: Workers’ Compensation limits as required by the Labor Code of the State of California. Employer’s Liability limits of $1,000,000 per accident for bodily injury or disease. The Workers’ Compensation policy shall be endorsed to provide a Waiver of Subrogation stating that the insurer waives all rights of subrogation against the indemnified parties. Notwithstanding the foregoing, if Contractor maintains higher limits than the specified minimum limits, Town requires and shall be entitled to coverage for the higher limits maintained by Consultant. The General Liability and Automobile Liability policies shall include or be endorsed (amended) to state that:
(1) Town, its officials, officers, employees, and agents shall be covered as additional insured with respect to the Services or operations performed by or on behalf of Contractor, including materials, parts, or equipment furnished in connection with such work; and (2) the insurance coverage shall be primary insurance as respects Town, its directors, officials, officers, employees, agents, and volunteers or, if excess, shall stand in an unbroken chain of coverage excess of Contractor’s scheduled underlying coverage. Any insurance or self-insurance maintained by Town, its officials, officers, employees, and agents shall be excess of Contractor’s insurance and shall not be called upon to contribute with it in any way. With respect to the General Liability policy, the foregoing endorsements shall be made using standard ISO endorsement No. CG 2010 with an edition date of 2010 or later. General liability coverage can be provided in the form of an endorsement to Contractor's insurance (at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 23 37 forms if later revisions are used). Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.

TERMINATION: Town may terminate this Letter Agreement at any time with or without cause. If Town finds it necessary to terminate this Letter Agreement without cause prior to completion of installation of the Amenities, Contractor shall be entitled to be paid in full for those Amenities installed prior to the notification of termination. Contractor may terminate this Letter Agreement only upon 30 calendar days' written notice to Town only in the event of Town’s failure to perform in accordance with the terms of this Letter Agreement through no fault of Contractor.

INDEMNIFICATION: To the fullest extent permitted by law, Contractor shall defend, indemnify and hold Town, its directors, officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage, or

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LETTER AGREEMENT WITH THE TOWN OF MAMMOTH LAKES AND AMERICAN SPORTS CONSTRUCTION, INC. FOR SYNTHETIC TURF REPAIR AT THE WHITMORE TRACK AND INSTALLATION OF SYNTHETIC TURF AT MAMMOTH CREEK PARK.

July 3, 2024

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injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions of Contractor, its officials, officers, employees, subcontractors, consultants, or agents in connection with the performance of Contractor’s Services or this Letter Agreement, including without limitation the payment of all consequential damages, expert witness fees, and attorneys’ fees and other related costs and expenses. Contractor’s obligation to indemnify shall survive expiration or termination of this Letter Agreement and shall not be restricted to insurance proceeds, if any, received by Town, its directors, officials, officers, employees, agents, or volunteers.

LAWS & REGULATIONS; EMPLOYEE/LABOR CERTIFICATIONS: Contractor shall keep itself fully informed of and in compliance with all local, state, and federal laws, rules, and regulations in any manner affecting the performance of Contractor’s obligations hereunder, including all Cal/OSHA requirements. By executing this Letter Agreement, Contractor verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time. Contractor shall maintain records of its compliance, including its verification of each employee, and shall make them available to Town or its representatives for inspection and copy at any time during normal business hours. Town shall not be responsible for any costs or expenses related to Contractor’s compliance with the requirements. To the same extent and under the same conditions as Contractor, Contractor shall require all of its subcontractors, sub-subcontractors, and consultants performing any work relating to this Letter Agreement to make the same verifications and comply with all requirements and restrictions provided herein. Contractor's failure to comply or any material misrepresentations or omissions relating thereto shall be grounds for terminating this Letter Agreement for cause. By its signature hereunder, Contractor certifies that it is aware of the provisions of §3700 of the California Labor Code, which requires every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the provisions of that Code, and Contractor agrees to comply with such provisions before commencing performance of the Services. Finally, Contractor represents that it is an equal opportunity employer and shall not discriminate against any sub-consultant, employee, or applicant for employment in violation of state or federal law.

GOVERNING LAW; VENUE; GOVERNMENT CODE CLAIM COMPLIANCE; ATTORNEY'S FEES:

This Letter Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Letter Agreement, the action shall be brought in a state or federal court situated in Mono County, State of California. In addition to any and all contract requirements pertaining to notices of and requests for compensation or payment for extra work, disputed work, claims and/or changed conditions, Contractor must comply with the claim procedures set forth in Government Code §§ 900 et seq. prior to filing any lawsuit against Town. Such Government Code claims and any subsequent lawsuit based upon Government Code claims shall be limited to those matters that remain unresolved after all procedures pertaining to extra work, disputed work, claims, and/or changed conditions have been followed by Contractor. If no such Government Code claim is submitted, or if any prerequisite contractual requirements are not otherwise satisfied as specified herein, Contractor shall be barred from bringing and maintaining a valid lawsuit against Town. If either Party commences an action against the other party arising out of or in connection with this Letter Agreement, the prevailing party shall be entitled to recover all reasonable fees and costs incurred, including reasonable attorneys’ fees, as determined by the court.

ASSIGNMENT; AMENDMENT: Contractor shall not assign, sublet, or transfer this Letter Agreement or any rights under or interest in this Letter Agreement without the written consent of Town, which may be withheld for any reason. This Letter Agreement may not be modified or altered except in

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LETTER AGREEMENT WITH THE TOWN OF MAMMOTH LAKES AND AMERICAN SPORTS CONSTRUCTION, INC. FOR SYNTHETIC TURF REPAIR AT THE WHITMORE TRACK AND INSTALLATION OF SYNTHETIC TURF AT MAMMOTH CREEK PARK.

July 3, 2024

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writing signed by both parties. Except to the extent expressly provided for in the termination paragraph, there are no intended third party beneficiaries of any right or obligation of the Parties.

ENTIRE AGREEMENT; CONSTRUCTION & CAPTIONS: This is an integrated Letter Agreement representing the entire understanding of the parties as to those matters contained herein, and supersedes and cancels any prior oral or written understanding or representations with respect to matters covered hereunder.

Since the Parties or their agents have participated fully in the preparation of this Letter Agreement, the language of this Letter Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. The captions of the various paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content or intent of this Letter Agreement.

Notwithstanding the foregoing, to the extent a conflict exists between the provisions of this Letter Agreement and the terms of any contract entered into by the State of California in connection with California Multiple Award Schedule (CMAS) Number: 4-23-05-1037 (with the exception of those pertaining to the products or quantities to be installed hereunder), the provisions of the CMAS contract shall control.

If you agree with the terms of this Letter Agreement, please indicate by signing and dating where indicated below. An original, executed copy is enclosed for your records.

TOWN OF MAMMOTH LAKES
Approved by:
_____________________________
Rob Patterson
Town Manager
Attest:
_____________________________
Jamie Gray
Town Clerk

CONTRACTOR
Reviewed and Accepted by AMERICAN SPORTS CONSTRUCTION, INC. ___________________________
Signature
________________________
Name
___________________________
Title
___________________________
Date

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Exhibit ‘A’ – Scope of Work: Whitmore Track and Field, Synthetic Turf Repair

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(BB&K: 9-10)
82690.00000\5913442.2
Exhibit ‘B’ – Scope of Work: Mammoth Creek Park, Synthetic Turf Area

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(BB&K: 9-10)
82690.00000\5913442.2
Exhibit ‘C’ - Payment Schedule
A. Town shall pay a 50% deposit upon execution of this Agreement, with the balance of the Agreement paid upon completion of the work. Town shall pay the final invoice to the Contractor within 30 days of the receipt upon completion of Services.

B. Contractor shall receive the fixed sum of FORTY-ONE THOUSAND AND NINE HUNDRED AND SEVENTY DOLLARS ($41,970) for its work under this Agreement, which sum includes without limitation all material, personnel, and travel costs.

C. If Contractor does extra work which is in addition to the project scope of work as identified in Exhibit “A” and Exhibit “B” and that is agreed upon in writing by both parties, Town shall compensate Contractor on a time and materials basis or lump sum for such extra work. Such compensation shall be either for a lump sum agreed upon by Town and Contractor prior to the commencement of the extra work, or in accordance with a rate schedule agreed upon by Town and Contractor prior to the commencement of the extra work.

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1 TOWN COUNCIL STAFF REPORT
Title: Award Construction Contract for the Town of Mammoth Lakes New Civic Center.

Meeting Date: July 3, 2024
Prepared by: Haislip Hayes, PE Public Works Director
Amy Callanan, PE Engineering Manager
Rob Patterson, Town Manager
RECOMMENDATION:

Staff recommends Town Council:
 Approve the Plans and Specifications.
 Award the base bid contract to the lowest responsive bidder, AMG and Associates, Inc. in the amount of $26,979,000.00.
 Authorize the Public Works Director to execute the construction contract and accept the project upon completion.
 Authorize the Public Works Director to review and approve minor revisions to complete the project, up to an additional 10% of the award amount.

BACKGROUND:

In June of 2022 the Town Council awarded a design contract to HMC Architects for the Town of Mammoth Lakes New Civic Center (Town Hall). Subsequently the design team has worked with Staff to develop the plans and specifications. In February of 2024 Town Manager Dan Holler proposed a financing plan for completion of the new Town Hall. Since then, staff have worked in parallel tracks to complete the project plans and advance the financing package. Town Staff and its consultants have provided updates over the last few months to address specific aspects of the project. These updates included a design update at the joint Town Council and Board of Supervisors meeting and a bond financing update from our consultant just a few weeks ago. Staff planned to have a firm construction number in advance of the bond sale to have certainty in the viability of the project. This required scheduling the bid opening with enough time for leadership to make any changes or difficult decisions. Staff presented the final construction costs and financing plan at the June 19th Town Council meeting.

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2 ANALYSIS:

Staff solicited bids for the construction of the project beginning April 30, 2024. Bids were publicly opened on May 30, 2024, at 2:00 PM. Three (3) bids were received with pricing as follows:

AMG & Associates, Inc. Base Bid: $26,979,000
Bobo Construction, Inc. Base Bid: $27,514,231
Broward Builders, Inc. Base Bid: $30,041,000
A bid review was completed, and no irregularities were identified.

FINANCIAL CONSIDERATIONS:

The construction phase of the project reported last meeting is projected to be about $29.5M broken down as follows.

Construction Contract $26,979,000
Construction Contingency $2,000,000
Materials Testing $200,000
Architecture and Engineering Support $300,000
Building and Other Fees $65,000
It was reported to Council at the June 19th meeting that the current financing plan does not include some soft costs for interior improvements such as furniture for the council chamber and the modular office furniture. These costs are generally understood, and funds will be set aside from one-time revenues while construction occurs. It should be mentioned that these costs could be covered with existing capital reserves and completion of the project as envisioned is not dependent on future one-time revenues.

The $29.5M construction costs will be funded by $27M in bond proceeds and $2.5M in cash from the resources identified below:

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1 TOWN COUNCIL STAFF REPORT
Title: Authorize the Town Manager to execute a contract with Pivot Interiors, Inc. for an amount not to exceed $400,000 for the completion of the Community Recreation Center (CRC) offices and locker/meeting room spaces.

Meeting Date: July 3, 2024
Prepared by: Haislip Hayes, PE Public Works Director
Stuart Brown, Park and Recreation Director
RECOMMENDATION:

Staff recommends Town Council authorize the Town Manager to execute a contract with Pivot Interiors, Inc. for an amount not to exceed $400,000 for the completion of the Community Recreation Center (CRC) offices and locker/meeting room spaces.

BACKGROUND:

The Town of Mammoth Lakes worked for several years to deliver a year-round Community Recreation Center at Mammoth Creek Park West for the residents and visitors of Mammoth Lakes. The type of facility changed a few times during development; however, the goals, objectives, and vision for the Community Recreation Center at Mammoth Creek Park remained the same. In its first winter season of operation (2023/24), the facility exceeded all expectations and provided an incredible recreation amenity to the community. The final design and direction of the CRC resulted in a fabric tensile structure enclosing an Olympic size ice rink that operates from October to April, and in the summer, durable sport court tiles cover the rink area creating the 20,000 sq. foot Mammoth RecZone. Combined with community driven and professionally branded programming, the year-round community recreation center is a recreation destination that the entire community and our many visitors to Mammoth Lakes enjoy. During development the Town Council approved budget drove much of the design decisions and in order to deliver the project, many concessions needed to be made. These concessions included value engineering out a number of operational interior elements of the project that now need to be constructed within the facility.

ANALYSIS:

In response to the desire to fully build out the project, Town Council set aside funding to complete additional phases of the Community Recreation Center and Mammoth Creek Park. $1.05M was set aside to complete Phase II improvements with $500,000 allocated to complete exterior park improvements. Staff is working with HMC Architects on a plan to provide for the Phase II interior elements. Phase II includes nearly 10,000SF of durable rubber flooring, staff offices, an additional locker/meeting room, mechanical enclosure roofing, exterior signage, and bleachers on top of the existing locker rooms. In order to

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2 provide these vastly different improvements in a cost-effective manner, staff separated the work into separate work programs. The Town Council approved a contract for the flooring at the 6/19/24 Council meeting. This work is anticipated to start in late July. A bid will be published for the roofing, bleachers, and signage in the upcoming weeks. Similar to the Town Hall project, staff determined that a modular system would be most appropriate for the staff offices in the CRC. Staff engaged Pivot Interiors, Inc. through HMC Architects to evaluate the potential for a modular office and locker room solution. It was determined that this solution would provide the flexibility to make changes in the future and provide the look and durability needed in the facility. Staff recommends contracting with Pivot Interiors, Inc., as it provides the opportunity for the Town to evaluate the process, materials and functionality in a smaller scale before a much larger installation at the Town Hall. The final scope of the system includes three staff offices, one of which will host a public counter for recreation programming and a locker room that will provide additional capacity for coed sports, meetings, and other uses. If approved, installation would be programed to be completed after the flooring is installed but before this winter season. The value of this contract shall not exceed $400,000.

FINANCIAL CONSIDERATIONS:

The Town Council set aside a total of $1.05M to support the development and construction of the Phase II improvements. $350,000 in one time funding was set aside in fiscal years, 23/24, 22/23, and 20/21. Currently, the project is fully funded.

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Mammoth Lakes Town Council
Agenda Action Sheet
Title: Approve the resolution adopting a Records Retention Schedule and authorizing destruction of certain Town records.

Council Meeting Date: 7/3/24
Prepared by: Jamie Gray, Town Clerk
Recommended Motion: Approve the resolution adopting a Records Retention Schedule and authorizing destruction of certain Town records.

