Montclair City Council
July 15, 2024

CITY OF MONTCLAIR

CITY COUNCIL

SUCCESSOR REDEVELOPMENT AGENCY,

MONTCLAIR HOUSING CORPORATION, MONTCLAIR

HOUSING AUTHORITY, AND MONTCLAIR COMMUNITY

FOUNDATION MEETINGS

AGENDA PACKET
Monday, July 15, 2024
7:00 p.m.

Montclair City Council Chambers
5111 Benito Street
Montclair, CA 91763
Mayor
Javier “John” Dutrey
Mayor Pro Tem
Tenice Johnson
Council Members
Bill Ruh
Corysa Martinez
Benjamin “Ben” Lopez
City Manager
Edward C. Starr
City Attorney
Diane E. Robbins
City Clerk
Andrea M. Myrick

REGULAR JOINT MEETING OF THE

CITY COUNCIL, SUCCESSOR AGENCY, MONTCLAIR HOUSING CORPORATION,

MONTCLAIR HOUSING AUTHORITY, AND MONTCLAIR COMMUNITY FOUNDATION to be held in the Council Chambers
5111 Benito Street, Montclair, California
Monday, July 15, 2024
7:00 p.m.

If you want to provide comments on an agenda item, including public hearing and closed session items, please complete a Speaker Card located in the Council Chambers. The Mayor/Chair (or the meeting’s Presiding Officer) will call on those who submitted requests to speak at the appropriate times during the meeting. Written comments (200–word limit per agenda item, and 200–word limit for all non–agenda items combined) can also be emailed to [email protected] at least one hour before the meeting begins.

Watch Council meetings live on the City’s official YouTube Channel at https://www.youtube.com/@cityofmontclair, or via Zoom using the following information: Zoom Link: https://zoom.us/j/93717150550 / Dial Number: 1 (669) 900–6833 / Meeting ID: 937–1715–0550.

Video recordings of Council meetings are available on the City’s website and can be accessed by the end of the business day following the meeting at https://www.cityofmontclair.org/council–meetings/.

AGENDA
I. CALL TO ORDER City Council [CC], Successor Agency Board [SA], Montclair Housing Corporation Board [MHC],
Montclair Housing Authority Commission [MHA],
Montclair Community Foundation Board [MCF]
II. INVOCATION
In keeping with our long–standing tradition of opening our Council meetings with an invocation, this meeting may include a nonsectarian invocation. Such invocations are not intended to proselytize or advance any faith or belief or to disparage any faith or belief. Neither the City nor the City Council endorses any particular religious belief or form of invocation.

III. PLEDGE OF ALLEGIANCE
IV. ROLL CALL
V. PRESENTATIONS
A. Recognition of Outgoing Community Activities Commissioner Alex Hernandez B. Community Activities Commission Presentation of 2024 Home Beautification Awards
VI. PUBLIC COMMENT
During Public Comment, you may comment on any subject that does not appear on this agenda. Each speaker has up to five minutes. The meeting’s presiding officer may provide more or less time to accommodate speakers with special needs or a large number of speakers waiting in line. (Government Code Section 54954.3).

Under the provisions of the Brown Act, the meeting bodies are prohibited from participating in substantial discussion of or taking action on items not listed on the agenda.

VII. PUBLIC HEARINGS — None Page No.

VIII. CONSENT CALENDAR
A. Approval of Minutes

1. Regular Joint Meeting — July 1, 2024 [CC/SA/MHC/MHA/MCF] 174

XXXXXXXXXXXXX
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 1 of 179 Page No.

B. Administrative Reports

1. Consider Receiving and Filing of Treasurer’s Report [CC] 4

2. Consider Approval of Warrant Register & Payroll Documentation [CC] 5

3. Consider Receiving and Filing of Treasurer’s Report [SA] 6

4. Consider Approval of Warrant Register [SA] 7

5. Consider Receiving and Filing of Treasurer’s Report [MHC] 8

6. Consider Approval of Warrant Register [MHC] 9

7. Consider Receiving and Filing of Treasurer’s Report [MHA] 10

8. Consider Approval of Warrant Register [MHA] 11

9. Consider Authorizing The Purchase of a 2024 Ford F–150 4x4 Supercrew Vehicle for the Fire Department from Ken Grody Ford of Redlands in the Total Amount of $60,000 [CC] 12
C. Agreements

1. Consider Approval of Amendment No. 1 to Agreement No. 23–44 with Colts Landscape, Inc. for Additional Landscape Maintenance Services [CC] 13

2. Consider Approval of Agreement No. 24–55 with Cintas Corporation for Supply and Maintenance of Public Works Department Employee Uniforms [CC] 22

3. Consider Approval of Agreement No. 24–59 with Blais & Associates, Inc. for Grant Writing Services [CC] 37

4. Consider Approval of Agreement No. 24–60, with Set Free Church Pomona Valley for the Lease of a City Owned Property, Subject to Any Revisions Deemed Necessary by the City Attorney [CC] 56

5. Consider Approval of Agreement No. 24–61 with Loma Linda University Children’s Hospital, a Memorandum of Understanding for the Montclair Police Department’s use of the Children’s Assessment Center [CC] Consider Authorizing Chief of Police Jason Reed to Sign Agreement No. 24–61 [CC] 77
D. Resolutions

1. Consider Adoption of Resolution No. 24–3437 Adopting a Records and Information Management Program Policy and Record Retention Schedules Together as the City of Montclair’s Official Records Management Program [CC] 89

2. Consider Adoption of Resolution No. 24–3446 Authorizing Placement of Liens on Certain Properties for Delinquent Sewer and Trash Charges [CC] 167 IX. PULLED CONSENT CALENDAR ITEMS
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 2 of 179 Page No.

X. COMMUNICATIONS
A. Department Reports

1. Police Department — National Night Out

2. Human Services Department — Upcoming Events
B. City Attorney
C. City Manager/Executive Director
D. Mayor/Chairperson
E. Council Members/Directors
F. Committee Meeting Minutes (for informational purposes only)

1. Personnel Committee Meeting — July 1, 2024 [CC] 173
XI. ADJOURNMENT
The next regular joint meeting of the City Council, Successor Agency Board, Montclair Housing Corporation Board, Montclair Housing Authority Commission, and Montclair Community Foundation Board will be held on Monday, August 5, 2024 at 7:00 p.m.

Reports, backup materials, and additional materials related to any item on this Agenda distributed to the meeting bodies after publication of the Agenda packet are available for public inspection in the Office of the City Clerk between 7:00 a.m. and 6:00 p.m., Monday through Thursday. Please call the City Clerk’s Office at (909) 625–9416 or send an e–mail to [email protected] to request documents via e–mail.

If you need special assistance to participate in this meeting, call the City Clerk’s Office at (909) 625–9416 or e–mail [email protected]. Notification prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 35.102–35.104 ADA Title II) I, Andrea M. Myrick, City Clerk, hereby certify that I posted, or caused to be posted, a copy of this Agenda not less than 72 hours prior to this meeting on the City’s website at https://www.cityofmontclair.org/agendas/ and on the bulletin board adjacent to the north door of Montclair City Hall at 5111 Benito Street, Montclair, CA 91763 on Thursday, July 11, 2024.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 3 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 1
FILE I.D.: FIN520
DEPT.: FINANCE
PREPARER: J. KULBECK
SUBJECT: CONSIDER RECEIVING AND FILING OF TREASURER'S REPORT REASON FOR CONSIDERATION: The City Council is requested to consider receiving and filing the City of Montclair Treasurer's Report for the month ending June 30, 2024.

BACKGROUND: Included in the City Council’s agenda packet is a copy of the Treasurer's Report for the period ending June 30, 2024.

FISCAL IMPACT: Routine—report of City's cash and investments.