Summary:

The Town is upgrading its records management program, including its records retention policies.

The adoption of this retention schedule will result in efficiency gains and cost savings.

The Town Clerk selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its records management program. An upgrade in the existing program was necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency, and take advantage of current technology and changes in law.

The upgrade of the current records management systems is driven by many factors, including:
 Very limited space in Town facilities.
 Many departments are filing and storing copies of the same records.  The Town produces and manages many permanent records.  Escalating records storage expenses.
 Technology advancements.
 Changes in law.

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

The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of Town records.

The attached Resolution authorizes the routine destruction of records that have exceeded their adopted retention period, which is provided in Section 2 of the resolution. This will reduce costs and improve efficiency for the Town. It is standard business practice for California cities to authorize updates to the schedule without further action of the Town Council, which is provided in Section 3.

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RESOLUTION NO. XXXX

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF

MAMMOTH LAKES, STATE OF CALIFORNIA, ADOPTING A RECORDS RETENTION

SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN TOWN RECORDS WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the Town of Mammoth Lakes; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any Town record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the Town of Mammoth Lakes previously adopted Resolution No. 16-03, approving Records Retention Schedules.

NOW, THEREFORE, THE TOWN COUNCIL OF THE TOWN OF MAMMOTH LAKES DOES RESOLVE AS FOLLOWS:

Section 1. Resolution No. 16-03 is hereby repealed.

Section 2. The records of the Town of Mammoth Lakes, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule.

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

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

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

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

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Resolution No. 24-

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PASSED AND ADOPTED by the Town Council of the Town of Mammoth Lakes on this 3 rd
day of 2024.

BILL SAUSER, Mayor
ATTEST:
_________________________________
JAMIE GRAY, Town Clerk
APPROVED AS TO FORM:
____
ANDREW MORRIS, Town Attorney

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HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

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

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

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

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

AUTHORIZATION TO DESTROY RECORDS:

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

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

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”Page 74 of 229

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction. Usually it is the department that originates the record.

Records Description: The record series (a group of like records).

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

Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section)
B&P: Business & Professions Code (CA)
CBC: California Building Code
CC: Civil Code (CA)
CCP: Code of Civil Procedure (CA)
CCR: California Code of Regulations (CA)
CFC: California Fire Code
CFR: Code of Federal Regulations (US)
EC: Elections Code (CA)
EVC: Evidence Code (CA)
FA: Food & Agriculture Code
FC: Family Code (CA)
FTB: Franchise Tax Board (CA)
GC: Government Code (CA)
H&S: Health & Safety Code (CA)
HUD: Housing & Urban Develop. (US)
LC: Labor Code (CA)
Ops. Cal. Atty. Gen..: Attorney General Opinions (CA)
PC: Penal Code (CA)
PRC Public Resources Code
R&T: Revenue & Taxation Code (CA)
UFC: Uniform Fire Code
USC: United States Code (US)
VC: Vehicle Code (CA)
W&I: Welfare & Institutions Code (CA)

Page 75 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department".

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years) HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods.

Lead Dept. TW-001 Accident / Incident Reports 2 years GC §34090 Town Clerk TW-002
Affidavits of Publications / Affidavits of
Posting Notices / Legal Advertising /
Notices / Proofs of Publications / Public
Hearing Notices
Copies -
When No
Longer
Required
Town Clerk Retains All Originals; C §34090.7
Lead Dept. TW-003
Agreements & Contracts:

ADMINISTRATION (WITHOUT Grant
Funding)
(Project Administration, Certified Payrolls,
Change Orders, Project Schedules, RFP -
Request for Proposal or Successful
Proposal, etc.)
Send all Original Agreements / Contracts,
and Insurance certificates to the Town Clerk
Completion +
5 years
Town preference; Statute of Limitations for
Errors & Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of Limitations:

Contracts & Spec's=4 years, Wrongful
Death=comp. + 5 years, Developers=comp. + 10
years; CCP §337 et. seq., GC §34090
Lead Dept. TW-004
Agreements & Contracts:

ADMINISTRATION (WITH Grant
Funding)
(Project Administration, Certified Payrolls,
Change Orders, Project Schedules, RFP -
Request for Proposal or Successful
Proposal, etc.)
Send all Original Agreements / Contracts,
and Insurance certificates to the Town Clerk
Completion +
5 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions is
10 years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR 91.105(h),

92.505, & 570.502(b), 29 CFR 97.42; OMB
Circular A-133GC §34090
Lead Dept. TW-005
Agreements & Contracts:

UNSUCCESSFUL BIDS, PROPOSALS or
RESPONSES to RFPs (Request for
Proposals) and/or RFQs (Request for
Qualifications) that don't result in a contract
2 years Includes unopened bids; GC §34090
n/a TW-006
Boards, Commissions, & Committees:

External Organizations - Agendas,
Minutes, Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Non-records
Staffing Dept. TW-007
Boards, Committees, Commissions,
Advisory Bodies: Citizen Advisory Created
by the Town Council

AGENDAS & STAFF REPORTS
Minimum 2
years
Department Preference; GC §34090 et seq.

Town Clerk TW-008
Boards, Committees, Commissions,
Advisory Bodies: Citizen Advisory Created
by the Town Council
AUDIO or VIDEO RECORDINGS
Copies -
When No
Longer
Required
Town Clerk Retains All Originals; C §34090.7
TOWN-WIDE (Used by All Departments)
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Page 76 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department".

TOWN-WIDE (Used by All Departments)
Town Clerk TW-009
Boards, Committees, Commissions,
Advisory Bodies: Citizen Advisory Created
by the Town Council

MINUTES
Send inactive / sunset Minutes to the Town
Clerk
Copies -
When No
Longer
Required
Town Clerk Retains All Originals; C §34090.7
Staffing Dept. TW-010
Committees: Employee Committees,
Employee Staff Meetings / Department
Staff Meetings
AGENDAS and MINUTES
2 years
Only Citizen Advisory Boards appointed by the
Town Council must retain minutes permanently
(Council Subcommittees present their
recommendations to the full Council); GC
§34090 et seq.

Staffing Dept. TW-011
Committees: Subcommittees of the Town
Council (Ad-Hoc or Standing Committees)
AGENDAS and MINUTES
2 years
Council Subcommittees present their
recommendations to the full Council; GC §34090
et seq.

Lead Dept. TW-012 Copies or duplicates of any record
Copies -
When No
Longer
Required
GC §34090.7
Dept. that
Authors
Document
or
Receives the
Town's Original
Document
TW-013
Correspondence - ROUTINE
(Content relates in a SUBSTANTIVE way
to the conduct of the public's business)
(e.g. e-mail / email, Letters,
Memorandums, Administrative,
Chronological, General Files, Reading File,
Working Files, etc.)
IF the Content relates in a SUBSTANTIVE
way to the conduct of the public's business
2 years
ONLY IF the Content relates in a substantive
way to the conduct of the public's business; City
of San Jose vs. Superior Court, 5 Cal. 5th 608
(2017). GC §34090
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Page 77 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department".

TOWN-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
Town's Original
Document
TW-014
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in
the ordinary course of business
Content NOT Substantive, or NOT made
or retained for the purpose of preserving
the informational content for future
reference
(e.g. calendars, checklists, social media
posting, employee directories, flyers,
invitations, instant messaging, inventories,
logs, mailing lists, meeting room
registrations, speaker cards, staff
videoconference chats, notes and
recordings, supply inventories, staff
videoconferences, chats, notes,
recordings, telephone messages, text
messages, transmittal letters, thank yous,
requests from other cities, preliminary
notices for construction projects,
undeliverable envelopes / returned mail,
visitors logs, voice mails, webpages, etc.)
When No
Longer
Required
Electronic and paper records are filed and
retained based upon their CONTENT. Records,
e-mails, electronic records, or social media
postings where the Content relates in a
substantive way to the conduct of the
public's business, or that ARE made or
retained for the purpose of preserving the
informational content for future reference are
saved by printing them out and placing in a
file folder, or saving them electronically in a
folder outside the e-mail system; If not
mentioned here, consult the Town Attorney to
determine if a record is considered transitory /
preliminary drafts. GC §34090, GC §7927.500;
Ops. Cal. Atty. Gen. 317 (1981)); Town of San
Jose v. Superior Court (Smith). S218066.

Supreme Court of California, 2017
Lead Dept. TW-015 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
As long as the drafts and notes are not retained
in the "Regular Course of Business". Consult
the Town Attorney to determine if a record is
considered a draft. GC §§34090, 7927.500,
7928.705
Lead Dept. TW-016 GIS Database / Data / Layers (both Townwide and Specialized) When No
Longer
Required
The Lead Department should print out historical
documents (or save source data) prior to
replacing the data, if they require the data or
output for historical purposes; Department
Preference (Preliminary documents); GC
§34090 et seq.

Lead Dept. TW-017 Grant Applications funded by the Town's General Fund 2 years Finance maintains payable information in Accounts Payable; GC §34090 Lead Dept. TW-018 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years GC §34090
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Page 78 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-4 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department".

TOWN-WIDE (Used by All Departments)
Lead Dept. TW-019
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules,
regulations & procedures, reports to grant
funding agencies, correspondence, audit
records, completion records
After Funding
Agency Audit,
if required -
Minimum 5
years
Meets auditing standards; Grants covered by a
Consolidated Action Plan are required for 5
years; Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report or final payment of grantee or
subgrantee; 2 CFR 200.334; 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a&b), 29 CFR

97.42; OMB Circular A-110 & A-133; GC §34090
Lead Dept. TW-020 Newspaper Clippings
When No
Longer
Required
Non-records - may be obtained from the
newspaper company; GC §34090
Human
Resources TW-021 Personnel Files (Department Copies)
Send all originals to Human Resources
Shred upon
Separation or
Transfer
(Except PD)
Originals are retained by Human Resources; GC
§34090.7
Lead Dept. TW-022 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Notes maintained in a separate folder to be
incorporated into performance evaluation, or to
document progressive discipline; GC §34090 et
seq.

Lead Dept. TW-023 Photographs
When No
Longer
Required
Preliminary Drafts (retention is placed on the
final record in which the photograph is published
in, if any); destroy unnecessary photographs.

GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
TW-024
Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years GC §34090; 13 CCR 1234(c)
Lead Dept. TW-025 Public Relations / Press Releases 2 years GC §34090 Lead Dept.
(Who Ordered
the Appraisal)
TW-026 Real Estate Appraisal Reports: Property
NOT purchased, Loans not funded, etc. 2 years Not accessible to the public; GC §§34090, 7928.705 Lead Dept.
(Who Ordered
the Appraisal)
TW-027 Real Estate Appraisal Reports:

Purchased Property, Funded Loans
Minimum 5
years
Not accessible to the public until purchase has
been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(b); 29 CFR 97.42, GC
§34090
Town Clerk TW-028
Recorded Documents / Real Property:

Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases
Send all
Originals to
Town Clerk
GC §34090.7
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Page 79 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-5 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department".

TOWN-WIDE (Used by All Departments)
n/a TW-029
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California
Cities, Chamber of Commerce, etc.)
When No
Longer
Required
Non-Records
Lead Dept. TW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc.: Produced by
YOUR Department
Minimum 2
years
Department preference; GC §34090
Lead Dept. TW-031
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc.: Produced by
OTHER Departments
When
Superseded Copies; GC §34090.7
Lead Dept. TW-032 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Administratively and Historically significant,
therefore retained permanently; GC §34090
Lead Dept. TW-033
Reports and Studies (other than
Historically significant reports - e.g. Annual
Reports)
10 years
Department preference; Information is outdated
after 10 years; If historically significant, retain
permanently; GC §34090
Lead Dept. TW-034 Special Projects / Subject Files / Issue Files Minimum 2 years
Department Preference; GC §34090 et seq.

Lead Dept. TW-035 Subpoenas (appearance or duces tecum) 2 years Department Preference; GC §34090 et seq.

Lead Dept. TW-036
Surveys / Questionnaires (that the Town
issues).

If a summary of the data is compiled, the
survey forms are considered a draft or
transitory record, and can be destroyed as
drafts (When No Longer Required)
2 years GC §34090
Lead Dept. TW-037
Training Presented by Town Staff -

COURSE RECORDS
(Attendance Rosters or Sign-in Sheets,
Outlines and Materials; includes Ethics,
Harassment, & Safety Training & Tailgates)
5 years
Department preference; Ethics Training is 5
years; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4
years for personnel actions; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC
§§12946, 34090, 53235.2(b)
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 80 of 229 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION

TOWN MANAGER, RISK MANAGER
Page AD-1
Office of
Record (OFR) Retention No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

ADMINISTRATION / TOWN MANAGER
Admin / Town
Manager AD-001
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Department preference; GC §34090
Admin / Town
Manager AD-002 Project Files / Subject Files (Subject will change over time) Minimum 2
years
Department Preference; GC §34090 et seq.

Admin / Town
Manager AD-003
Solid Waste Recycling / AB 939
Compliance / SB 1383 Compliance
(Organic Waste Collection and Recycling) .