RECOMMENDATION: Staff recommends the City Council receive and file the Treasurer's Report for the month ending June 30, 2024.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 4 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 2
FILE I.D.: FIN540
DEPT.: FINANCE
PREPARER: A. VONG/V. FLORES
SUBJECT: CONSIDER APPROVAL OF WARRANT REGISTER AND PAYROLL DOCUMENTATION REASON FOR CONSIDERATION: The City Council is requested to consider approval of the Warrant Register and Payroll Documentation.

BACKGROUND: Mayor Pro Tem Johnson has examined the Warrant Register dated July 15, 2024; and the Payroll Documentation dated June 30, 2024, and recommends their approval.

FISCAL IMPACT: The Warrant Register dated July 15, 2024, totals $2,146,280.82.

The Payroll Documentation dated June 30, 2024, totals $860,551.08 gross, with $612,847.55 net being the total cash disbursement.

RECOMMENDATION: Staff recommends the City Council approve the above–referenced Warrant Registers and Payroll Documentation.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 5 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 3
FILE I.D.: FIN510
DEPT.: SA
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER RECEIVING AND FILING OF TREASURER'S REPORT REASON FOR CONSIDERATION: The City Council acting as Successor to the Redevelopment Agency Board of Directors (Successor Agency Board) is requested to consider receiving and filing the Successor to the Redevelopment Agency Treasurer's Report for the month ending June 30, 2024, pursuant to state law.

BACKGROUND: Included in the Successor Agency Board’s agenda packet is a copy of the Successor to the Redevelopment Agency Treasurer's Report for the period ending June 30, 2024.

FISCAL IMPACT: Routine—report of the Successor Agency's cash.

RECOMMENDATION: Staff recommends the Successor Agency Board receive and file the Successor to the Redevelopment Agency Treasurer's Report for the month ending June 30, 2024.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 6 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 4
FILE I.D.: FIN530
DEPT.: SA
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER APPROVAL OF WARRANT REGISTER
REASON FOR CONSIDERATION: The City Council acting as Successor to the Redevelopment Agency Board of Directors is requested to consider receiving and filing the Successor to the Redevelopment Agency Warrant Register for the month ending June 30, 2024, pursuant to state law.

BACKGROUND: Vice Chair Johnson has examined the Successor to the Redevelopment Agency Warrant Register dated 06.01.24-06.30.24 in the amounts of $5,173.63 for the Combined Operating Fund and $0.00 for the Redevelopment Obligation Retirement Funds, and finds it to be in order.

FISCAL IMPACT: Routine—report of Agency's obligations.

RECOMMENDATION: Vice Chair Johnson recommends the City Council as Successor to the Redevelopment Agency Board of Directors approve the Successor to the Redevelopment Agency Warrant Register for the period ending June 30, 2024.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 7 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 5
FILE I.D.: FIN525
DEPT.: MHC
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER RECEIVING AND FILING OF TREASURER'S REPORT REASON FOR CONSIDERATION: The Montclair Housing Corporation Board of Directors is requested to receive and file the Montclair Housing Corporation Treasurer's Report for the month ending June 30, 2024, pursuant to state law.

BACKGROUND: Included in the Montclair Housing Corporation Board agenda packet is a copy of the Treasurer's Report for the period ending June 30, 2024.

FISCAL IMPACT: Routine—report of the Montclair Housing Corporation's cash and investments.

RECOMMENDATION: Staff recommends the Montclair Housing Corporation Board of Directors receive and file the Treasurer's Report for the month ending June 30, 2024.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 8 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 6
FILE I.D.: FIN545
DEPT.: MHC
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER APPROVAL OF WARRANT REGISTER
REASON FOR CONSIDERATION: The Montclair Housing Corporation Board of Directors is requested to consider receiving and filing the Warrant Register for the month ending June 30, 2024, pursuant to state law.

BACKGROUND: Vice Chair Johnson has examined the Warrant Register dated 06.01.24–

06.30.24 in the amount of $120,897.44 for the Montclair Housing Corporation and finds it to be in order.

FISCAL IMPACT: Routine—report of Montclair Housing Corporation's obligations.

RECOMMENDATION: Vice Chair Johnson recommends the Montclair Housing Corporation Board of Directors approve the Warrant Register for the period ending June 30, 2024.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 9 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 7
FILE I.D.: FIN525
DEPT.: MHA
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER RECEIVING AND FILING OF TREASURER'S REPORT REASON FOR CONSIDERATION: The Montclair Housing Authority Commission is requested to receive and file the Montclair Housing Authority Treasurer's Report for the month ending June 30, 2024, pursuant to state law.

BACKGROUND: Included in the Montclair Housing Authority Commission’s agenda packet is a copy of the Treasurer's Report for the period ending June 30, 2024.

FISCAL IMPACT: Routine—report of Montclair Housing Authority's obligations.

RECOMMENDATION: Staff recommends the Montclair Housing Authority Commission receive and file the Treasurer's Report for the month ending June 30, 2024.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 10 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 8
FILE I.D.: FIN545
DEPT.: MHA
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER APPROVAL OF WARRANT REGISTER
REASON FOR CONSIDERATION: The Montclair Housing Authority Commission is requested to consider receiving and filing the Warrant Register for the month ending June 30, 2024, pursuant to state law.

BACKGROUND: Vice Chair Johnson has examined the Warrant Register dated 06.01.24–

06.30.24 in the amount of $0.00 for the Montclair Housing Authority and finds it to be in order.

FISCAL IMPACT: Routine—report of Montclair Housing Authority's obligations.

RECOMMENDATION: Vice Chair Johnson recommends the Montclair Housing Authority Commission approve the Warrant Register for the period ending June 30, 2024.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 11 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 9
FILE I.D.: VEH450
DEPT.: FIRE
PREPARER: D. POHL
SUBJECT: CONSIDER AUTHORIZING THE PURCHASE OF A 2024 FORD F–150 4X4 SUPERCREW

VEHICLE FOR THE FIRE DEPARTMENT FROM KEN GRODY FORD OF REDLANDS IN THE TOTAL AMOUNT OF $60,000
REASON FOR CONSIDERATION: The City Council is requested to consider authorizing the purchase of a 2024 Ford F–150 4x4 SuperCrew vehicle fore the Fire Department from Ken Grody Ford of Redlands in the total amount of $60,000 to replace the current vehicle used by the Assistant Fire Chief.

BACKGROUND: The purchase of a 2024 Ford F–150 4x4 SuperCrew vehicle for use by the Assistant Fire Chief for Fire Department operations was approved in the Fiscal Year 2024–25 Budget. The Ford F–150 would replace a 2006 Ford Crown Victoria (Unit 76–06) that is 18 years old and does not meet the Assistant Fire Chief's requirements.

The current vehicle does not have the space or equipment required to serve as an Incident Commander on a large–scale incident, nor does it provide adequate room to store the proper personal protective equipment needed.

FISCAL IMPACT: If authorized by the City Council, an expenditure of $60,000 would be made from the Equipment Replacement Fund for the purchase.

RECOMMENDATION: Staff recommends the City Council authorize the purchase of a 2024 Ford F–150 4x4 SuperCrew vehicle for the Fire Department from Ken Grody Ford of Redlands in the total amount of $60,000.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 12 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - AGREEMENTS
ITEM NO.: 1
FILE I.D.: STA500/PRK050
DEPT.: PUBLIC WORKS
PREPARER: M. HEREDIA
SUBJECT: CONSIDER APPROVAL OF AMENDMENT NO. 1 TO AGREEMENT NO. 23–44 WITH COLTS LANDSCAPE, INC. FOR ADDITIONAL LANDSCAPE MAINTENANCE SERVICES REASON FOR CONSIDERATION: The City Council is requested to consider approval of Amendment No. 1 to Agreement No. 23–44 with Colts Landscape, Inc. for additional landscape maintenance services. A copy of Amendment No. 1 to Agreement No. 23–44 is attached for the City Council consideration.

BACKGROUND: Last year, the City Council approved Agreement No. 23–44, a three– year contract with Colts Landscape, Inc. (Colts), expiring on June 30, 2026. Since July 1, 2023, Colts has maintained all of the landscaped medians along major roadways, including Central Avenue, Monte Vista Avenue, Holt Boulevard, Mission Boulevard, other local landscaped roadways and other facilities such as the Pacific Electric Bike Trail, Montclair Police Department building, Community Garden, and bridge overpasses.

A total of seven vacant positions currently exist in the Parks, Streets, and Sewer Divisions of the City Yard. There are four vacancies in the Parks Division, two in the Streets Division, and one in the Sewer Division. Due to these vacancies, staff requested a proposal from Colts to include landscape maintenance services for City parks and buildings. Colts will provide all tools, equipment, and materials necessary to maintain 13 parks and five other sites, including the Civic Center, City Yard, Fire Station Nos. 1 and 2, and the Montclair Transit Center.

This contract amendment is intended to address the existing staffing shortage in the City Yard. The landscaping maintenance work performed by Colts will alleviate the burden on existing crews. This will also allow existing staff to focus on street and sewer maintenance. An ongoing recruitment for the Maintenance Worker position has been posted and staff estimates that filling all seven vacant positions will take approximately six months to a year.

FISCAL IMPACT: The cost for Colts to provide the additional landscape maintenance services for Fiscal Year 2024–25 is estimated at $323,817. Savings related to Maintenance Worker vacancies is estimated to be $450,240 for the current fiscal year.

City staff recommends these personnel savings be used for the proposed contract amendment.

RECOMMENDATION: Staff recommends that the City Council approve Amendment No. 1 to Agreement No. 23–44 with Colts Landscape, Inc. for additional landscape maintenance services.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 13 of 179

AMENDMENT No. 1 TO AGREEMENT NO. 23-44
WITH
COLTS LANDSCAPE, INC.

FOR

ADDITIONAL LANDSCAPE MAINTENANCE SERVICES
This agreement is made and entered into this 22nd day of July, 2024, by and between the CITY OF MONTCLAIR, a municipal corporation hereinafter designated as "City," and COLTS LANDSCAPE, INC., hereinafter designated as "Contractor," and collectively designated as the "Parties."

RECITALS
WHEREAS, Parties have previously entered into Agreement No. 23-44 on July 1, 2023, for landscape maintenance services; and
WHEREAS, Parties entered into Agreement No. 23-44 for a period of three years expiring on June 30, 2026.

AGREEMENT
NOW, THEREFORE, IT IS AGREED by and between City and Contractor to amend Agreement No. 23-44, as follows:

Add the following to Item 2 SERVICES:

Additional scope of work pursuant to this Agreement shall be performed in a good and workmanlike manner for the total monthly sum of $22,784.78 in Fiscal Year 2024/25 as shown on Exhibit A-1. Contractor shall pay prevailing wages in accordance with the laws of the State of California.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 14 of 179

Except as modified above, all other terms and provisions of Agreement No. 23-44, dated July 1, 2023, shall remain in full force and effect.

IN WITNESS WHEREOF, the parties hereto have caused these presents to be duly executed with all the formalities required by law on the respective dates set forth below their signatures.

CITY OF MONTCLAIR, CALIFORNIA COLTS LANDSCAPE, INC.

By: By:

Javier John Dutrey, Mayor Name, Title:

Date: Date:

Attest:

By: By:

Andrea M. Myrick, City Clerk Name, Title:

Approved as to Form: Date:

By:

Diane E. Robbins, City Attorney
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 15 of 179 www.coltslandscapeinc.com
12111 Chapman Ave., Garden Grove, CA 92840 • TEL 714-925-8424 CA Contractor’s License #996285 A, C-27, D-49

June 20, 2024
City of Montclair
Monica Heredia, P.E. – Public Works Director/City Engineer 5111 Benito Street
Montclair, CA 91763
RE: Request for Proposal Landscape Maintenance for City Parks and Buildings.

Thank you for allowing us the opportunity to submit this proposal for the City of Montclair Parks and Buildings.

We will treat this contract with a committed team of professionals to ensure residents and visitors are impressed by the way the City of Montclair is caring for their City’s landscape.

Respectfully,
_________________________
Alfredo Jimenez, President
EXHIBIT A-1
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 16 of 179 www.coltslandscapeinc.com
12111 Chapman Ave., Garden Grove, CA 92840 • TEL 714-925-8424 CA Contractor’s License #996285 A, C-27, D-49

Landscape Management Specifications
Colts Landscape Inc. (hereinafter referred to as Contractor) will provide all tools, equipment, and materials necessary to perform the specified work for the Owner or designated Owner’s Representative (hereinafter referred to as ‘Owner’).

I. TURF MANAGEMENT.

A. Lawn Mowing.

1. For all turf areas, Colts Landscape Inc. will inspect and police the grounds for litter and debris prior to each mowing and dispose of it.

2. Turf will be mowed and edge one time per week during active growing periods, and as often as required during slow periods of growth to maintain a neat and manicured appearance, weather permitting.

3. Mowing height for all irrigated lawn areas will be no less than 1½” and no more than 2½” for a finished cut height unless otherwise requested. Turf will be cut at a uniform height. Mowing pattern will be varied where possible to reduce rutting and compaction of grade.

All sidewalks curb lines, concrete slabs, tree circles, and bed edges will be edged as of necessary to maintain a neat and manicured appearance.

At the conclusion of each visit, walks adjacent to work areas will be blown / clean.

II. SHRUB BED MAINTENANCE

1. Landscaped areas will be policed throughout the growing season for weeds, litter, and debris. Particular attention will be paid to entryways, focal points, and high traffic areas.

1. Planter beds will be groomed to promote an attractive, fresh appearance.

1. Complete trimming, edging, and weeding of all shrub and ground cover areas will be done on a rotation basis. Major pruning will be done following flowering or during plant’s dormant season.

1. Pruning to be performed by Colts Landscape Inc. staff who have been trained and demonstrate competency in proper pruning techniques.

1. Prune shrubbery and hedges at established “maintenance” height.

1. Prune groundcover as required to “contain” perimeter growth to within bed areas where adjacent to walks, curbs, and structures. Mature groundcover will be maintained at a consistent appearance with a beveled or rolled edge at hard surfaces.

1. Shearing of plants will occur only where previous practice has been to shear, or as directed.

1. Removal of leaves from and debris from lawns, planter beds, and walkways will be completed Throughout the year as needed to maintain a clean appearance.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 17 of 179 www.coltslandscapeinc.com
12111 Chapman Ave., Garden Grove, CA 92840 • TEL 714-925-8424 CA Contractor’s License #996285 A, C-27, D-49

SPECIAL TASK INCLUDED WITH THE CONTRACT
• Replacement of doggie bags (wilderness Park)
• Shrub Trimming at Wilderness Park & Saratoga Park 1X Quarterly • Visual inspections to Playgrounds and Exercise areas. Report damages • Fertilization of lawn areas 3X P/Y. Plants 1x P/Y
• Treatment of broadleaf in grass areas.
• Cleaning of Splash Pad and report repairs needed at Alma Hoffman Park • Litter control (days of service)
• Irrigation system inspections (8hrs per week)
• City Hall – Dolphin play area and skate park area clean once p/week • Saratoga Park – Little league baseball fields to be mow twice per week during playing season.