CalRecycle Annual Waste Diversion
Report / Measure D annual report / Form
303 report (HHW report) / CalREcycle
Used Oil report / CalREcycle Bottles &
Cans report, etc.
10 years
Department preference; required for 5 years; LowCarbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an
extension; 14 CCR § 18995.2; H&S §39730.7; GC
§34090
Admin / Town
Manager AD-004 Solid Waste Tonnage Reports / Statistics 10 years Department preference; GC §34090 Admin / Town
Manager AD-005 Solid Waste: Construction Waste Management 10 years Department Preference; GC §34090 Finance AD-006 Travel Records / Expense Reports
Copies -
When No
Longer
Required
GC §34090.7

ADMINISTRATION / RISK MANAGEMENT
Admin / Risk
Management AD-007
Claims:/ Property Damage Claims /
Restitution / Recovery of Damages to Town
Property / Town's Invoices to Insurance
Companies
Final
Resolution
+ 5 years
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
Admin / Risk
Management AD-008
Insurance Certificates - Those that cannot
be matched to a specific agreement or
contract, and DOES NOT have a current
agreement / contract with the Town
When No
Longer
Required
Not a Town record
Admin / Risk
Management AD-009
Insurance Certificates - Those that cannot
be matched to a specific agreement or
contract, and MAY have a current
agreement / contract with the Town
7 years
Longest Statute of Limitations is 10 years;
Conforms with Agreement Retention (usually filed
with agreement); CCP §337 et seq.; GC §34090
Admin / Risk
Management AD-010 Insurance Policies (Town's Insurance Policies) Expiration +
7 years
Department preference; CCP §337 et seq.; GC
§34090
Admin / Risk
Management AD-011 OSHA Logs - 200, 300, 301, 301AOSHA Citations and Inspections 5 years OSHA requires 5 years; State law requires 2
years; 8 CCR §3203(b)(1), OMB 1220-0029; GC
§34090; LC §6429c
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Page 81 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: AIRPORT Page AIR-1 Office of
Record (OFR) Retention No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

AIRPORT
Airport AIR-001
Above Ground Storage Tank (Town-Owned
Diesel)
Tank Monitoring, Inspections and Maintenance,
Release Detection Systems, Cathodic Protection
Maintenance Records, CUPA Inspections,
including letters of correction and citations
20 years
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
years); EPA recommends that formal test
records or reports be retained for the life
of the container; GC §34090
Airport AIR-002 Aircraft Accident / Incident Reports: Aircraft (sent to FAA)
Minimum 2
years
Department preference; GC §34090
Airport AIR-003
Airport Security Access Applications / Badging /
AOA Access Personnel Records / Gate Card User
Acknowledgements / Proximity Cards (Employees
and Tenants)
Expiration +
1 year
TSA requires 180 days ; TSA Security
Directive SD1542-04-08E
Airport AIR-004 Airport State License (Safety Inspections) P Department preference; GC §34090 Airport AIR-005 CalTrans Aeronautics Inspections (Annual - Includes letters of corrections and citations) 2 years GC §34090 et seq.

Airport AIR-006
Citations / Lease Enforcement Actions / Rules &
Regulations Enforcement / Notices of Violations
(includes written noise and safety complaints)
Resolution +
3 years
Department Preference (consistent with
other Code Enforcement and Operational
Complaints); GC §34090 et seq.

Airport AIR-007 Daily and Quarterly Inspections / Section 139 Inspections / App 139 Database
Minimum 2
years
14 CFR 139.402; GC §34090 et seq.

Airport AIR-008
Emergency Operations Plan / Disaster Recovery
Plan / Earthquake Information, Airport Certification
Manual, Airport Emergency Plan
Until
Superseded Most are non-records; GC §34090
Airport AIR-009
FAA Inspections / Reports / FAA Forms:

Inspection Logs & Maintenance Work Orders;
Meter Reading & Adjustments, Facility
Maintenance Logs, Radio Equipment Operation
Records, NavAid & AWOS Error Data,
Certification & Inspections; Technical
Performance Records
P
Regulations imply these are kept
permanently, "...one copy to be kept in
the permanent records of the facility…":

GC §34090, 14 CFR 171.13 - 171.327
Airport AIR-010 Grants - Airport - FAA Only
Final
Expenditure
Report + 3
years
14 CFR 152.213, 152.307; GC §34090
Airport AIR-011 Insurance Policies: Airport Expiration + 4 years
Department Preference; Covers statute of
limitations for contracts; CCP §337 et
seq.; GC §34090
Airport AIR-012 NOTAM (Notice to Airmen) 2 years GC §34090 et seq.

Airport AIR-013 Safety Risk Management Analysis / Mitigations Minimum 3 years
14 CFR 139.402; GC §34090 et seq.

Page 82 of 229 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE:

COMMUNITY & ECONOMIC DEVELOPMENT
(Building, Code Compliance, Housing, Planning)
Page C&ED-1
Office of
Record (OFR) Retention No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

BUILDING & SAFETY
Lead Dept. CED-001 _Permit Database Indefinite
(Perm)
Department Preference - Data is interrelated;
GC §34090, H&S §19850
CED / Building &
Safety CED-002 Activity Reports / Building
When No
Longer
Required
Preliminary drafts not retained in the ordinary
course of business (Reports can be re-run from
the database); GC §34090
CED / Building &
Safety CED-003 Address Files / Building Permits P GC §34090, H&S §19850 Development
Services /
Building & Safety
CED-004 Address Files / Building Permits -
Expired Applications
Upon
Expiration
Content Not Substantive - Permit never issued;
GC §34090
CED / Building &
Safety CED-005 Board of Appeals / Building Advisory
Committee- MINUTES P GC §34090(a)
CED / Building &
Safety CED-006 Building Permit File: Correction Notices Minimum
When
Permit is
Finalled
Department Preference (Preliminary Drafts); GC
§34090
CED / Building &
Safety CED-007 Building Permit File: School District Fee Clearance / Utility Clearances When No
Longer
Required
Not City records; used to verify other agencies
were properly paid
CED / Building &
Safety CED-008 Building Permit File: Stop Work Notices
Minimum
When
Permit is
Finalled
Department Preference (Preliminary Drafts); GC
§34090
CED / Building &
Safety CED-009
Building Plans - Finalled -
INDUSTRIAL, COMMERCIAL, MULTIFAMILY DWELLINGS, PLACES OF

PUBLIC ACCOMMODATION
P
Law requires for the life of the building for
commercial and common interest dwellings
only; CBC 104.7 & 107.5, H&S§19850, GC
§34090
CED / Building &
Safety CED-010 Building Plans - Cancelled or
Withdrawn
Upon
Cancellation
or withdrawal
Department preference; Preliminary drafts not
retained in the ordinary course of business;
CBC §104.7; H&S§19850, GC §34090
CED / Building &
Safety CED-011 Building Plans - Expired P
Department preference; CBC §104.7;
H&S§19850, GC §34090
CED / Building &
Safety CED-012 Building Plans - Finalled - TENANT

IMPROVEMENTS P
Department Preference; Law requires for the life
of the building for commercial and common
interest dwellings only; CBC 104.7 & 107.5,
H&S§19850, GC §34090
CED / Building &
Safety CED-013
Building Plans - Finalled - SINGLE
FAMILY RESIDENTIAL SFR and

APPURTENANCES
P
Department preference; State law requires
plans need not be filed for dwellings less than 2
stories, garages & appurtenances,
farms/ranches, 1-story with bearing walls less
than 25'; CBC requires 180 days from
completion date; CBC 104.7 & 107.5,
H&S§19850, GC §34090
CED / Building &
Safety CED-014 California Building Codes / Uniform Building Codes Minimum
While
Ordinance is
in Force
GC §50022.6
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 83 of 229 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE:

COMMUNITY & ECONOMIC DEVELOPMENT
(Building, Code Compliance, Housing, Planning)
Page C&ED-2
Office of
Record (OFR) Retention No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

CED / Building &
Safety CED-015 Certificate of Occupancy (CofO) P Department Preference; GC §34090 CED / Building &
Safety CED-016
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans
(to and from Architects)
2 years GC §34090
CED / Building &
Safety CED-017 Energy Calculations - Not Included in Plan Set (separate documents Minimum
When
Permit is
Finalled
Department Preference / State program /
Content Not Substantive; GC §34090
CED / Building &
Safety CED-018 Energy Calculations - When Included in Plan Set P Department Preference / State program /
Content Not Substantive; GC §34090
CED / Building &
Safety CED-019 Geotechnical and Soils Reports / Structural Reports (all) P Department Preference; GC §34090 CED / Building &
Safety CED-020 Plan Check Comments
Minimum
When
Permit is
Finalled
Department Preference (Preliminary Drafts); GC
§34090
CED / Building &
Safety CED-021 Structural Calculations P Department Preference; GC §34090

CODE COMPLIANCE
CED / Code
Compliance CED-022
Code Enforcement / Abatement Case
Files (Includes Citations, Notice of
Violations, Photos, and Code
Enforcement Complaint Letters)
Minimum 2
years
Department preference; GC §34090
CED / Code
Compliance CED-023 Liens P GC §34090(a)

HOUSING
Development
Services /
Housing
CED-024 Applications for Loans: Rejected (First
Time Home Buyers, Rehabilitation, etc.) 2 years GC §34090 Development
Services /
Housing
CED-025
Homeless Services / Homeless Outreach
Applications (successful), grant
agreement, copies of invoices, program
rules, regulations & procedures, reports
to grant funding agencies,
correspondence, audit records,
completion records
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Meets auditing standards; Grants covered by a
Consolidated Action Plan are required for 5
years; Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report or final payment of grantee or
subgrantee; statewide guidelines propose 4
years; 2 CFR 200.334; 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a&b), 29 CFR

97.42; OMB Circular A-110 & A-133; GC §34090
Development
Services /
Housing
CED-026
Housing Files - Income Verification,
racial, ethnic, gender, disability status,
HUD reports, Inspection reports, Leadbased Paint, etc. 3 years Department preference (consistent with Section
8); 24 CFR 982.158(f); 29 CFR 97.42;
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 84 of 229 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE:

COMMUNITY & ECONOMIC DEVELOPMENT
(Building, Code Compliance, Housing, Planning)
Page C&ED-3
Office of
Record (OFR) Retention No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

Development
Services /
Housing
CED-027
Housing Plans: Consolidated Annual
Performance and Evaluation Review
(CAPER) / Comprehensive Housing
Affordability Strategy (CHAS) /
Consolidated Action Plan / Analysis of
Impediments to Fair Housing Choices /
Citizen Participation Plan / Action Plans,
etc.

Expiration +
5 years
Required for 5 years; 24 CFR 91.105(h); GC
§34090
Development
Services /
Housing
CED-028
Housing Programs: Affordable Housing
Projects, Rehabilitation, First Time Home
Buyers, HOME / CDBG Housing Projects
WITHOUT a Recapture / Resale
Restriction
Loan Pay-off
+ 5 years
HUD requires 5 years after the agreement
terminates; Consistent with Consolidated Plan
Requirements; Required for 3-4 years from
expenditure or performance report; 2 CFR
200.333; 24 CFR 92.508(a)(c), & 570.502,
982.158, 884.214; 29 CFR 97.42; GC §34090
Development
Services /
Housing
CED-029
Housing Programs: Affordable Housing
Projects, Rehabilitation, First Time Home
Buyers, HOME, Affordable Covenants
and Restrictions / CDBG Housing
Projects
WITH a Recapture / Resale Restriction
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
HUD requires 5 years after the project
completion; documents imposing recapture /
resale restrictions are 5 years after the
affordability period terminates; Uniform Admin.

Requirements for Grants to Local Governments
is 3 years from expenditure report; 2 CFR
200.333; 24 CFR 92.508(a)(c)(2) & 570.502(b),
982.158, 884.214; 29 CFR 97.42, GC §34090
Development
Services /
Housing
CED-030 Property Management: Tenant / Leases,
etc.

Completion
of Lease + 2
years
Department preference; GC §34090

PLANNING
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 85 of 229 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE:

COMMUNITY & ECONOMIC DEVELOPMENT
(Building, Code Compliance, Housing, Planning)
Page C&ED-4
Office of
Record (OFR) Retention No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

CED / Planning CED-031
Planning Projects - Discretionary &
Ministerial - Approved Permanent
Entitlements & Permits
(Includes Associated CEQA Noticing,
Conditions of Approval,
Environmental Determinations, Staff
Reports, Plans, Soils Reports,
Uniform Development Application,
etc.)
Examples:

Conditional Use Permits (CUPs)
Density Bonus
Development Agreements / Permits
General Plan / General Plan
Amendments
Lot Line Adjustment
Plan Developments
Rezones
Specific Plan
Tentative Subdivision Maps / Parcels
Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P
Department preference; Final environmental
determinations are required to be kept a
"reasonable period of time"; 14 CCR §15095(c);
GC §34090, 34090.7
CED / Planning CED-032
Advanced Planning / Long Range
Planning / Project Implementation (Final
Documents only)
P Department Preference; GC §34090
CED / Planning CED-033 Cannabis Permits - Approved
No Longer In
Business + 2
years
Department preference; GC §34090
CED / Planning CED-034 Cannabis Permits - Denied Minimum 2 years
Department preference; GC §34090
Census Bureau CED-035 Census, Demographics
When No
Longer
Required
(Non-Records - Census Bureau is OFR)
CED / Planning CED-036
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, etc.) / CEQA -
Where Planning is the Lead
Correspondence and staff notes that
provide insight into the project or the
agency’s CEQA compliance with respect
to the project
Project
Approval or
Denial
+ 2 years
Not all internal communications and notes are
required to be saved; "E-mails that do not
provide insight into the project or the agency’s
CEQA compliance with respect to the project —
are not within the scope of section 21167.6,
subdivision (e) and need not be retained."
Golden Door Properties, LLC v. Superior Court
of San Diego County (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 86 of 229 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE:

COMMUNITY & ECONOMIC DEVELOPMENT
(Building, Code Compliance, Housing, Planning)
Page C&ED-5
Office of
Record (OFR) Retention No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

CED / Planning CED-037
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, Notice of
Exemption (NOE), etc.) / CEQA
Inside Town boundaries - Where
Planning is the Lead
P
Usually filed in the project file; Final
environmental determinations are required to be
kept a "reasonable period of time"; 14 CCR
§15095(c); GC §34090
CED / Planning CED-038
General Plan, Elements and
Amendments / Master Plans, Specific
Plans, Land Use Plans and
Amendments; General Plan
Interpretations
P Department preference; GC §34090
CED / Planning CED-039 Historical Designations / Historical Landmarks P Department preference; GC §34090
CED / Planning CED-040 Materials Boards
When No
Longer
Required
Preliminary drafts not retained in the ordinary
course of business; GC §34090
CED / Planning CED-041
Planning and Economic Development
Commission - AUDIO or VIDEO

RECORDINGS
2 years
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC §34090.7
CED / Planning CED-042 Planning and Economic Development Commission - MINUTES P GC §34090(a)
CED / Planning CED-043 Planning and Economic Development Commission - STAFF REPORTS P Department Preference; GC §34090 et seq.

CED / Planning CED-044
Preliminary Application Form (required
for a housing development project that
includes residential units; form is
provided by California Department of
Housing & Community Development
5 years
Various benchmarks are placed using the
number of residential dwelling units on the
project site within the last five years; GC
§§34090, 66300.

CED / Planning CED-045
Temporary Permits (Approved &
Unapproved)
Banner Permits, Tree Removal Permit,
etc.

Expiration +
2 years Department preference; GC §34090
CED / Planning CED-046 Zoning Clearance Forms / Zoning
Verification Letters P Department Preference; GC §34090 CED / Planning CED-047 Zoning Maps (Historically Significant) P Department Preference; GC §34090 CED / Planning CED-048 Zoning Ordinance Amendments / Zone Changes P Department Preference (copies); GC §34090.7
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 87 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards .

FINANCE / ADMINISTRATION
Finance /
Lead Div. FIN-001 _Financial Services Database / ERP Database (Caselle)
Indefinite -
Minimum 5
years
Data Fields / Records are interrelated; meets
municipal government auditing standards; GC
§34090
Town Clerk
& Finance /
Admin.

FIN-002 Audit Reports / Financial Statements / Annual
Audit P
Department Preference (also retained in the Council
Agenda Packet Permanently); GC §34090 et seq.

Finance /
Admin. FIN-003 Audit Work Papers 5 years Preliminary Drafts; GC §34090 Finance /
Admin. FIN-003.5 Audit Hearing or Review 5 years Preliminary Drafts; GC §34090 Finance /
Admin. FIN-004
Bond Official Statements / Certificates of
Participations (COPs) See Bank Statements for
statement retention.

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

Town Clerk FIN-005 Budgets - Adopted / Final
Copies -
When No
Longer
Required
Department Preference (retained in the Council
Agenda Packet Permanently); GC §34090.7
Finance /
Admin. FIN-006 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Preliminary Drafts; GC §34090
Finance /
Admin. FIN-007 Sales Tax Reports
When No
Longer
Required
Not a City Record (used to project revenue)
Finance /
Admin. FIN-008 Single Audits / Transportation Audits / PERS Audit, etc. 5 years Department Preference (meets municipal government auditing standards); GC §34090

FINANCE / BUSINESS LICENSING, REVENUE
Finance /
Business
License,
Revenue
FIN-012
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Tenant Billing / Rent, etc.
5 years Department Preference; (meets municipal
government auditing standards); GC §34090
Finance /
Business
License,
Revenue
FIN-013 Business License Applications, Registrations
and Renewals 5 years Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Business
License,
Revenue
FIN-014
Checks deposited to Bank (Town scans them
for the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions
These are bank instruments, and not Town records;
per bank agreement.

Finance /
Business
License,
Revenue
FIN-015 Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years Department preference; GC §§34090, 26 CFR 31.6001-1 MAMMOTH LAKES, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 88 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards .

Finance /
Business
License,
Revenue
FIN-016
Reports (Support for Business License):

Balance Sheets, Proof & Merge Reports, etc.
(MONTHLY OR PERIODIC)
When No
Longer
Required
Financial system can re-create reports accurately;
GC §34090
Finance /
Business
License,
Revenue
FIN-017 Short Term Rental (STR) Applications and
Permits
Expiration of
Permit + 5
years
Department preference; Meets auditing standards;
GC §34090 et seq.

Finance /
Business
License,
Revenue
FIN-017.5 Short-Term Rental Complaints & Violations Minimum 2 years
Department preference GC §34090

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-018 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years
Department Preference; IRS: 4 years after tax is
due or paid (longer for auditing & contractor
delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29 USC 436
Finance /
General
Accounting
FIN-019
Accounts Payable / Invoices and Backup
(Includes Invoices, Purchase Orders, Travel
Expense Reimbursements, Warrant Request,
etc.)
5 years
Department Preference to pass grant audits (meets
municipal government auditing standards); GC
§34090
Finance /
General
Accounting
FIN-020
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years Department preference; GC §§34090, 26 CFR

31.6001-1
Town Clerk FIN-021 Checks / Warrant Register Report (issued) Copies -
When No
Longer
Required
Department Preference (retained in the Council
Agenda Packet Permanently); GC §34090.7
Finance /
General
Accounting
FIN-022 Checks / Warrants (Cashed or Returned /
NSF) 5 years Department Preference; Meets auditing standards; GC §34090 Finance /
General
Accounting
FIN-023 Escheat (Unclaimed money / uncashed
checks) 5 years
Department preference; All tangible property held
by government agencies escheats after 3 years;
Statute of Limitations is 1 year for seized property;
CCP §§340(d), 1519; GC §34090
Finance /
General
Accounting
FIN-024 Fixed Assets - Annual Listing (Source
Documents) 5 years Department Preference; Meets auditing standards; GC §34090 Finance /
General
Accounting
FIN-025 Investment Reports (may be filed with Bank
Reconciliations) 5 years Department preference; GC §§34090, 26 CFR 31.6001-1 Finance /
General
Accounting
FIN-026
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
Maturity + 5
years
Department Preference; Meets auditing standards;
FTC Reg's rely on "self-enforcement";
GC§§ 34090, 43900
MAMMOTH LAKES, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 89 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards .

Finance /
General
Accounting
FIN-027 Journal Entries / Journal Vouchers / Budget
Adjustments 5 years
Department Preference; meets municipal
government auditing standards; Statute of
Limitations is 4 years; GC §34090, CCP § 337
Town Clerk FIN-028 Quarterly Budget Reports (to Council - Copies) Copies -
When No
Longer
Required
Department Preference (retained in the Council
Agenda Packet Permanently); GC §34090.7
Finance /
General
Accounting
FIN-029
Reports / Finance Reports created from
Database: General Ledgers, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.

When No
Longer
Required
Financial system can re-create reports accurately;
GC §34090
Finance /
General
Accounting
FIN-030
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Department Preference; Meets auditing standards; GC §34090
Finance /
General
Accounting
FIN-031 W-9s
Vendor
Inactive + 5
years
Meets IRS auditing standards; GC §34090
MAMMOTH LAKES, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 90 of 229 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Payroll Benefits, Risk Management)
Page HR-1
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of
the Contract +
6 years
EEOC / ADEA (Age) requires 1 year after benefit
plan termination; Federal law requires 6 years
after filing date for retirement; State Law requires
2 years after action; 29 CFR 1627.3(b)(2); 29 USC
1027, 28 CCR 1300.85.1; GC §34090
Human
Resources HR-002
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation +
6 years
Department preference to match retention for
personnel files; All State and Federal laws require
retention until final disposition of formal complaint;
State requires 2 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946, 12960,
34090
Human
Resources HR-003
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Department preference; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; Wage rate tables are 1 or 2
years; State requires 2 years; 29 CFR 516.6, 29
CFR 1602.14, GC §§12946, 12960, 34090
Human
Resources HR-004 Compensation Surveys & Studies Minimum 3 years Department preference; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; Wage rate tables are 1 or 2
years; State requires 2 years; 29 CFR 516.6(2),
29 CFR 1602.14, GC §§12946, 12960, 34090
Human
Resources HR-005 Negotiations with Bargaining Units / Negotiation Notes 5 years Department preference;; GC §34090 Human
Resources HR-006 Contracts for Investigators (Except for Police) Completion +
5 years
Department preference; Statute of Limitations for
contractual obligations is 4 years; CCP §§337.
337.1(a), 337.15, 343; GC §34090
Human
Resources HR-007 Employee Investigations (Except for Police) Separation + 6 years Department preference to match retention for
personnel files; statute of limitations for
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 4 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§12946, 12960,
34090;
Human
Resources HR-008 Grievances Separation + 6 years
Department preference to match retention for
personnel files; statute of limitations for retirement
benefits is 6 years from last action;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 4 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105, 12946,
12960, 34090; LC 1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 91 of 229 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Payroll Benefits, Risk Management)
Page HR-2
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years) HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods Human
Resources HR-009 I-9s Separation + 6 years
Required for 1 year from termination or 3 years
from hiring, whichever is later; EEOC / FLSA /
ADEA (Age) requires 3 years for "any other forms
of employment inquiry"; State Law requires 2 -3
years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
Human
Resources HR-010 Job Descriptions / Job Classification / Job Specifications Minimum
Superseded +
4 years
Department preference; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4
years; retirement benefits is 6 years from last
action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960, 34090
Human
Resources HR-011
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Backgrounds,
Discipline, Evaluations, Policy
Acknowledgements, Employee's Oath of
Office / Oath for Disaster Worker, PAF /
Personnel Action Forms, 1095-C, 1094-C
(Employer-Provided Health Insurance Offer
and Coverage & Transmittal Form), DE-34
(Report of New Employees), W-4's, etc.)
Separation +
6 years
Department Preference; statute of limitations for
retirement benefits is 6 years from last action;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 4 years; W-4s are
required four years after the due date of such tax
for the return period to which the records relate, or
the date such tax is paid, whichever is the later.
26 CFR 31-6001-1; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090;
LC 1198.5
Human
Resources HR-012
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, etc.

Separation +
30 years OR
Deceased + 5
years
Medical Files for all employees are required to be
maintained at least the duration of employment
plus thirty (30) years; Files maintained separately;
Claims can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1) et seq.,
8 CCR 5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946, 12960, 34090
Human
Resources HR-013
Recruitment and Testing File / Database
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks,
etc.

Hiring
Decision + 4
years
State Law requires 4 years; EEOC / FLSA / ADEA
(Age) requires 1-3 years; 29 CFR 1627.3(b)(1), 29
CFR 1602.14 et seq.2 CCR 11013(c); GC
§§12946, 12960, 34090
Human
Resources HR-014
Verifications of Employment, Child
Support, etc. (From lenders or other
outside companies)
When No
Longer
Required
Not as Agency record / Content does NOT relate
in a substantive way to the conduct of the public's
business; GC §60201 et seq
Human
Resources HR-015 W-4's
No Longer in
Effect + 4
years
IRS Regulation 31-6001-1 four years after the due
date of such tax for the return period to which the
records relate, or the date such tax is paid,
whichever is the later. GC §34090; 26 CFR

31.6001-1
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 92 of 229 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Payroll Benefits, Risk Management)
Page HR-3
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

HUMAN RESOURCES / PAYROLL
Human
Resources /
Lead Div.

HR-018 _Payroll Database / ERP Database
(Caselle)
Indefinite -
Minimum 5
years
Data Fields / Records are interrelated; GC §34090
Human
Resources /
Payroll
HR-019 Benefits: Monthly Reconciliation 5 years Department Preference; GC §34090 Human
Resources /
Payroll
HR-020
CalPERS Reports, Annual Valuation
Reports, Actuarial Valuation Reports,
Annual Employer Statements
5 years
Most recent records are stored on CalPERS
website; Department Preference; Retained to
match other auditing periods; GC §34090
Human
Resources /
Payroll
HR-021 Checks / Warrant Register Report - Payroll
Only 5 years Department Preference; GC §34090
Human
Resources /
Payroll
HR-022 Checks / Warrants - Cancelled - Payroll
Only 5 years Department Preference; GC §34090, 26 CFR 31.6001-1 Human
Resources /
Payroll
HR-023
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166,
941 Forms, IRS 5500 Forms (Employee
Benefit Plans), PERS / FICA & Medicare
Adjustments - Quarterly Payroll Tax
Returns / OASDI, Federal Tax Deposits,
Adjustments, etc.
5 years
Department Preference; IRS: 4 yrs after tax is due
or paid; Ca. FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
Human
Resources /
Payroll
HR-024 Deferred Compensation (Town Statements) 5 years Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1
Human
Resources /
Payroll
HR-025 Payroll File (Deductions, etc.) Separation +
5 years
Department preference; (meets municipal
government auditing standards); GC §34090
Human
Resources /
Payroll
HR-026 Payroll Reports (includes Leave Registers,
time Transaction Reports, etc. 5 years Department preference; (meets municipal government auditing standards); GC §34090 Human
Resources /
Payroll
HR-027 PERS Statements 5 years Department Preference; GC §34090 Human
Resources /
Payroll
HR-028 Time Sheets / Time Cards / Overtime
Sheets / Overtime Cards 5 years
Department preference to facilitate grant audits or
claim reimbursements; Meets auditing standards
(audit + 4 years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29
CFR 516.5; GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 93 of 229 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Payroll Benefits, Risk Management)
Page HR-4
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

HUMAN RESOURCES / RISK MANAGEMENT
Human
Resources /
Risk
Management
HR-031 Property Damage Claims / Restitution 5 years Department preference; Meets municipal government auditing standards; GC §34090
Human
Resources /
Risk
Management
HR-032 Rental Property Management
Expiration of
Lease + 2
years
Department preference; GC §34090
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 94 of 229 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards .

Information
Technology IT-001 Backups - DAILY, WEEKLY
When No
Longer
Required
Used for Disaster Recovery Purposes Only;
Considered a copy and can be destroyed when no
longer required; GC §34090 et seq.

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

Information
Technology IT-003 Network Configuration Maps & Plans
When No
Longer
Required
Preliminary documents not retained in the ordinary
course of business; GC §34090 et seq.

Information
Technology IT-004

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

Information
Technology IT-005
Video Recordings - Department Activity
(Employees Performing Work, Cashiering,
Building Security, etc.)
See Town Clerk's schedule for Town
Council Video Recordings
1 year Records regular and ongoing operations; GC
§34090.6 et seq,
Information
Technology IT-006 Video Recordings - Lobbies, Public
Areas / Public Activity
When No
Longer
Required
Does not record regular and ongoing operations;
GC §34090.6 et seq,

INFORMATION TECHNOLOGY
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 95 of 229 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE:

OFFICE OF OUTDOOR RECREATION
Page OR-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards .

OFFICE OF OUTDOOR RECREATION
Office of
Outdoor
Recreation
OR-001 Activity / Special Programs / Event Files
Trail Clean-ups, Host Activities, etc.

Minimum 2
years Department preference; GC §34090
Office of
Outdoor
Recreation
OR-002
Construction & Design: Bridges, Trails,
Parks, Rest Stops, etc.

Plans, RFP / Specifications (Federal
Guidelines) & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions,
Materials Testing Reports, Grading
Permits, Hazardous Materials, Notice of
Completion, Photos, Record Drawings
Soils Reports, Studies, Submittals,
Surveys, etc.

P
Department preference; retained for disaster
preparedness purposes; Final environmental
determinations are required to be kept a
"reasonable period of time"; 14 CCR §15095(c);
CCP §337 et. seq., GC §34090
Office of
Outdoor
Recreation
OR-003 Host Program Daily Documents / Daily
Diary / Complaints / Work Completed 2 years GC §34090
Office of
Outdoor
Recreation
OR-004 Incident Reports 2 years GC §34090
Office of
Outdoor
Recreation
OR-005 Liability Waivers / Volunteer Agreements 2 years GC §34090 Office of
Outdoor
Recreation
OR-006 Trail Maps and Brochures Minimum 2
years Department preference; GC §34090
Office of
Outdoor
Recreation
OR-007 Tree Maintenance / Hazard Tree
Removal, etc. 2 years GC §34090
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Page 96 of 229 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards .

PARKS & RECREATION
Parks &
Recreation P&R-001 Recreation Activity Registration Database Indefinite -
Minimum 2
years
Department preference; GC §34090
Parks &
Recreation P&R-002
Activity / Special Programs / Event Files
Children's Programs, Cultural Arts, Sports,
Seniors, Filming, Theatre Programs etc.