Mow days to be Tuesday and Friday morning.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 18 of 179 www.coltslandscapeinc.com
12111 Chapman Ave., Garden Grove, CA 92840 • TEL 714-925-8424 CA Contractor’s License #996285 A, C-27, D-49

WORK PERFORMED AT AN ADDITIONAL FEE
• Installation of Plants/Seasonal color
• Irrigation repairs will be completed on a time & material basis • Trimming of tree over 12’ in total height
• Treatment for rodents
• Scalping or renovation of lawns areas
• Correction of pre-existing conditions such as dead or dying plant material requiring remedial work
• Cleaning and/or repairing from acts of vandalism, natural disorders, or acts of nature (example: freeze, wind, fire, etc.)
• Decomposed granite replenishment
• Mulch replenishment
• Playground woodchips/rubber
• Repairs of playground and/or exercise equipment
• Field preparations
• Restroom cleaning
Note; Visual inspections to baseball fields and playgrounds were performed by Colts landscape Inc staff. We believed that the baseball fields and playgrounds are not up to code. We would gladly perform the maintenance and reporting's. However, due to those condition, Colts Landscape, Inc. would not be liable for any incident/accident that could occur due to the condition of the areas mentioned.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 19 of 179 www.coltslandscapeinc.com
12111 Chapman Ave., Garden Grove, CA 92840 • TEL 714-925-8424 CA Contractor’s License #996285 A, C-27, D-49

No. Description Monthly Cost Annual Cost
1 Civic Center, 5111 Benito Street $1,170.00 $14,040.00 2 City Corporate Yard $200.00 $2,400.00
3 Fire Station #1 $110.00 $1,320.00
4 Fire Station #2 $330.00 $3,960.00
5 Transit Center & Kids Station 863.28 $10,359.36
6 Alma Hoffman Park, 5201 Benito Street $644.70 $7,736.40 7 Mini Park #1. 9120 Monte Vista Avenue $353.68 $4,244.16 8 Mini Park #2, 4682 Highland Street $261.36 $3,136.32
9 MacArthur Park, 5450 Deodar Street $1,356.98 $16,283.76 10 Moreno Vista Park, 4675 Moreno Street $1,747.63 $20,971.56 11 Saratoga Park, 5397 Kingsley Street $4,586.87 $55,042.44 12 Sunrise Park, 5500 Princeton Street $1,327.83 $15,933.96 13 Sunset Park, 4351 Orchard Street $2,240.29 $26,883.48 14 Wilderness Park $1,440.00 $17,280.00
15 Essex Park, 4295 Howard Street $2,295.50 $27,546.00
16 Golden Girls Park, 4594 San Bernardino Street $1,415.70 $16,988.40 17 Kingsley Park, 5575 Kingsley Street $1,698.84 $20,386.08 18 Reeder Ranch $742.12 $8,905.44
TOTAL $22,784.78 $273,417.36
19 Prep ball fields for season (once per week/materials not included) $4,200.00 $50,400.00
City of Montclair Parks & Buildings
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 20 of 179 www.coltslandscapeinc.com
12111 Chapman Ave., Garden Grove, CA 92840 • TEL 714-925-8424 CA Contractor’s License #996285 A, C-27, D-49

Complete Agreement. This Agreement constitutes the entire Agreement of the parties.

B both parties have read this Agreement and fully understand its contents.

Colts Landscape Inc. a California Contractor

Property Representative;
Approve by ___________________________ Name __________________________

Title: _________________________________ Date: __________________________

Colts Landscape Inc. Representative;
Approve by ________________________ Name: ____________________________

Title: _______________________________ Date: _____________________________ Thank you for choosing Colts Landscape Inc.

Presented by:

Alfredo Jimenez
VP of Operations
Southern California Office
714-925.8424 
[email protected] 
www.coltslandscapeinc.com 
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 21 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - AGREEMENTS
ITEM NO.: 2
FILE I.D.: PUB100
DEPT.: PUBLIC WORKS
PREPARER: M.PARADIS
SUBJECT: CONSIDER APPROVAL OF AGREEMENT NO. 24–55 WITH CINTAS CORPORATION FOR

SUPPLY AND MAINTENANCE OF PUBLIC WORKS DEPARTMENT EMPLOYEE UNIFORMS REASON FOR CONSIDERATION: The City Council is requested to consider approval of Agreement No. 24–55 with Cintas Corporation to for supply and maintenance of uniforms for personnel in the Public Works Department. A copy of proposed Agreement No. 24–55 is attached for the City Council's review and consideration.

BACKGROUND: The Public Works Department provides uniforms to 26 employees. Cintas Corporation is responsible for supplying nine uniform changes per employee; providing clean uniforms weekly; making uniform repairs as needed; replacing unrepairable uniforms; and supplying mechanic's shop towels, janitorial cleaning towels, fender covers, floor mats, and dust mop heads.

At its meeting on May 1, 2012 the City Council approved Agreement No. 12–33 between the City of Montclair and Cintas Corporation for supply and maintenance of Public Works department employee uniforms. Agreement No. 12–33 was for one five–year term and included a clause for one additional five–year term.

At its meeting on June 5, 2017 the City Council approved Agreement 17–39 between the City of Montclair and Cintas Corporation for supply and maintenance of Public Works department employee uniforms. Agreement No. 17–39 extended the contract between the City of Montclair and Cintas Corporation for one additional fire year term. Agreement 17–39 expired on June 31, 2022. Cintas Corporation has continued to supply uniforms for maintenance personnel outside of contract.

Proposed Agreement No. 24–55 for supply and maintenance of Public Works department employee uniforms for one five–year period beginning in July 1, 2024 is attached for City Council review. This agreement can be terminated by the City at any time for nonperformance provided a 30–day written notice is given to the company to allow corrections to be made.

FISCAL IMPACT: The cost to provide uniform services is $8.82 per person per week for the next 60 months. Funds for this purpose are included in the Fiscal Year 2024–25 Public Works budget.

RECOMMENDATION: Staff recommends the City Council consider approval of Agreement No. 24–55 with Cintas Corporation for supply and maintenance of Public Works Department employee uniforms.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 22 of 179 Agreement No. 24–55

CITY OF MONTCLAIR

SUPPLY AND MAINTENANCE OF UNIFORMS

FOR THE PUBLIC WORKS DEPARTMENT
THIS AGREEMENT is made and effective as of July 1, 2024 between the City of Montclair, a municipal corporation ("City") and Cintas Corporation, a Nevada Corporation ("Contractor"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

1. TERM
This Agreement shall commence on July 1, 2024, and shall remain and continue in effect for five years, unless sooner terminated pursuant to the provisions of this Agreement.

2. SERVICES
Contractor shall perform the tasks described and set forth in Exhibit A, attached hereto and incorporated herein as though set forth in full. Contractor shall complete the tasks according to the schedule of performance which is also set forth in Exhibit A.

3. PERFORMANCE
Contractor shall at all times faithfully, and competently perform all tasks described herein. Contractor shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Contractor hereunder in meeting its obligations under this Agreement. Contractor shall have the duty to prepare any design documents free from defects.

4. CITY MANAGEMENT
City Manager shall represent City in all matters pertaining to the administration of this Agreement and shall be authorized to act on City’s behalf and to execute all necessary documents which enlarge the Tasks to be Performed or change Contractor’s compensation, subject to Section 5 hereof.

5. PAYMENT
(a) The City agrees to pay Contractor monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibit A, attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. This amount shall not exceed $5,000.00 per month unless additional payment is approved as provided in this Agreement.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 23 of 179 Agreement No. 24–55
(b) Contractor shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the City Manager. Contractor shall be compensated for any additional services in the amounts and in the manner as agreed to by City Manager and Contractor at the time City’s written authorization is given to Contractor for the performance of said services.

The City Manager may approve additional work not to exceed ten percent (10%) of the amount of the Agreement, but in no event shall total compensation exceed Ten Thousand Dollars ($10,000.00). Any additional work in excess of this amount shall be approved by the City Council.
(c) Contractor will submit invoices monthly for actual services performed.

Said invoices shall detail all costs, rates and hours for individual tasks. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the City disputes any of the Contractor’s fees, it shall give written notice to Contractor within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. (d) Contractor agrees that, in no event shall City be required to pay to Contractor any sum in excess of ninety-five percent (95%) of the maximum payable hereunder prior to receipt by City of all final documents, together with all supplemental technical documents, as described herein acceptable in form and content to City. Final payments shall be made no later than sixty (60) days after presentation of final documents and acceptance thereof by City.

6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Contractor at least thirty (30) days prior written notice. Upon receipt of said notice, the Contractor shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement, such suspension or termination shall not make void or invalidate the remainder of this Agreement.
(b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Contractor on a pro-rata basis the actual value of the work performed up to the time of termination, provided that the work performed is in compliance with this Agreement. Upon termination of the Agreement pursuant to this Section, the Contractor will submit an invoice to the City pursuant to Section 5(c).

7. DEFAULT OF CONTRACTOR
(a) The Contractor’s failure to comply with the provisions of this Agreement shall constitute a default. In the event that Contractor is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 24 of 179 Agreement No. 24–55
Contractor for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Contractor. If such failure by the Contractor to make progress in the performance of work hereunder arises out of causes beyond the Contractor’s control, and to the extent the default is without fault or negligence of the Contractor, it shall not be considered a default. (b) If the City Manager or his/her delegate determines that the Contractor is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Contractor a written notice of the default. The Contractor shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Contractor fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.

8. OWNERSHIP OF DOCUMENTS
(a) Contractor shall maintain complete and accurate records with respect to billed time, sales, costs, expenses, receipts and other such information required by City that relate to the performance of services under this Agreement. Contractor shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Contractor shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment.
(b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, claims, applications, computer files, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Contractor. Any reuse or modification of the work product without the prior written consent of Contractor will be at the sole risk of the City. With respect to computer files, Contractor shall make available to the City, at the Contractor’s office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files.

9. INDEMNIFICATION
(a) Defense, Indemnity and Hold Harmless. Contractor shall defend, indemnify, and hold harmless the City, its present and former officers, directors, employees, agents, staff, volunteers, mayor, council, boards, committees, and MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 25 of 179 Agreement No. 24–55
representatives, as broadly interpreted (collectively, the “Indemnified Parties”), of and from all claims, suits, demands, obligations, losses, damages, sums, or any other matters threatened or presently asserted, including but not limited to all legal fees, costs of defense and litigation expenses (including legal fees, expert fees and any other costs or fees, including those of adverse parties imposed on or sought against the Indemnified Parties), arising directly or indirectly out of any liability or claim of loss or liability for personal injury, bodily injury to persons, contractual liability, errors or omissions, breach, failure to perform, damage to or loss of property, or any other loss, damage, injury or other claim of any kind or nature arising out of the work to be performed by Contractor herein, caused by or arising out of the negligent acts or omissions, or intentional misconduct of Contractor, including its subcontractors, subContractors, employees, agents, and other persons or entities performing work for Contractor.
(b) Contractual Indemnity. To the fullest extent permitted under California law, Contractor shall contractually indemnify, defend and hold harmless the Indemnified Parties from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses, amounts for good faith settlement, or costs of any kind, whether actual, alleged or threatened, including attorney’s fees and costs, court costs, interest, defense costs, and expert witness fees and costs), arising out of or related to, in whole or in part, the performance of this Agreement by Contractor or by any individual or entity for which Contractor is legally liable, including but not limited to Contractor’s officers, agents, representative, employees, independent contractors, subcontractors, subContractors, or affiliated or related entities and/or its or their employees, agents and representatives, caused by or arising out of all negligent acts or omissions, or intentional misconduct of Contractor, including its subcontractors, subContractors, employees, agents and other persons or entities performing work for Contractor. Indemnification shall include any claim that Contractor, or Contractor’s employees or agents, are or may be considered and treated as employees of the City or are entitled to any employee benefits from City including but not limited to those available under Public Employees Retirement Law.

The obligation to indemnify, defend and hold harmless the Indemnified Parties shall apply to all liability as defined above regardless of whether the Indemnified Parties were or are alleged to have been negligent, except that it shall not apply to claims arising from the sole negligence or willful intentional misconduct of the Indemnified Parties.

Contractor’s obligation to defend the Indemnified Parties is not contingent upon there being an acknowledgement of or determination of the merit of any claims, liability, demands, causes of action, suits, losses, expenses, errors, omissions and/or costs. (c) Subcontractors/SubContractors and Indemnification. Contractor agrees to and shall obtain executed indemnity agreements in favor of the Indemnified Parties with provisions identical to those set forth from each and every Subcontractor, Sub Contractor, or other person or entity involved by, for, with, or on behalf of Contractor in the performance of any aspect of this Agreement. In the event Contractor fails to obtain such indemnity obligations, Contractor shall be fully responsible for each and every Subcontractor, SubContractor or other person or entity in terms of defense, indemnity and hold harmless obligations in favor of the Indemnified Parties as set forth above.

This obligation to indemnify and defend the Indemnified Parties is binding on the MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 26 of 179 Agreement No. 24–55
successors, assigns, or heirs of Contractor and shall survive the full performance or termination of this Agreement. These indemnification provisions are independent of and shall not in any way be limited or superseded by the insurance requirements and insurance-related provisions of this Agreement.
(d) City Lost or Damaged Property – Theft. Contractor further agrees to pay or cause to be paid to the Indemnified Parties’ benefit, any and all damages, fines, penalties, and loss or theft of property of the City arising out of or related in any way to the negligent acts or omissions or intentional misconduct of Contractor or of Contractor’s officers, agents, representatives, employees, independent contractors, subcontractors or affiliated or related entities and/or its or their employees, agents and representatives, whether such actions, omissions to act, negligence or intentional conduct is or was authorized by this Agreement or not. City assumes no responsibility whatsoever for any property placed on the premises of City. Contractor further agrees to waive all rights of subrogation against the Indemnified Parties. (e) Non-Waiver and Non-Exhaustion of City’s Further Rights and Remedies.

No aspect of this provision shall in any way limit or effect the rights of the Indemnified Parties against the Contractor under the terms of this Agreement or otherwise. The indemnification provisions shall apply regardless of whether this Agreement is executed after Contractor begins the work and shall extend to claims arising after this Agreement is performed or terminated, including a dispute as to the termination of Contractor. The indemnity obligations of Contractor shall continue until it is determined by final judgment that the claim against the City and any Indemnified Parties is determined by final judgment and after exhaustion of any rights of appeal. Further, no aspect of this provision shall impact the City’s rights to contribution from Contractor, or for the City to dispute Contractor’s refusal to defend and indemnify City. (f) Limitations on Scope of Indemnity. Notwithstanding the foregoing, Contractor shall not be responsible for indemnification for claims or losses caused by the sole negligence or intentional wrongdoing of Indemnified Parties. Further, the indemnity provided shall be interpreted as broadly as permitted under California law and as to agreements between parties and shall if required be reformed to be consistent with those laws to protect and save this provision for the protection of the Indemnified Parties.
(g) The obligations of Contractor under this or any other provision of this Agreement shall not be limited by the provisions of any workers’ compensation act or similar act. The Contractor expressly waives any statutory immunity under such statutes or laws as to the Indemnified Parties. The Contractor’s indemnity obligation set forth in this Section 9 shall not be limited by the limits of any policies of insurance required or provided by the Contractor pursuant to this Agreement. (h) The Contractor’s covenant under this Section 9 shall survive the expiration or termination of this Agreement.