Minimum 2
years Department preference; GC §34090
Parks &
Recreation P&R-003 Activity Guide / Class Guide / Program Guide (Final) Minimum 2
years Department preference; GC §34090
Parks &
Recreation P&R-004
Applications / Participants' Registration /
Liability Forms / Release of Liability Forms /
Photo Releases / Waivers of Liability /
Permissions: Camps, Field Trips,
Authorization to give Medicine, etc.
2 years GC §34090
Parks &
Recreation P&R-005 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No
Longer
Required
Content Not Substantive / Preliminary drafts /
Transitory records; GC §34090
Parks &
Recreation P&R-006
Facility Use Requests / Field Rentals /
Facility Use Applications and Permits
(Includes Insurance Certificates and ABC
Permits where appropriate)
2 years GC §34090 et. seq.

Parks &
Recreation P&R-007 Incident Reports 2 years GC §34090
Parks &
Recreation P&R-008 Liability Waivers (if separate from another record) 2 years GC §34090 Parks &
Recreation P&R-009 Maintenance Logs 2 years GC §34090
Parks &
Recreation P&R-009.5
Parks & Recreation Commission - Agenda
Packets
Town Clerk retains the originals of Minutes,
and Audio and Video Recordings,
Minimum 2
years Department preference; GC §34090
Parks &
Recreation P&R-010 Pool Chemical Additions 2 years GC §34090 Parks &
Recreation P&R-011 Pool Lifeguard Audits (CPR Audit, Visual Awareness Training Audit) 2 years GC §34090 Parks &
Recreation P&R-012 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years GC §34090 Parks &
Recreation P&R-013 Schedules / Hours (classes and staff) When No
Longer
Required
Content not substantive; Preliminary drafts
not retained in the ordinary course of
business; GC §34090
Parks &
Recreation P&R-014 Scholarships 2 years GC §34090

PARKS & RECREATION / PARK MAINTENANCE
Lead Div. P&R-015 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Department Preference; GC §34090 et. seq.

Page 97 of 229 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards .

Finance P&R-016
Park Sidewalk Maintenance: Surveys,
Grinding, Ramping (Contracted, invoices are
sent to Finance)
Copies -
When No
Longer
Required
GC §34090.7
Finance P&R-017
Park Tree Maintenance,- Town-owned Trees
Only Trimming, Arborists Reports
(Contracted, invoices are sent to Finance)
Copies -
When No
Longer
Required
Department preference; GC §34090
Finance P&R-018
Playground Equipment Inspections and
Maintenance (Contracted, invoices are sent
to Finance)
Copies -
When No
Longer
Required
Department preference; GC §34090
Division
Providing
Service / Work
P&R-019
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Data is interrelated; GC §34090
Division
Providing
Service / Work
P&R-020
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
P&R-021
Work Orders / Service Requests - NOT
entered in CRM / CMMS Database (or
partial information entered into CMMS
Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Town Preference; CCP §§338 et seq., 340 et
seq., 342, GC §34090
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 98 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

POLICE ADMINISTRATION and/or CHIEF OF POLICE
Police /
Admin. /
Chief
PD-000
Internal Affairs Investigations / Complaints
from Employees - WITH or WITHOUT
Sustained Finding of Misconduct (no
Employment Action - no demotion or
termination)
Final
Disposition
+ 2 years
Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-001
Internal Affairs Investigations / Complaints
WITH Sustained Finding of Misconduct
Includes Use of Force Reports
Final
Disposition
+ 15 years
PC §832.7; GC §34090
Police /
Admin. /
Chief
PD-002
Internal Affairs Investigations / Complaints
WITHOUT Sustained Finding of
Misconduct
Includes Use of Force Reports
Final
Disposition
+ 5 years
Consistent with Lexipol Policy; State requires for at
least 5 years for civilian complaints; other State &
Federal laws require retention until final disposition
of formal complaint; State requires 4 years after
action is taken; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office;
PC 801.5, 803(c).; EVC §1045(b)(1), GC
§§12946,12960, 34090, PC §832.5, VC §2547
Police /
Admin. /
Chief
PD-003
Personnel Background Packet - Police
Department Employees and Volunteers
(Successful)
Separation
+ 4 years
Department preference; EEOC / FLSA / ADEA (Age)
requires 1-3 years; State Law requires 4 years; 29
CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR
11013(c); 8 CCR §11040.7(7)(C), GC
§§12946,12960, 34090
Police /
Admin. /
Chief
PD-004
Personnel Background Packet - Police
Department Employees and Volunteers
(Unsuccessful)
4 years
State Law requires 4 years; 29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR 11013(c); 8 CCR
§11040.7(7)(C), GC §§12946,12960, 34090
Police /
Admin. /
Chief
PD-005
Personnel Files / Training File - Police
Department Employees
Original Commendations, Training
Certificates
(Personnel Action Forms and Written
Discipline are sent to Human Resources)
Separation
+ 6 years
Department preference; Calif. Labor Division is
required to keep their records 7 years; OSHA
requires safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law requires
4 years; 29 CFR 1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§12946,12960, 34090
Police /
Admin. /
Chief
PD-006 Pitchess Motions 2 years GC §34090
Police /
Admin. /
Chief
PD-007
Policies & Procedures / Operation
Directives / General Orders / Lexipol
(Department Policies and Procedures)
P Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-008
Report of data regarding the number, type,
or disposition of complaints made against
its officers (optional report)
2 years GC §34090 et seq.

Police /
Admin. /
Chief
PD-009
Report to the State Commission on Peace
Officer Standards and Training (POST
Commission) of peace officer employment,
compliant, finding, disposition, or
judgement pursuant to §PC 13510.9
2 years GC §34090 et seq.

Page 99 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

Police /
Admin. /
Chief
PD-010
Reports and Studies regarding Police
operations (not historical - manpower,
traffic analysis, activity studies, calls for
service, etc.)
Minimum 2
years
Department Preference; GC § 34090 et seq.

CODE COMPLIANCE - POLICE
Police /
Code
Compliance
PD-011
Citations / Complaints - Police Code
Compliance (Parking Violations,
Unsecured Trash, Noise, etc.)
Minimum 2
years
Department preference; GC §34090
Police /
Code
Compliance
PD-012 Hearing Officer Determinations / Appeals
of Police Code Compliance Actions
Minimum 2
years
GC §34090

OPERATIONS / PATROL / SERGEANTS
Police /
Ops / Patrol PD-013 Canine (Police Service Dogs) Program Files: Animal Files
Separation
+ 3 years
3 years is required for animal care / treatment
records; FA §32003(e), PC §597.1(d); GC §34090 et
seq.

Police /
Ops / Patrol PD-014 Officer Recordings: Body-Worn Cameras – LOGS of Access or Deletion of Data P PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Ops / Patrol PD-015
Officer Recordings: Body-Worn Cameras -
that ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows the
Retention of
the
Evidence,
Minimum 2
years
PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police /
Ops / Patrol PD-016 Officer Recordings: Body-Worn Cameras - that are NOT evidence 60 days PC§ 832.18(b)(5)(A); GC §34090.6 et seq.

Police /
Ops / Patrol PD-017
Officer Recordings: Mobile Audio/Video
Recordings (MAV) that are not evidence
(in-car videos, etc.)
2 years
Department preference; Consistent with Lexipol
Section 446.10.1; Recordings that become evidence
are stored with evidence; GC §34090.6(a)
Police /
Ops / Patrol PD-018 Special Events / Ops Plan Minimum 2 years Department preference; GC §34090 et seq.

Police /
Ops / Patrol PD-019 Watch Commanders Log 2 years Department preference (Preliminary drafts); GC §34090 et seq.

INVESTIGATIONS
Police /
Investigat. PD--020
Business Permits (Regulatory) -
BUSINESS OWNER: Taxi LiveScan
Responses / CORIs (Criminal Offender
Record Information)
Minimum
Business
Close + 2
years
Department Preference; GC §34090
Police /
Investigat. PD--021
Business Permits (Regulatory) -
TECHNICIAN / EMPLOYEES; Taxi Driver
LiveScan Responses / CORIs (Criminal
Offender Record Information)
Minimum
Inactive /
Separation
+ 2 years
Department Preference; El Cajon Work Permits; GC
§34090
Police /
Investigat. PD--022 Detectives Investigation Files and Arrest Files Transferred
into
Record's
Files
Transfer all Official Reports to Records to be placed
in the Day Files.

Police /
Investigat. PD--023 Informant Files Minimum 2 years
Informant information; Does not contain criminal
intelligence information concerning individuals;
Department preference; GC §34090
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Page 100 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

Police /
Investigat. PD--024 Intelligence Files 5 years
Files contain criminal intelligence information
concerning an individual only if there is reasonable
suspicion that the individual is involved in criminal
conduct or activity and the information is relevant to
that criminal conduct or activity.

Misleading, obsolete or unreliable information is
required to be destroyed; remaining records must
not be retained longer than 5 years; 28 CFR

23.20(h); GC §34090
Police /
Investigat. PD--025 Recordings: Automated License Plate Readers (ALPR) When No
Longer
Required
Does not record regular and ongoing operations; GC
§34090.6 et seq,
Police /
Investigat. PD--026 Recordings: Drone (Unmanned Aerial Vehicle) When No
Longer
Required
Does not record regular and ongoing operations; GC
§34090.6 et seq,
Police /
Investigat. PD--027 Registrants: Arson - Adults P, or Death of Registrant Department preference; Pursuant to PC §457.1 et
seq.; required to register for life; If released from
CYA, records are destroyed after age 25 or sealing
pursuant to W&I §781; GC §34090.7
Police /
Investigat. PD--028 Registrants: Arson - Juveniles released from Division of Juvenile Justice
Age 25 or
Sealing
Date + 5
years
Pursuant to PC §457.1 et seq.; If released from
DOJJ, records are destroyed after age 25 or sealing
pursuant to W&I §781; GC §34090.7
Police /
Records PD--029 Registrants: Gang Adults & Juveniles Minimum 5 years Department Preference (registration pursuant to PC
186.3(a)); GC §34090
Police /
Investigat. PD--031 Registrants: Sex Offender Registrations: Adults P,
or Death of
Registrant
Department Preference; After 2021, Offenders can
petition Court for removal 10 or 20 years after
offense, provided there are no subsequent offenses;
Pursuant to PC §290 et seq.

Police /
Investigat. PD--032 Registrants: Sex Offender Registrations: Juveniles P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Department Preference; After 2021, Offenders can
petition Court for removal 10 or 20 years after
offense, provided there are no subsequent offenses;
Pursuant to PC §290 et seq.

PROPERTY & EVIDENCE
Police /
Property &
Evidence
PD-033 Crime Report Photos, Mug Shots
Follows the
Retention of
the Arrest
Record
Department Preference; GC §34090
Police /
Property &
Evidence
PD-034 Gun and Narcotics Destruction Log
(Documents related to) 2 years GC §34090
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 101 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

Police /
Property &
Evidence
PD-035 Latent Print File
Follows the
Retention of
the Crime
Report
Department Preference; GC §34090
Police /
Property &
Evidence
PD-036 Logs: Evidence Database
Indefinite -
Follows
Retention of
the Evidence
Data is interrelated; GC §34090
Police /
Property &
Evidence
PD-037 PAS Device Calibration Logs 2 years GC §34090 et seq.

Police /
Property &
Evidence
PD-038 Property Release 2 years GC §34090
Police /
Property &
Evidence
PD-039 Property Tag Logs 2 years GC §34090

RECORDS
Police /
Records PD-040 RMS Database
Indefinite -
Follows
Retention of
the Crime
Report
Data Fields / Records are interrelated; GC §34090
Police /
Records PD-041 Carry Concealed Weapon Permits (CCW) - Approved Expiration +
2 years GC §34090
Police /
Records PD-042 Carry Concealed Weapon Permits (CCW) - Denied 2 years GC §34090 Police /
Records PD-043
Citations - Payment Plans for outstanding
parking citations received by indigent
persons
Fully Paid,
Written off,
or Forgiven
+ 5 years
Department preference (the Statute of Limitation for
collections is 5 years from the date of the last
violation); CVC 40222(b); GC §34090
State of
California PD-044
Crime Statistics / National Incident-Based
Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
When No
Longer
Required
Entered Directly into DOJ’s portal (a State record)
Police /
Records PD-045 Department of Justice Validation Lists 2 years GC §34090 Police /
Records PD-046 Hearing Officer Determinations (Citation Appeals, Tows, etc.) 2 years GC §34090 Police /
Records PD-047 NCIC Validation 2 years GC §34090
Police /
Records PD-048 Patrol Ride-A-Long Waiver Form 2 years GC §34090 et seq.

Police /
Records PD-049
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault After January 1, 2024
P
Department preference to accommodate statute of
limitations for victims; CCP §§340.1, GC §34090
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 102 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

Police /
Records PD-050
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault Before January 1, 2024
Age of
Majority +
22 years
Department preference to accommodate statute of
limitations for victims; CCP §§340.1, GC §34090
Police /
Records PD-051
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing
Date + 5
years)
W&I §§389(a), 781(d), GC §34090;
Police /
Records PD-052
POLICE REPORTS:

Lost Property: Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Department Preference to facilitate Three Strikes
law and ease of document imaging administration;
PC§ 11108.2(b); GC §34090
Police /
Records PD-053
POLICE REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder
Abuse (substantiated), & Sexual Assault
(Rape), Arson (Suspected or
Undetermined)
P
Department Preference; DOJ retains CACI (Child
Abuse Central Index) information for adults 100
years; Most have no limitations on commencement
of action; PC §§ 261, 286, 288, 288a, 288.5, 289,
289.5, and 799; 803(h), 11169 et seq.; 11170(a);
WIC 707(b)
Police /
Records PD-054
POLICE REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
PC §§11169(c),11170(a)(3)
Police /
Records PD-055
POLICE REPORTS:

Except those specifically mentioned in
the schedule (ALL Others, Including
Felonies and Misdemeanors)
Minimum 5
years
Department Preference; Provided there are no
outstanding warrants, unrecovered identifiable items,
criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290; Stat.
of Limit. is 2 yrs; Destroy juvenile marijuana after
age18; H&S §11361.5, GC §34090, PC §802, PC
§§187, 800 et seq.