10. INSURANCE
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 27 of 179 Agreement No. 24–55
The City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
(a) Types of Required Coverages
Without limiting the indemnity provisions of the Contract, the Contractor shall procure and maintain in full force and effect during the term of the Contract, the following policies of insurance. If the existing policies do not meet the insurance requirements set forth herein, Contractor agrees to amend, supplement or endorse the policies to do so.
(1) Commercial General Liability: Commercial General Liability Insurance which affords coverage at least as broad as Insurance Services Office “occurrence” form CG 00 01, including products and completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $1,000,000 per occurrence, and $2,000,000 aggregate total bodily injury, personal injury, and property damage.
(2) Automobile Liability Insurance: Automobile Liability Insurance with coverage at least as broad as Insurance Services Office Form CA 0001 covering “Any Auto” (Symbol 1), including owned, non-owned and hired autos, or the exact equivalent, with minimum limits of $1,000,000 for bodily injury and property damage, each accident. If Contractor owns no vehicles, auto liability coverage may be provided by means of a non-owned and hired auto endorsement to the general liability policy. Automobile liability insurance and endorsements shall be kept in force at all times during the performance of this Agreement.
(3) 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 each accident for bodily injury and $1,000,000 each employee for bodily injury by disease. (b) Endorsements
Insurance policies shall not be in compliance if they include any limiting provision or endorsement. The insurance policies shall contain, or be endorsed to contain, the following provisions:
(1) Commercial General Liability
Additional Insured: The City, its elected officials, officers, employees, volunteers, boards, agents and representatives shall be additional insureds with regard to liability and defense of suits or claims arising out of the work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations. Coverage for the additional insureds shall apply to the fullest extent permitted by law.

Additional Insured Endorsements shall not:

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 28 of 179 Agreement No. 24–55

1. Be limited to “Ongoing Operations”

2. Exclude “Contractual Liability

3. Restrict coverage to the “Sole” liability of contractor

4. Exclude “Third-Party-Over Actions”

5. Contain any other exclusion contrary to the Agreement Additional Insured Endorsements shall be at least as broad as ISO Forms CG 20 10 11 85; or CG 20 and 10 and CG 2037.

Primary Insurance: This insurance shall be primary and any other insurance, whether primary, excess, umbrella or contingent insurance, including deductible, or self-insurance available to the insureds added by endorsement, shall be in excess of, and shall not contribute with, this insurance. Coverage shall be at least as broad as ISO CG 20 01 04 13. (2) Auto Liability
Additional Insured: The City, its elected officials, officers, employees, volunteers, boards, agents, and representatives shall be additional insureds with regard to liability and defense of suits or claims arising out of the work or operations performed by or on behalf of the Contractor.

Primary Insurance: This insurance shall be primary and any other insurance whether primary, excess, umbrella or contingent insurance, including deductible, or self-insurance available to the insureds added by endorsement shall be in excess of and shall not contribute with this insurance.
(3) Workers’ Compensation
Waiver of Subrogation: A waiver of subrogation stating that the insurer waives all rights of subrogation against the indemnified parties. (c) Notice of Cancellation
Required insurance policies shall not be cancelled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium. (d) Waiver of Subrogation
Required insurance coverages shall not prohibit Contractor from waiving the right of subrogation prior to a loss. Contractor shall waive all rights of subrogation against the indemnified parties and policies shall contain or be endorsed to contain such a provision. This provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer.
(e) Evidence of Insurance
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 29 of 179 Agreement No. 24–55
All policies, endorsements, certificates, and/or binders shall be subject to approval by the City as to form and content. These requirements are subject to amendment or waiver only if so approved in writing by the City. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

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 City. If such coverage is cancelled or reduced, Contractor shall, within ten (10) days after receipt of written notice of such cancellation or reduction of coverage, file with the City evidence of insurance showing that the required insurance has been reinstated or has been provided through another insurance company or companies. (f) Deductible or Self-Insured Retention
Any deductible or self-insured retention must be approved in writing by the City 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. The City may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the Contractor or the City.
(g) Contractual Liability/Insurance Obligations
The coverage provided shall apply to the obligations assumed by the Contractor under the indemnity provisions of this Agreement. The insurance obligations under this Agreement shall be: (1) all the insurance coverage and/or limits carried by or available to the Contractor; or (2) the minimum insurance coverage requirements and/or limits shown in this Agreement; whichever is greater. Any insurance proceeds in excess of or broader than the minimum required coverage and/or minimum required limits, which are applicable to a given loss, shall be available to the City. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of the Contractor under this Agreement. (h) Failure to Maintain Coverage
Contractor 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 City. The City shall have the right to withhold any payment due Contractor until Contractor has fully complied with the insurance provisions of this Contract. In addition, the City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may take out the necessary insurance and pay, at Contractor’s expense, the premium thereon.

In the event that the Contractor’s operations are suspended for failure to maintain required insurance coverage, the Contractor shall not be entitled to an extension of time for completion of the Work because of production lost during suspension.
(i) Acceptability of Insurers
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 30 of 179 Agreement No. 24–55
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. Any other rating must be approved in writing in accordance with the City. (j) Claims Made Policies
If coverage is written on a claims-made basis, the retroactive date on such insurance and all subsequent insurance shall coincide or precede the effective date of the initial Contractor’s Agreement with the City and continuous coverage shall be maintained or an extended reporting period shall be exercised for a period of at least five (5) years from termination or expiration of this Agreement. (k) Insurance for Subcontractors
Contractor shall be responsible for causing Subcontractors/ SubContractors to purchase the same types and limits of insurance in compliance with the terms of this Agreement, including adding the City as an Additional Insured, providing Primary and Non-Contributory coverage and Waiver of Subrogation to the Subcontractors’/SubContractor’s policies. The Commercial General Liability Additional Insured Endorsement shall be on a form at least as board as CG 20 38 04 13.

11. INDEPENDENT CONTRACTOR
(a) Contractor is and shall at all times remain as to the City a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Contractor shall at all times be under Contractor’s exclusive direction and control and shall not be construed to be employees of City for any purpose, including eligibility under Public Employees Retirement Law. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Contractor or any of Contractor’s officers, employees, or agents, except as set forth in this Agreement.

Contractor shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City.

Contractor shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner. Contractor shall be solely responsible and hold the City harmless for all matters relating to the payment of Contractor’s employees, including compliance with Social Security withholdings and all other regulations governing such matters.
(b) No employee benefits shall be available to Contractor in connection with the performance of this Agreement. Except for the fees paid to Contractor as provided in the Agreement City shall not pay salaries, wages, or other compensation to Contractor for performing services hereunder for City. City shall not be liable for compensation or indemnification to Contractor for injury or sickness arising out of performing services hereunder.

12. LEGAL RESPONSIBILITIES
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 31 of 179 Agreement No. 24–55
The Contractor shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its services pursuant to this Agreement. The Contractor shall at all times observe and comply with all such laws and regulations. The City, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Contractor to comply with this Section.

13. UNDUE INFLUENCE
Contractor declares and warrants that no undue influence or pressure is used against or in concert with any officer or employee of the City of Montclair in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Montclair will receive compensation, directly or indirectly, from Contractor, or from any officer, employee or agent of Contractor, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement.

Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity.

14. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement.

15. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
(a) All information gained by Contractor in performance of this Agreement shall be considered confidential and shall not be released by Contractor without City’s prior written authorization. Contractor, its officers, employees, agents, or subContractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, responses to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary" provided Contractor gives City notice of such court order or subpoena. (b) Contractor shall promptly notify City should Contractor, its officers, employees, agents or subContractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, requests for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Contractor and/or be present at any deposition, hearing, or similar proceeding. Contractor agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Contractor.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 32 of 179 Agreement No. 24–55
However, City’s right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response.
(c) Contractor shall comply with all applicable federal, state and local Conflict of Interest laws, including the Political Reform Act (California Government Code, Section 81000, et. seq.) and California Government Code, Section 1090, et. seq.

Contractor covenants that neither he/she nor any officer or principal of their firm have any interest in, or shall acquire any interest, directly or indirectly, which will conflict in any manner or degree with the performance of their services hereunder. Contractor further covenants that in the performance of this Agreement, no person having such interest shall be employed by them as an officer, employee, agent or subContractor.