Police /
Records PD-056
POLICE REPORTS:

Misdemeanor or Infraction - Adult
Marijuana / Cannabis - H&S
§11357(b)(c)(d)(e) or H&S §11360(b) (with
procedure in H&S §11361.5) - Except
those with outstanding stolen property,
including firearms, or lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
("Shall" Destroy); GC §§68152(c)(8); H&S §11361.5
Police /
Records PD-057
POLICE REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E) -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
If no subsequent conviction ("Shall" Destroy); H&S
§11361.5
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 103 of 229 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

Police /
Records PD-058
POLICE REPORTS:

Missing Persons
P
(If
Returned,
Follows the
Retention
for the
Crime
Report)
Department Preference; GC §34090
Police /
Records PD-059
POLICE REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record
("Shall" Destroy); GC §34090; PC §851.8(a)
Police /
Records PD-060
POLICE REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is
18 Years
Old
(Courts and other Agencies "Shall" destroy); H&S§
11361.5 et seq., 11357(e)
Police /
Records PD-061
POLICE REPORTS:

Vacatur Relief Granted by Court - Victim
of Human Trafficking, or Victim of
Intimate Partner Violence or Sexual
Violence (Nonviolent Crimes)
Court Order
+ 1 year
Individual petitions Court ("Shall" Destroy); GC
§34090; PC §§236.14(k); 236.15(k)
Court PD-062
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing
(When Not filed with the case file)
Expiration
of the Order Not a City record
Police /
Records PD-063 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years 11 CCR 999.228; 11 CCR 999.229; GC §34090 Court or
District
Attorney
PD-064 Subpoenas (Personal Appearance or
Duces Tecum)
When No
Longer
Required
Court or District Attorney records; GC §34090 et seq.

Page 104 of 229 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance)
Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

ENGINEERING
Town Clerk PW-001
Assessment District Formation / CFD /
Landscape Maintenance District Formation /
Lighting and Landscape District Formation /
Sewer District Formation / Engineers Reports
Copies -
When No
Longer
Required
Included in City Council Agenda Packet;
GC §34090.7
Public Works /
Engineering PW-002
Assessment Rolls / Lighting and Landscape
Districts / Special District Assessment Rolls
(to Tax Assessor for Tax Rolls)
5 years Department preference; Meets auditing
standards; GC §34090 et seq.

Public Works /
Admin. /
Engineering
PW-003 Benchmarks P Department Preference; GC §34090
Public Works /
Admin. /
Engineering
PW-004
Capital Improvement Projects (CIP):

Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP,
etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; s; CCP
§337 et. seq., GC §34090
Public Works /
Admin. /
Engineering
PW-005
Capital Improvement Projects (CIP):

Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Hazardous
Materials, Notice of Completion, Photos, Record
Drawings Soils Reports, Studies, Submittals, Surveys,
etc.

P
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Admin. /
Engineering
PW-006
Drawings, Maps, and Record Drawings, LargeFormat Drawings, Survey Record Maps, Capital Improvement Project "As-Built"
P Drafts should be destroyed; GC §34090
Public Works /
Admin. /
Engineering
PW-007
Encroachment Permits: Temporary
(Excavation, Street Permits, Temporary
Construction, Sidewalk Repairs, Street Cuts,
Traffic Control, Transportation Permits, Utility
Cuts (Installation & Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years GC § 34090
Public Works /
Admin. /
Engineering
PW-008
Encroachment Permits: Permanent (Structures
in the Town's Right of Way, Retaining Walls,
etc.)
Includes Insurance Certificates
P Department Preference; GC §34090
Public Works /
Admin. /
Engineering
PW-009
Engineering Studies / Surveys (Public Right-ofWay) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies /
Project Assessments
P Department Preference; GC §34090
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 105 of 229 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance)
Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

Public Works /
Admin. /
Engineering
PW-010
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Public Works /
Admin. /
Engineering
PW-011
Private Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

Completion +
10 years
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Public Works /
Admin. /
Engineering
PW-012
Private Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

P
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Admin. / DBE
Liaison PW-013
Public Transportation Funding & Grants: FTA,
Others: Equipment (Buses, Vehicles) and
Real Property
Equipment is defined as "useful life of more
than one year and an acquisition cost which
equals or exceeds the lesser of the
capitalization level established by the
governmental unit for financial statement
purposes, or $5,000. Includes rolling stock and
all other such property used in the provision of
public transit service
Includes all records, including application,
administration, reports, audits, etc.

Disposition /
Sale
+ 5 years
FTA Retention for Equipment Records.
"The three year retention period for the
equipment records starts from the date of
the equipment’s disposition or
replacement or transfer"; Equipment is
defined as "useful life of more than one
year and an acquisition cost which equals
or exceeds the lesser of the capitalization
level established by the governmental
unit for financial statement purposes, or
$5,000. Includes rolling stock and all
other such property used in the provision
of public transit service".5 years meets
auditing standards and federal
requirements; FTA - Ciricular_5010_1D,
III(7); OMB Circular A-110 & A-133; GC
§34090
Public Works /
Admin. /
Engineering
PW-014 Stormwater Illicit Discharges 5 years
Required for a minimum of 3 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works /
Admin. /
Engineering
PW-015 Stormwater: NPDES Annual Reports 5 years
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 106 of 229 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance)
Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

Public Works /
Admin. /
Engineering
PW-016 Stormwater: NPDES Permits / MS-4 Permits Expiration + 5 years
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Admin. /
Engineering
PW-017 Subdivision Maps / Parcel Maps P Department Preference; GC §34090 Public Works /
Admin. /
Engineering
PW-018 Surveys, Record of Survey P Department Preference; GC §34090 Public Works /
Admin. /
Engineering
PW-019 Traffic Calming Requests (Speed Humps, etc.) 2 years Department preference; GC §34090 Police or Cal
Trans PW-020 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
copies; GC §34090.7
Public Works /
Admin. /
Engineering
PW-021 Traffic Counts / Traffic Studies 10 years Department preference; GC §34090 Public Works /
Admin. /
Engineering
PW-022 Traffic Speed Surveys 10 years Department preference; GC §34090 Public Works /
Admin. /
Engineering
PW-023 Traffic Stop Sign Warrants 10 years Department preference; GC §34090 Public Works /
Admin. /
Engineering
PW-024 Transportation Plans / Master Plans P Department preference; GC §34090

PUBLIC WORKS / FLEET
Public Works /
Lead Div. PW-027 BAAQMD Permits - for Generators, etc. Issue Date + 5 years 40 CFR 70.6; GC §34090 Public Works /
Equip. Maint. &
Fleet
PW-028
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years GC §34090; 13 CCR 1234(c)
Public Works /
Equip. Maint. &
Fleet
PW-029
Fleet - Vehicle & Equipment History Files
Maintenance, Brakes, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
2 years
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works /
Lead Div. PW-030 Generator Operation Logs & Inspections 5 years BAAQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works /
Lead Div. PW-031 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Department preference; GC §34090 et.
seq.

Page 107 of 229 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance)
Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

Public Works /
Lead Div. PW-032
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Division
Providing
Service / Work
PW-033
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Life of
Vehicle or
Equipment
Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-034
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-035
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Town Preference; CCP §§338 et seq.,
340 et seq., 342, GC §34090

PUBLIC WORKS / MAINTENANCE
Public Works /
Lead Div. PW-036 Operations & Maintenance Manuals (O&M Manuals) Life of
Facility or
Equipment
Department Preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-037
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Finance PW-038
Sidewalk Maintenance: Surveys, Grinding,
Ramping (Contracted, invoices are sent to
Finance)
Copies -
When No
Longer
Required
GC §34090.7
Finance PW-039
Playground Equipment Inspections and
Maintenance (Contracted, invoices are sent to
Finance)
Copies -
When No
Longer
Required
Department preference; GC §34090
Finance PW-040
Tree Maintenance,- Town-owned Trees Only
Trimming, Arborists Reports (Contracted,
invoices are sent to Finance)
Copies -
When No
Longer
Required
Department preference; GC §34090
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 108 of 229 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance)
Page PW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for Town-Wide Standards .

Public Works /
Lead Div. PW-041 Underground Service Alerts (USA's) / Dig Alerts 3 years Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(f) & 4216.3(e), 34090
Division
Providing
Service / Work
PW-042
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-043
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-044
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Town Preference; CCP §§338 et seq.,
340 et seq., 342, GC §34090
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 109 of 229 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards .

Town Clerk TW-001
Affidavits of Publications / Affidavits of
Posting Notices / Legal Advertising /
Notices / Proofs of Publications / Public
Hearing Notices
2 years
Brown Act challenges must be filed within 30 or 90
days of action; Statute of Limitations on Municipal
Government actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Town Clerk TW-002 Agendas - Town Council Minimum 2
years
Department preference; GC §34090
Town Clerk TW-003 Agenda Packets - Staff Reports (Filed by Subject Matter) Town Council
Follows
Retention of
Subject Matter
Department preference; GC §34090
Town Clerk TW-004
Agreements & Contracts, Amendments -
ALL
(NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT IMAGED)
Agreement or Contract includes all
contractual obligations (e.g.

Specifications and Successful Proposal
or Scope of Work)
Examples of Non-Infrastructure:

Consultants, Franchises, Landscaping,
Painting, Slurry Seals (Paving), Tree Trimming,
Leases, Personnel, Professional Services, etc.

Completion +
5 years
Department Preference; Statute of Limitations is
10 years for Errors & Omissions; 4 years for all
contracts; CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention requirements in
48 CFR 4.703(a)
Town Clerk TW-005
Agreements & Contracts, Amendments -

ALL (INFRASTRUCTURE, OR IF
IMAGED, JPAs, MOUs)
Agreement or Contract includes all
contractual obligations (e.g.

Specifications and Successful Proposal
or Scope of Work)
Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property & property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street & alley improvements, settlement,
subdivisions, utilities, water, etc.

Completion +
10 years
Department Preference; Statute of Limitations is
10 years for Errors & Omissions; 4 years for all
contracts; CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention requirements in
48 CFR 4.703(a)
Town Clerk TW-006 Articles of Incorporation P Department preference; GC §34090 Town Clerk TW-007
Assessment District Formation / CFD /
Landscape Maintenance District
Formation / Lighting and Landscape
District Formation / Sewer District
Formation / Engineers Reports
P Department preference; GC §34090

Page 110 of 229 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards .

TOWN CLERK
Town Clerk TW-008
Board & Commission / Committee
Applications (All, whether appointed or
not)
2 years GC §34090
Town Clerk TW-009 Board & Commission / Committee Maddy
Act Lists / Vacancy Notices 2 years GC §34090
Town Clerk TW-010 Claim for Damages / Claims Against the Town
Final
Resolution +
5 years
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
Town Clerk TW-011
FPPC Economic Interest Filings (FPPC
700 Series Forms - Statement of
Economic Interests):

ELECTRONICALLY FILED / DATABASE
(Net File)
10 years
Statements filed electronically are required for 10
years; City maintains copies only; original
statements are filed with FPPC; GC §81009(f)(g);
GC §84615
Town Clerk TW-012
FPPC Economic Interest Filings (FPPC
700 Series Forms - Statement of
Economic Interests): ALL FILED IN

PAPER (DESIGNATED EMPLOYEES

AND PUBLIC OFFICIALS)
7 years Town maintains original statements; GC
§81009(d)(e)(f)&(g)
Town Clerk TW-013 FPPC Form 801 (Gift to Agency Report) 7 years Must post on website; GC §81009(e) Town Clerk TW-014 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Should post on website for 4 years; GC §81009(e) Town Clerk TW-015 FPPC Form 803 (Behested Payment
Report) 7 years GC §81009(e)
Town Clerk TW-016 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Must post on website; 2 CCR 18705.5; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 111 of 229 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards .

TOWN CLERK
Town Clerk TC-017
Campaign Filings (FPPC 400 Series
Forms & Form 501): SUCCESSFUL
CANDIDATES (Elected Officials)
P
Paper must be retained for at least 2 years; GC
§81009(b)&(g)
Town Clerk TC-018
Campaign Filings (FPPC 400 Series
Forms, 501 Form): UNSUCCESSFUL

CANDIDATES - PRIOR TO

ELECTRONIC FILING
5 years Paper must be retained for at least 2 years; GC §81009(b)&(g)
Town Clerk TC-019
Campaign Filings (FPPC 400 Series
Forms, 501 Form): UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY
FILED - WITH or WITHOUT Committees
10 years
Campaign statements must be posted on the
City’s website within 72 hours and remain on line
for 4 years; Statements filed electronically are
required for 10 years; GC §81009(b)&(g); GC
§84615
Town Clerk TC-020
Campaign Filings (FPPC 400 Series
Forms): THOSE NOT REQUIRED TO

FILE ORIGINAL WITH CITY CLERK
(copies)
4 years Paper must be retained for at least 2 years; GC §81009(f)&(g)
Town Clerk TC-021
Campaign Filings (FPPC 400 Series
Forms): OTHER COMMITTEES (PACS -
not candidate-controlled)
7 years Paper must be retained for at least 2 years; GC §81009(c)&(g)
Town Clerk TC-022
Elections - GENERAL, WORKING or
ADMINISTRATION Files
(Correspondence, Applications to fill a
Vacancy on the Town Council, Precinct
Maps, County Election Services,
Candidate Statements to be printed in the
Sample Ballot, Polling Locations and
Precinct Board Members, Notices,
Postings, etc.)
Minimum 2
years
GC §34090
Town Clerk TC-023
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution
Declaring Results, etc.)
P Department preference; GC §34090
Town Clerk TC-024 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a legal
or FPPC proceeding. EC §§17200(b)(3), 17400
Town Clerk TC-025 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year after
petition
examination
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a legal
or FPPC proceeding. EC §§17200(b)(3), 17400
(End of Elections Section)
Town Clerk TC-026
Ethics & Harassment Prevention Training
Certificates for Town Council, Board and
Commission Members & Employees
5 years GC §§ 3105, 12946, 34090;; 53235.2(b);
53237.2(b)
Town Clerk TC-027 Grand Jury Reports regarding Town
Operations and Responses 5 years Department preference; matches the retention of the Grand Jury; GC §34090

ELECTIONS (CONSOLIDATED)
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 112 of 229 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards .

TOWN CLERK
Town Clerk TC-028
Historical Records, Photographs, &
Historical Projects (e.g. Town
Anniversaries, Incorporation, Town Seal,
Awards of significant historical interest,
Grand Openings, etc.)
P
Town Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video tape)
may be limited because of the media's life
expectancy; GC §34090
Town
Attorney TC-029 Lawsuits / Litigation
Final
Resolution +
5 years
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
Town Clerk TC-030
Minutes: Town Council & Town Council &
Parks & Recreation Commission,
Planning and Economic Development
Commission
P GC §34090(e)
Town Clerk TC-031
Oath of Office / Appointments: Town
Council, Commission & Committee
Members, Employees
Separation +
6 years
Department Preference; Statute of Limitations:

Public official misconduct is discovery of offense +
4 years, GC §§36507, 34090; PC §§801.5,
803(c); 29 USC 1113
Town Clerk TC-032 Ordinances P GC §34090(e)
Town Clerk TC-033 Permits from County / Federal
Agreements for Forest Use, etc.

Expiration + 2
years
GC §34090
Town Clerk TC-034 Proclamations / Commendations /
Memoriums 2 years GC §34090
Town Clerk TC-035 Public Records Requests / Subpoenas
Duces Tecum 2 years GC §34090
Town Clerk TC-036
Recorded Documents / Real Property:

Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases
P GC §34090(a)
Town Clerk TC-037
Recordings: Audio or Video of Town
Council & Parks & Recreation
Commission Meetings, Planning and
Economic Development Commission; All
Legislative Bodies of the Town
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years
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC §34090.7
Town Clerk TC-038
Resident Petitions (submitted to Council
on any subject - Dog Parks, Parking,
Pickleball Courts, Traffic Calming, etc.)
See Elections for Initiative, Recall or
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Town Clerk TC-040 Vehicle Titles ("Pink Slips") Sale or Disposal Given to Auction House / New Owner; GC §34090
MAMMOTH LAKES, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

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1 TOWN COUNCIL STAFF REPORT
Title: Authorize a professional services agreement with TRB and Associates for building inspection, plan check, and related services.

Meeting Date: July 3, 2024
Prepared by: Tom Perry, Building Official
RECOMMENDATION:

Authorize a professional services agreement with TRB and Associates for building inspection, plan check, and related services as shown in Exhibit A of the agreement.

BACKGROUND/ANALYSIS:

Over the past 20 years, the Town has utilized outside plan check and inspection services to assist staff. The use of outside agencies is dependent on the varying level of development intensity here in the Town. The Town currently employs one (1) full-time building inspector and due to the current high level of development activity, and the expectation for the high level of activity to continue, there is a need for additional building inspector support. The proposed contract with TRB and Associates will provide for one (1) contract inspector to be available 40 hours per week through the end of December 2024, which aligns with the typical slow-down of the building season and the 1,000-hour cap on parttime/contract employees.

Staff will be recruiting an additional full-time building inspector in spring 2025.

The contract also allows the Town to use TRB and Associates for outside plan review, as needed. The Town has existing contracts with three other outside plan review firms and would only minimally use TRB and Associates for plan review.

FINANCIAL CONSIDERATIONS:

Building plan check and inspection services will be paid for using a portion of the building plan check fee paid by the applicant. Municipal Code Section 3.20.290.A.5 requires that contracts that exceed $50,000 be approved by Town Council. It is expected that the contract with TRB and Associates will exceed $50,000 (estimated amount of $107,000 based on the billing rate and the expected workload) and are therefore requesting the Council approve the contract for an exceedance of the $50,000 threshold.

LEGAL CONSIDERATIONS:

The Town Attorney has reviewed the attached consulting agreement.

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TOWN OF MAMMOTH LAKES

PROFESSIONAL SERVICES AGREEMENT

1. PARTIES AND DATE.

This Agreement is made and entered into this 3rd day of July, 2024, by and between the Town of Mammoth Lakes, a municipal corporation, organized under the laws of the State of California, with its principal place of business at 437 Old Mammoth Rd., Suite R, Mammoth Lakes, California, 93546 (“Town”) and TRB and Associates, a California corporation with its principal place of business at 4182 N. Viking Way, Suite 213, Long Beach, CA 90808 (“Consultant”). Town and Consultant are sometimes individually referred to herein as “Party” and collectively as “Parties.”

2. RECITALS.

2.1 Consultant.

Consultant desires to perform and assume responsibility for the provision of certain professional building plan check and consulting services required by the Town on the terms and conditions set forth in this Agreement. Consultant represents that it is experienced in providing professional building plan check and consulting services to public clients, is licensed in the State of California, and is familiar with the plans of Town.

2.2 Project.

Town desires to engage Consultant to render such professional building plan check and consulting services for the project (“Project”) as set forth in this Agreement.

3. TERMS.

3.1 Scope of Services and Term.

3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the Town all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional building plan check and consulting services necessary for the Project (“Services”). The Services are more particularly described in Exhibit “A” attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations. Additionally, Consultant shall comply with all Federal requirements applicable to the Services as set forth in Exhibit “A.”

3.1.2 Term. The term of this Agreement shall be from July 3, 2024 to July 2, 2025 unless earlier terminated as provided herein. The Town shall have the unilateral option, at its sole discretion, to renew this Agreement for no more than 3 additional one-year terms.

Consultant shall complete the Services within the term of this Agreement and shall meet any other established schedules and deadlines.

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2 3.2 Responsibilities of Consultant.

3.2.1 Independent Contractor; Control and Payment of Subordinates. The Services shall be performed by Consultant or under its supervision. Consultant will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. Town retains Consultant on an independent contractor basis and not as an employee.

Consultant retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Consultant shall also not be employees of Town and shall at all times be under Consultant's exclusive direction and control. Neither Town, nor any of its officials, officers, directors, employees or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers’ compensation insurance.

3.2.2 Schedule of Services. Consultant shall perform the Services expeditiously, within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit “B” attached hereto and incorporated herein by reference. Consultant represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Consultant's conformance with the Schedule, Town shall respond to Consultant's submittals in a timely manner. Upon request of Town, Consultant shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services.

3.2.3 Conformance to Applicable Requirements. All work prepared by Consultant shall be subject to the approval of Town.

3.2.4 Substitution of Key Personnel. Consultant has represented to Town that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of Town. In the event that Town and Consultant cannot agree as to the substitution of key personnel, Town shall be entitled to terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the Town, or who are determined by the Town to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Consultant at the request of the Town. The key personnel for performance of this Agreement are as follows: Paul Armstrong, Technical Director/Project Manager.

3.2.5 Town's Representative. The Town hereby designates Tom Perry, Building Official, or his/her designee, to act as its representative in all matters pertaining to the administration and performance of this Agreement (“Town's Representative”). Town's Representative shall have the power to act on behalf of the Town for review and approval of all products submitted by Consultant but not the authority to enlarge the Scope of Work or change the

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3 total compensation due to Consultant under this Agreement. The Town Manager shall be authorized to act on Town's behalf and to execute all necessary documents which enlarge the Scope of Work or change the Consultant's total compensation subject to the provisions contained in Section 3.3 of this Agreement. Consultant shall not accept direction or orders from any person other than the Town Manager, Town's Representative or his/her designee.

3.2.6 Consultant's Representative. Consultant hereby designates Paul Armstrong, Technical Director, or his/her designee, to act as its representative for the performance of this Agreement (“Consultant's Representative”). Consultant's Representative shall have full authority to represent and act on behalf of the Consultant for all purposes under this Agreement. The Consultant's Representative shall supervise and direct the Services, using his/her best skill and attention, and shall be responsible for all means, methods, techniques, sequences, and procedures and for the satisfactory coordination of all portions of the Services under this Agreement.

3.2.7 Coordination of Services. Consultant agrees to work closely with Town staff in the performance of Services and shall be available to Town's staff, consultants and other staff at all reasonable times.

3.2.8 Standard of Care; Performance of Employees. Consultant shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional calling necessary to perform the Services. Consultant warrants that all employees and subconsultants shall have sufficient skill and experience to perform the Services assigned to them. Finally, Consultant represents that it, its employees and subconsultants have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, and that such licenses and approvals shall be maintained throughout the term of this Agreement.

As provided for in the indemnification provisions of this Agreement, Consultant shall perform, at its own cost and expense and without reimbursement from the Town, any services necessary to correct errors or omissions which are caused by the Consultant's failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the Town to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the Town, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project.

3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations of such laws and regulations in connection with Services. If Consultant performs any work knowing it to be contrary to such laws, rules and regulations, Consultant shall be solely responsible for all costs arising therefrom.

Consultant shall defend, indemnify and hold Town, its officials, directors, officers, employees, agents, and volunteers free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with

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4 such laws, rules or regulations.

3.2.10 Insurance.

3.2.10.1 Time for Compliance. Consultant shall not commence work under this Agreement until it has provided evidence satisfactory to the Town that it has secured all insurance required under this section. In addition, Consultant shall not allow any subconsultant to commence work on any subcontract until it has provided evidence satisfactory to the Town that the subconsultant has secured all insurance required under this section.

3.2.10.2 Types of Insurance Required. As a condition precedent to the effectiveness of this Agreement for work to be performed hereunder, and without limiting the indemnity provisions of the Agreement, the Consultant, in partial performance of its obligations under such Agreement, shall procure and maintain in full force and effect during the term of the Agreement the following policies of insurance. If the existing policies do not meet the insurance requirements set forth herein, Consultant agrees to amend, supplement or endorse the policies to do so.
(A) Commercial General Liability: Commercial General Liability Insurance which affords coverage at least as broad as Insurance Services Office “occurrence” form CG 0001, or the exact equivalent, and shall be no less than $1,000,000 per occurrence and no less than $2,000,000 in the general aggregate. Defense costs shall be paid in addition to the limits.

The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; or (3) contain any other exclusion contrary to the Agreement.
(B) Automobile Liability Insurance: Automobile Liability Insurance with coverage at least as broad as Insurance Services Office Form CA 0001 covering “Any Auto” (Symbol 1), or the exact equivalent, covering bodily injury and property damage for all activities shall be in an amount of not less than $1,000,000 combined limit for each occurrence. (C) Workers’ Compensation: Workers' Compensation Insurance, as required by the State of California and Employer's Liability Insurance with a limit of not less than $1,000,000 per accident for bodily injury and disease.
(D) Professional Liability: Professional Liability insurance with minimum limits of $1,000,000 per claim and in the aggregate. Covered professional services shall specifically include all work to be performed under the Agreement and delete any exclusions that may potentially affect the work to be performed (for example, any exclusions relating to lead, asbestos, pollution, testing, underground storage tanks, laboratory analysis, soil work, etc.). If coverage is written on a claims-made basis, the retroactive date shall precede the effective date of the initial Agreement and continuous coverage will be maintained or an extended reporting period will be exercised for a period of at least three (3) years from termination or expiration of this Agreement.

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5 3.2.10.3 Endorsements. Required insurance policies shall not be in compliance if they include any limiting provision or endorsement that has not been submitted to the Town for approval.
(A) The policy or policies of insurance required by Section 3.2.10.2(A), Commercial General Liability shall be endorsed to provide the following:
(1) Additional Insured: Consultant agrees to endorse the third-party general liability coverage required herein to include as additional insureds Town, its officials, employees, agents, and volunteers, using standard ISO endorsement No. CG 2010 with an edition date of 2010 or similar form. This provision shall also apply to any excess/umbrella liability policies. Consultant also agrees to require all contractors, subcontractors, and anyone else involved in any way with the Project contemplated by this Agreement to do likewise. (B) The policy or policies of insurance required by Section 3.2.10.2(C), Workers' Compensation, shall be endorsed to provide the following:
(1) Waiver of Subrogation: A waiver of subrogation stating that the insurer waives all rights of subrogation against the indemnified parties.

3.2.10.4 Primary and Non-Contributing Insurance. All insurance coverages shall be primary and any other insurance, deductible, or self-insurance maintained by the indemnified parties shall not contribute with this primary insurance. Policies shall contain or be endorsed to contain such provisions.

3.2.10.5 Waiver of Subrogation. Required insurance coverages shall not prohibit Consultant from waiving the right of subrogation prior to a loss. Consultant shall waive all subrogation rights against the indemnified parties. Policies shall contain or be endorsed to contain such provisions.

3.2.10.6 Deductible. Any deductible or self-insured retention must be approved in writing by the Town and shall protect the indemnified parties in the same manner and to the same extent as they would have been protected had the policy or policies not contained a deductible or self-insured retention.

3.2.10.7 Evidence of Insurance. The Consultant, concurrently with the execution of the Agreement, and as a condition precedent to the effectiveness thereof, shall deliver either certified copies of the required policies, or original certificates and endorsements on forms approved by the Town. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. At least fifteen (15) days prior to the expiration of any such policy, evidence of insurance showing that such insurance coverage has been renewed or extended shall be filed with the Town. If such coverage is cancelled or reduced, Consultant shall, within ten (10) days after receipt of written notice of

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6 such cancellation or reduction of coverage, file with the Town evidence of insurance showing that the required insurance has been reinstated or has been provided through another insurance company or companies.

3.2.10.8 Failure to Maintain Coverage. Consultant agrees to suspend and cease all operations hereunder during such period of time as the required insurance coverage is not in effect and evidence of insurance has not been furnished to the Town. The Town shall have the right to withhold any payment due Consultant until Consultant has fully complied with the insurance provisions of this Agreement. In the event that the Consultant's operations are suspended for failure to maintain required insurance coverage, the Consultant shall not be entitled to an extension of time for completion of the Services because of production lost during suspension.

Contractor shall provide immediate written notice if: (i) any of the required insurance policies is terminated; (ii) the limits of any of the required policies are reduced; or (iii) the deductible or selfinsured retention is increased.

3.2.10.9 Acceptability of Insurers. Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and authorized to do business in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.

3.2.10.10 Pass Through Clause. Consultant agrees to ensure that its subconsultants, subcontractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage and endorsements required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with consultants, subcontractors, and others engaged in the project will be submitted to the Town for review.

3.2.10.11 Requirements Not Limiting. Requirements of specific coverage features or limits contained in this Agreement are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If Consultant maintains higher limits than the minimums shown above, Town requires and shall be entitled to coverage for the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to Town.

3.2.10.12 Prohibition of Undisclosed Coverage Limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to the Town and approved of in writing.

3.2.10.13 Separation of Insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s

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7 limits of liability. The policy(ies) shall not contain any cross-liability exclusions.

3.2.10.14 Timely Notice of Claims. Consultant shall give the Town prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.

3.2.11 Safety. Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions, where applicable, shall include, but shall not be limited to: (A) adequate life protection and lifesaving equipment and procedures; (B) instructions in accident prevention for all employees and subconsultants, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.

3.3 Fees and Payments.

3.3.1 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit "C" attached hereto and incorporated herein by reference. The total compensation shall not exceed one hundred seven thousand dollars ($107,000) for the initial term of this agreement, and shall not exceed one hundred thousand dollars ($107,000) for each of the three renewal terms pursuant to Section 3.1.2 if Town opts to exercise some or all of its renewal options. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.

3.3.2 Payment of Compensation. Consultant shall submit monthly invoices.

Town shall pay all undisputed amounts within 30 days of the receipt of each invoice.

3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any expenses unless authorized in writing by Town, or included in Exhibit "C" of this Agreement.

3.3.4 Extra Work. At any time during the term of this Agreement, Town may request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which is determined by Town to be necessary for the proper completion of the Project, but which the Parties did not reasonably anticipate would be necessary at the execution of this Agreement.

Consultant shall not perform, nor be compensated for, Extra Work without written authorization from the Town.

3.3.5 Rate Increases. In the event that this Agreement is renewed pursuant to Section 3.1.2, the rate set forth in Exhibit “C” may be adjusted each year at the time of renewal as set forth in Exhibit “C.”

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8 3.4 Accounting Records.

3.4.1 Maintenance and Inspection. Consultant shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of Town during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.

3.5 General Provisions.

3.5.1 Termination of Agreement.

3.5.1.1 Grounds for Termination. Town may, by written notice to Consultant, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Consultant of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Consultant shall be compensated only for those services which have been adequately rendered to Town, and Consultant shall be entitled to no further compensation. Consultant may not terminate this Agreement except in the event of a breach of Town’s obligations hereunder, which remains uncured 30 days after Town’s receipt of written notice from Consultant specifying alleged breach.

3.5.1.2 Effect of Termination. If this Agreement is terminated as provided herein, Town may require Consultant to provide all finished or unfinished Documents and Data and other information of any kind prepared by Consultant in connection with the performance of Services under this Agreement. Consultant shall be required to provide such document and other information within fifteen (15) days of the request.

3.5.1.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, Town may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.

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9 3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose:

Consultant: TRB and Associates
4182 N. Viking Way, Suite 213
Long Beach, CA 90808
ATTN: Paul Armstrong
Town: Town of Mammoth Lakes
PO Box 1609
437 Old Mammoth Road, Suite R
Mammoth Lakes, CA 93546
ATTN: Tom Perry
Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service.

3.5.3 Ownership of Materials and Confidentiality.

3.5.3.1 Documents & Data; Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for Town to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement (“Documents & Data”). Consultant shall require all subconsultants to agree in writing that Town is granted a non-exclusive and perpetual license for any Documents & Data the subconsultant prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data.

Consultant makes no such representation and warranty in regard to Documents & Data which were prepared by design professionals other than Consultant or provided to Consultant by the Town.

Town shall not be limited in any way in its use of the Documents & Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at Town's sole risk.

3.5.3.2 Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other Documents & Data either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant. Such materials shall not, without the prior written consent of Town, be used by Consultant for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Consultant which is otherwise known to Consultant or is generally known, or has become known, to the related industry shall be deemed confidential. Consultant shall not use Town's name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any

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10 magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of Town.

3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.

3.5.5 Attorney's Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and all other costs of such action.

3.5.6 Indemnification.

3.5.6.1 Scope of Indemnity. To the fullest extent permitted by law, Consultant shall defend, indemnify and hold the Town, its directors, officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant's Services, the Project or this Agreement, including without limitation the payment of all consequential damages, expert witness fees and attorney’s fees and other related costs and expenses. Notwithstanding the foregoing, to the extent Consultant's Services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.

3.5.6.2 Additional Indemnity Obligations. Consultant shall defend, with counsel of Town’s choosing and at Consultant's own cost, expense and risk, any and all claims, suits, actions or other proceedings of every kind covered by Section 3.5.6.1 that may be brought or instituted against Town or its directors, officials, officers, employees, volunteers and agents. Consultant shall pay and satisfy any judgment, award or decree that may be rendered against Town or its directors, officials, officers, employees, volunteers and agents as part of any such claim, suit, action or other proceeding. Consultant shall also reimburse Town for the cost of any settlement paid by Town or its directors, officials, officers, employees, agents or volunteers as part of any such claim, suit, action or other proceeding. Such reimbursement shall include payment for Town's attorney's fees and costs, including expert witness fees. Consultant shall reimburse Town and its directors, officials, officers, employees, agents, and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the Town, its directors, officials officers, employees, agents, or volunteers.

3.5.7 Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations,

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11 understandings or agreements. This Agreement may only be modified by a writing signed by both parties.

3.5.8 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Mono County.

3.5.9 Time of Essence. Time is of the essence for each and every provision of this Agreement.

3.5.10 Town's Right to Employ Other Consultants. Town reserves the right to employ other consultants in connection with this Project.

3.5.11 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties.

3.5.12 Assignment or Transfer. Consultant shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the Town. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer.

3.5.13 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days.

All references to Consultant include all personnel, employees, agents, and subconsultants of Consultant, except as otherwise specified in this Agreement. All references to Town include its elected officials, directors, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement.

3.5.14 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.

3.5.15 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.

3.5.16 No Third-Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties.

3.5.17 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

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12 3.5.18 Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, Town shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of Town, during the term of his or her service with Town, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

3.5.19 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subconsultant, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.

3.5.20 Labor Certification. By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services.

3.5.21 Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party.

3.5.22 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.

3.6 Subcontracting.

3.6.1 Prior Approval Required. Consultant shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of Town. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement.

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13 TOWN OF MAMMOTH LAKES TRB AND ASSOCIATES

By: By:

Rob Patterson, Town Manager Todd Bailey, President
Attest:

By:

Todd Bailey, Secretary
By:

Jamie Gray
Town Clerk
Approved as to Form:

By:

Andrew Morris
Town Attorney

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A-1
EXHIBIT "A"

SCOPE OF SERVICES
Plan Check Services:

The consultant shall provide structural and non-structural plan review services and inspection services at the request of The Town of Mammoth Lakes Building Division. The consultant shall review plans for compliance with the current California Code of Regulations, Title 24, Part 1 thru 12 and The Town of Mammoth Lakes Local Ordinances. The consultant shall review the plans to assure that the structure(s) comply with acceptable engineering and design practices. The consultant shall communicate with the Town and incorporate any Town of Mammoth Lakes local ordinances and comments into the plan review.

All plan checks will include an overview of the application package for other applicable requirements such as approvals from other local agencies and districts. All plan checks will comply with the Town’s directives, adopted codes and policies.

Consultant is responsible for all shipping and handling fees of plans, including but not limited to:

Fed Ex, UPS, USPS, California Overnight, and DHL, and shall ship all plans for two-day delivery unless otherwise specified by the Building Division.

Consultant’s plan check staff will meet, via phone or electronic mail, during work hours to discuss and clarify plan check issues with Town representatives, permit applicants or their representatives, including during preliminary or design stages. Resolution of code issues may also be accomplished by telephone, email or meetings prior to resubmitting corrected plans and documents. Any issues not resolved by the plan checker and the permittee or architect/engineer of record shall be referred to the Town Building Official for final interpretation. Consultant will inform the Town Building Official immediately if there are discrepancies noted between the applicant’s estimate and the Town’s or industry standards and practices.

Inspection Services:

If inspection services are provided, the consultant shall provide structural and non-structural inspection services at the request of The Town of Mammoth Lakes Building Division. The consultant shall inspect for compliance with the stamped approved plans based on the current California Code of Regulations, Title 24, Part 1 thru 12 and The Town of Mammoth Lakes Local Ordinances. The consultant shall communicate with The Town of Mammoth Lakes and incorporate any Town of Mammoth Lakes local ordinances and comments into the inspections.

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A-I-1
EXHIBIT "B"

SCHEDULE OF SERVICES
Type of Projects* Initial Review Re-Check
New Single-Family Home 10 Working Days 5 Working Days
New Multi-Family 10 Working Days 6 Working Days
Residential Additions 10 Working Days 5 Working Days
New Commercial / Large Tenant
Improvement 12 Working Days 8 Working Days
Commercial Additions / Remodels / Small
Tenant Improvement 10 Working Days 5 Working Days
Large / Complex Projects Negotiated with Town
Staff
Negotiated with Town
Staff

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B-1
EXHIBIT "C"

COMPENSATION
In the event that this Agreement is renewed pursuant to Section 3.1.2, the rates set forth above may be increased or reduced each year at the time of renewal, but any increase shall not exceed the Consumer Price Index, All Urban Consumers, Los Angeles-Long Beach-Anaheim.

Plan review fees are calculated as a percentage of the total plan review fee collected by the Town, at the rates noted in the schedule below. The fee compensation shown covers three total plan review cycles – the initial plan review and two rechecks. Any further review cycles which become necessary and reviews of revisions to approved plans will be billed based upon the hourly rates set forth below. All plan reviews performed on a fixed fee basis are subject to a minimum $250 fee.

Turnaround Timeframe*
(in business days)
StructuralOnly
Review
M/E/POnly
Review
Complete Review
(Structural, Life
Safety/Disabled Access,
M/E/P, Green, Energy)
Standard:
- 7-10 days first check
- 5 days rechecks
45% 45% 65%
Expedited**
- 5-7 days first check
- 5 days rechecks
Standard fee plus an
additional 50 percent
Standard fee plus an
additional 50 percent
Standard fee plus an
additional 50 percent

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C-1
The following billing rates apply for services rendered on an hourly basis:

Position Hourly Rate
Principal / Director $185.00
Project Manager $155.00
Building Official $155.00
Assistant Project Manager $145.00
Analyst $100.00
Supervising Plan Review Engineer / Architect $150.00
Senior Plan Review Engineer / Architect $140.00
Senior Plans Examiner (Building & Fire) $130.00
Plan Review Engineer/Architect $120.00
Plans Examiner (Building & Fire) $110.00
Engineering Technician $100.00
Intern Plans Examiner $ 70.00
Permit Technician $ 65.00 - 85.00
Clerical/Admin $ 60.00
Geotechnical Engineer
Fire Protection Engineer
$215.00
$195.00
CASp Certified Inspector/Examiner $140.00
Grading/Storm Water Plan Review Engineer $185.00
QSP Storm Water Inspector $185.00
Oil Field Services Coordinator $140.00
Supervising Inspector* $150.00
Senior Inspector* $140.00
Inspector* $110.00
Intern Inspector* $ 90.00
- Overtime, Emergency, Expedited, and After-hours work is billed at the above-noted rates plus an additional 50 percent (Note that no overtime will be charged without client authorization) - Project inspections subject to prevailing wage requirements are at the above-published rates plus 30 percent.
- Reimbursement for non-Town vehicles used in connection with the work will be at the current IRS mileage rate plus 15%.
- Inspector Rates apply to both Building and Code Enforcement Inspectors. - *Housing costs would generally be covered by the Town. TRB to provide the inspector and vehicle. 6-month schedule (5 days per week full-time). Terms subject to negotiation.

The above Schedule is valid through December 31, 2024 at least one (1) year from the effective date of the contract and may be thereafter modified to account for CPI changes, as set forth above.

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1 TOWN COUNCIL STAFF REPORT
Title: Approve a professional services agreement with Placemate to implement and manage the Lease to Locals program.

Meeting Date: July 3, 2024
Prepared by: Nolan Bobroff, Community and Economic Development Director RECOMMENDATION:

Approve a professional services agreement with Placemate to implement and manage the Lease to Locals program
BACKGROUND:

The Lease to Locals program aims to connect tenants with property owners who wish to lease their property on a seasonal (5-11 months) to long-term (12+ months) basis in exchange for a financial subsidy from the Town that is in addition to the rental revenue that the owner will collect.

An overview of the program was presented to the Town Council in May and June 2024, and Town Council directed staff to return with a contract at a future meeting.1 The total year-1 cost of the program is estimated to be $425,000, of which $320,000 will be used for subsidies that are paid directly to the property owners and $105,000 will be paid to Placemate for the administration, implementation, and marketing of the program.

Upon a funding recommendation from Placemate for an approved unit, the Town will issue 50% of the subsidy payment directly to the property owner upon verification that the tenants have moved-in and then will issue the remaining 50% of the subsidy payment at the end of the lease. Property owners can only receive a subsidy one-time per property.

Staff continue to work with Placemate to refine the program guidelines and anticipate bringing back the guidelines for approval at the July 17, 2024 Town Council meeting.

Placemate would then be in a position to launch the program shortly thereafter.

FINANCIAL CONSIDERATIONS:

The Town Council set aside $450,000 for the program during the FY 23/24 – 2nd Quarter budget presentation. This funding will cover the initial year of operating the program.

LEGAL CONSIDERATIONS:

The Town Attorney has reviewed the attached agreement and will work with staff and Plaemate to finalize the agreement.

1 May 1, 2024 Town Council Presentation
https://pub-townofmammothlakes.escribemeetings.com/filestream.ashx?DocumentId=36085 June 19, 2024 Town Council Report
https://pub-townofmammothlakes.escribemeetings.com/filestream.ashx?DocumentId=36659

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TOWN OF MAMMOTH LAKES

PROFESSIONAL SERVICES AGREEMENT

1. PARTIES AND DATE.

This Agreement is made and entered into this 3rd day of July, 2024, by and between the Town of Mammoth Lakes, a municipal corporation, organized under the laws of the State of California, with its principal place of business at 437 Old Mammoth Rd., Suite R, Mammoth Lakes, California, 93546 (“Town”) and Placemate, a California benefit corporation, with its principal place of business at 10266 Truckee Airport Road, Suite C, Truckee, CA 96161 (“Consultant”). Town and Consultant are sometimes individually referred to herein as “Party” and collectively as “Parties.”

2. RECITALS.

2.1 Consultant.

Consultant desires to perform and assume responsibility for the provision of certain professional housing consulting services required by the Town on the terms and conditions set forth in this Agreement. Consultant represents that it is experienced in providing professional housing consulting services to public clients, is licensed in the State of California, and is familiar with the plans of Town.

2.2 Project.

Town desires to engage Consultant to render such professional housing consulting services for the administration, implementation, and marketing of the Lease to Locals program (“Project”) as set forth in this Agreement.

3. TERMS.

3.1 Scope of Services and Term.

3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the Town all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional housing consulting services necessary for the Project (“Services”). The Services are more particularly described in Exhibit “A” attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.

3.1.2 Term. The term of this Agreement shall be from July 3, 2024 to July 2, 2025, unless earlier terminated as provided herein. Consultant shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines.

3.2 Responsibilities of Consultant.

3.2.1 Independent Contractor; Control and Payment of Subordinates. The

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Mammoth Lakes City CouncilJuly 3, 2024

Mammoth Lakes City Council
July 3, 2024