Contractor further covenants that Contractor has not contracted with nor is performing any services, directly or indirectly, with any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City or the study area and further covenants and agrees that Contractor and/or its subContractors shall provide no service or enter into any agreement or agreements with a/any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City or the study area prior to the completion of the work under this Agreement. Further, Contractor covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of services to the City as a result of the performance of this Agreement, or the services that may be procured by the City as a result of the recommendations made by the Contractor. The Contractor’s covenant under this Section shall survive the termination of this Agreement.

16. NOTICES
Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:

To City: Monica Heredia
City Engineer
City of Montclair
5111 Benito
Montclair, CA 91763
To Contractor: Sean King
Key Account Manager
Cintas Corporation
2150 S. Proforma Ave.

Ontario, CA 91761
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 33 of 179 Agreement No. 24–55

17. ASSIGNMENT AND SUBCONTRACTING
The Contractor shall not assign any of its rights or delegate any of its duties under this Agreement, either in whole or in part, nor any monies due hereunder, without prior written consent of the City. The City’s consent to an assignment of rights under this Agreement shall not release the Contractor from any of its obligations or alter any of its obligations to be performed under this Agreement. Any attempt at assignment or delegation by the Contractor in violation of this Section 17 shall be void and of no legal effect and shall constitute grounds to terminate this Agreement for cause. The Contractor shall not subcontract any performance required under this Agreement without the City’s prior written consent.

18. LICENSES
At all times during the term of this Agreement, Contractor shall have in full force and effect, all licenses required of it by law for the performance of the services described in this Agreement, including a City of Montclair business license.

19. GOVERNING LAW
The City and Contractor understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the municipal, superior, or federal district court with jurisdiction over the City of Montclair.

20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party’s own independent investigation of any and all facts such party deems material.

21. CONTENTS OF REQUEST FOR PROPOSALS
Contractor is bound by the contents of the proposal submitted by the Contractor, Exhibit "A" hereto. In the event of conflict, the requirements of this Agreement shall take precedence over those contained in the Contractor’s proposal.

22. CONFIDENTIALITY
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 34 of 179 Agreement No. 24–55
Information and materials obtained by the Contractor from City during the performance of this Agreement shall be treated as strictly confidential and shall not be used by the Contractor for any purpose other than the performance of this Agreement.

Contractor’s covenant under this Section shall survive the expiration or termination of this Agreement.

23. DISCRIMINATION
The Contractor agrees that no person shall be excluded from employment in the performance of this Agreement on grounds of race, creed, color, sex, age, marital status, or place of national origin. In this connection, the Contractor agrees to comply with all County, State and Federal laws relating to equal employment opportunity rights.

24. EFFECT OF PARTIAL INVALIDITY
If any term or provision of this Agreement shall be held invalid or unenforceable, the remainder of this Agreement and any application of the terms shall remain valid and enforceable under this Agreement or California law.

25. CLAIMS AGAINST CITY
Contractor must comply with the claim procedures set forth in Government Code sections 900, et. seq., and/or Montclair Municipal Code, Chapter 1.16, as applicable, prior to filing any lawsuit against the City. Such claims and any subsequent lawsuit based upon the 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 claim is submitted, or if any prerequisite contractual requirements are not otherwise satisfied as specified herein, Contractor shall be barred from bringing and maintaining a valid lawsuit against the City.

26. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Contractor warrants and represents that he/she has the authority to execute this Agreement on behalf of the Contractor and has the authority to bind Contractor to the performance of its obligations hereunder.

27. NO THIRD PARTY BENEFICIARIES
This Agreement is made solely for the benefit of the Parties to this Agreement and their respective successors and assigns, and no other person or entity may have or acquire a right by virtue of this Agreement.

28. COST OF LITIGATION
If any legal action is necessary to enforce any provision of this Agreement or for damages by reason of an alleged breach of any provisions of this Agreement (whether in contract, tort or both), the prevailing Party shall be entitled to receive from the losing Party all attorneys’ fees, costs and expenses in such amount as the courts may determine to be reasonable. In awarding the cost of litigation, the court shall not be bound by any court fee schedule, but shall, if it is in the interest of justice to do so, award the full amount of costs, expenses and attorneys’ fees paid or incurred in good faith.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 35 of 179 Agreement No. 24–55

29. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Contractor warrants and represents that he/she has the authority to execute this Agreement on behalf of the Contractor and has the authority to bind Contractor to the performance of its obligations hereunder.

30. COUNTERPARTS
This Agreement may be executed in any number of counterparts, each of which shall be deemed to be the original, and all of which together shall constitute one and the same instrument.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.

CITY OF MONTCLAIR CONTRACTOR
By: By:

Javier J. Dutrey, Mayor Name: Sean King
Title: Key Account Manager
Attest:

By: By:

Andrea M. Myrick, City Clerk Name:

Title:

Approved as to Form:

By:

Diane E. Robbins, City Attorney
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 36 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - AGREEMENTS
ITEM NO.: 3
FILE I.D.: GRT125
DEPT.: HUMAN SVCS.

PREPARER: A. COLUNGA
SUBJECT: CONSIDER APPROVAL OF AGREEMENT NO. 24–59 WITH BLAIS & ASSOCIATES, INC.

FOR GRANT WRITING SERVICES
REASON FOR CONSIDERATION: The City Council is requested to consider approval of Agreement No. 24–59 with Blais & Associates, Inc. (Blais) for grant writing services.

BACKGROUND: In 2017, the City of Montclair began utilizing Blais for their grant writing services. The City has seen success in working with Blais, with twelve major grant awards that will transform the City totaling nearly eighteen million dollars, including:
 $5,701,000 for Safe Routes to School Implementation
 $5,137,000 for Reeder Ranch Park
 $4,174,097 for the Sunset Park Beautification Project  $771,000 for the Ramona Avenue/Howard Street Roundabout  $750,000 for the San Antonio Creek Trail Crossing Designs  $362,070 for the Orchard Street Pedestrian Safety Improvements  $249,930 for Pedestrian Crossing Enhancements
 $227,554 for the Pacific Electric Bridge Replacement
 $200,000 for the Active Transportation Plan
 $177,000 for the San Antonio Creek Trail Multimodal Plan  $95,901 for Homeless Outreach
 $76,320 for the Energy Efficiency and Conservation Block Grant Utilizing Blais and Associates, the City of Montclair has applied for twenty-eight grants, seven of which are currently under review. Additionally, six grant applications are in process to be submitted. The return on investment to the City is fourty-three dollars in funding received for every dollar spent on grant writing services.

The City would like to continue to pursue grant funding when possible to address a variety of needs in the community. There are current funding announcements that staff would like to pursue, along with announcements of future opportunities. Each of these funding opportunities requires an extraordinary amount of time and specific expertise.

Future costs to prepare grant applications depends on the level of complexity of each grant opportunity. Agreement 24–59 includes a monthly fixed fee of $3,071 for grant research, consultation, and monitoring. It is anticipated that aggregate expenses for grant writing services from Blais will be at least $80,000 through the end of the fiscal year.

Before the execution of the original agreement with Blais, City staff went through a vetting process to make sure that Blais was the best value for the City. Therefore, proposals from other firms were not sought. Staff recommends it is in the best interest and value of the City to continue utilizing Blais to provide grant writing services. However, the City is not obligated to exclusively work with Blais for grant writing services.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 37 of 179 FISCAL IMPACT: The cost estimate for future grant applications will cost $80,000 through the end of the fiscal year. The term of the agreement for grant writing services is July 1, 2024 through June 30, 2025.

RECOMMENDATION: Staff recommends the City Council approve Agreement No. 24–59 with Blais & Associates, Inc. for grant writing services.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 38 of 179 AGREEMENT NO. 24-59

CITY OF MONTCLAIR

AGREEMENT FOR CONSULTANT SERVICES

GRANT WRITING
THIS AGREEMENT is made and effective as of July 1, 2024, between the City of Montclair, a municipal corporation ("City") and Blais and Associates, LLC, a Texas limited liability company ("Consultant"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

1. TERM
This Agreement shall commence on July 1, 2024 and shall remain and continue in effect for a period of 12 months until tasks described herein are completed, but in no event later than June 30, 2025, unless sooner terminated pursuant to the provisions of this Agreement.

2. SERVICES
Consultant shall perform the tasks described and set forth in Exhibit A, attached hereto and incorporated herein as though set forth in full. Consultant shall complete the tasks according to the schedule of performance which is also set forth in Exhibit A.

3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement.

4. CITY MANAGEMENT
City’s City Manager shall represent City in all matters pertaining to the administration of this Agreement, review and approval of all products submitted by Consultant, but not including the authority to enlarge the Tasks to be Performed or change the compensation due to Consultant. City’s City Manager shall be authorized to act on City’s behalf and to execute all necessary documents which enlarge the Tasks to be Performed or change Consultant’s compensation, subject to Section 6 hereof.

5. PAYMENT
(a) The City agrees to pay Consultant monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibit A, attached hereto and incorporated herein by this reference as though set forth in full..

This amount shall not exceed $80,000 for the total term of the Agreement unless additional payment is approved as provided in this Agreement.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 39 of 179 AGREEMENT NO. 24-59

(b) Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the City Manager. Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by City Manager and Consultant at the time City’s written authorization is given to Consultant for the performance of said services.

The City Manager may approve additional work not to exceed ten percent (10%) of the amount of the Agreement, but in no event shall total compensation exceed Ten Thousand Dollars ($10,000.00). Any additional work in excess of this amount shall be approved by the City Council.
(c) Consultant will submit invoices monthly. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the City disputes any of the Consultant’s fees, it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. (d) Consultant agrees that, in no event shall City be required to pay to Consultant any sum in excess of ninety-five percent (95%) of the maximum payable hereunder prior to receipt by City of all final documents, together with all supplemental technical documents, as described herein acceptable in form and content to City. Final payments shall be made no later than sixty (60) days after presentation of final documents and acceptance thereof by City.

6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise.

If the City suspends or terminates a portion of this Agreement, such suspension or termination shall not make void or invalidate the remainder of this Agreement. (b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant on a pro-rata basis the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 6(c).

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 40 of 179 AGREEMENT NO. 24-59

7. DEFAULT OF CONSULTANT
(a) The Consultant’s failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant’s control, and without fault or negligence of the Consultant, it shall not be considered a default.
(b) If the City Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.

8. OWNERSHIP OF DOCUMENTS
(a) Consultant shall maintain complete and accurate records with respect to billed time, sales, costs, expenses, receipts and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment.
(b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, claims, applications, computer files, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant’s office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 41 of 179 AGREEMENT NO. 24-59

9. INDEMNIFICATION
(a) Defense, Indemnity and Hold Harmless. Contractor shall defend, indemnify, and hold harmless the City, its present and former officers, directors, employees, agents, staff, volunteers, mayor, council, boards, committees, and representatives, as broadly interpreted (collectively, the “Indemnified Parties”), of and from all claims, suits, demands, obligations, losses, damages, sums, or any other matters threatened or presently asserted, including but not limited to all legal fees, costs of defense and litigation expenses (including legal fees, expert fees and any other costs or fees, including those of adverse parties imposed on or sought against the Indemnified Parties), arising directly or indirectly out of any liability or claim of loss or liability for personal injury, bodily injury to persons, contractual liability, errors or omissions, breach, failure to perform, damage to or loss of property, or any other loss, damage, injury or other claim of any kind or nature arising out of the work to be performed by Contractor herein, caused by or arising out of the negligent acts or omissions, or intentional misconduct of Contractor, including its subcontractors, employees, agents, and other persons or entities performing work for Contractor. (b) Contractual Indemnity. To the fullest extent permitted under California law, Contractor shall contractually indemnify, defend and hold harmless the Indemnified Parties from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses, amounts for good faith settlement, or costs of any kind, whether actual, alleged or threatened, including attorney’s fees and costs, court costs, interest, defense costs, and expert witness fees and costs), arising out of or related to, in whole or in part, the performance of this Agreement by Contractor or by any individual or entity for which Contractor is legally liable, including but not limited to Contractor’s officers, agents, representative, employees, independent contractors, subcontractors or affiliated or related entities and/or its or their employees, agents and representatives, caused by or arising out of all negligent acts or omissions, or intentional misconduct of Contractor, including its subcontractors, employees, agents and other persons or entities performing work for Contractor. Indemnification shall include any claim that Contractor, or Contractor’s employees or agents, are or may be considered and treated as employees of the City, or are entitled to any employee benefits from City including but not limited to those available under Public Employees Retirement Law. The obligation to indemnify, defend and hold harmless the Indemnified Parties shall apply to all liability as defined above regardless of whether the Indemnified Parties were or are alleged to have been negligent, except that it shall not apply to claims arising from the sole negligence or willful intentional misconduct of the Indemnified Parties. Contractor’s obligation to defend the Indemnified Parties is not contingent upon there being an acknowledgement of or determination of the merit of any claims, liability, demands, causes of action, suits, losses, expenses, errors, omissions and/or costs. (c) Subcontractors and Indemnification. Contractor agrees to and shall obtain executed indemnity agreements in favor of the Indemnified Parties with provisions identical to those set forth from each and every Subcontractor, Sub consultant, or other person or entity involved by, for, with, or on behalf of Contractor in the performance of any aspect of this Agreement. In the event Contractor fails to obtain such indemnity MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 42 of 179 AGREEMENT NO. 24-59

obligations, Contractor shall be fully responsible for each and every Subcontractor, Subconsultant or other person or entity in terms of defense, indemnity and hold harmless obligations in favor of the Indemnified Parties as set forth above. This obligation to indemnify and defend the Indemnified Parties is binding on the successors, assigns, or heirs of Contractor and shall survive the full performance or termination of this Agreement. These indemnification provisions are independent of and shall not in any way be limited or superseded by the insurance requirements and insurance-related provisions of this Agreement.
(d) City Lost or Damaged Property – Theft. Contractor further agrees to pay or cause to be paid to the Indemnified Parties’ benefit, any and all damages, fines, penalties, and loss or theft of property of the City arising out of or related in any way to the negligent acts or omissions or intentional misconduct of Contractor or of Contractor’s officers, agents, representatives, employees, independent contractors, subcontractors or affiliated or related entities and/or its or their employees, agents and representatives, whether such actions, omissions to act, negligence or intentional conduct is or was authorized by this Agreement or not. City assumes no responsibility whatsoever for any property placed on the premises of City. Contractor further agrees to waive all rights of subrogation against the Indemnified Parties. (e) Non-Waiver and Non-Exhaustion of City’s Further Rights and Remedies.

No aspect of this provision shall in any way limit or effect the rights of the Indemnified Parties against the Contractor under the terms of this Agreement or otherwise. The indemnification provisions shall apply regardless of whether this Agreement is executed after Contractor begins the work and shall extend to claims arising after this Agreement is performed or terminated, including a dispute as to the termination of Contractor. The indemnity obligations of Contractor shall continue until it is determined by final judgment that the claim against the City and any Indemnified Parties is determined by final judgment and after exhaustion of any rights of appeal. Further, no aspect of this provision shall impact the City’s rights to contribution from Contractor, or for the City to dispute Contractor’s refusal to defend and indemnify City. (f) Limitations on Scope of Indemnity. Notwithstanding the foregoing, Contractor shall not be responsible for indemnification for claims or losses caused by the sole negligence or intentional wrongdoing of Indemnified Parties. Further, the indemnity provided shall be interpreted as broadly as permitted under California law and as to agreements between parties and shall if required be reformed to be consistent with those laws to protect and save this provision for the protection of the Indemnified Parties.
(g) The obligations of Contractor under this or any other provision of this Agreement shall not be limited by the provisions of any workers’ compensation act or similar act. The Contractor expressly waives any statutory immunity under such statutes or laws as to the Indemnified Parties. The Contractor’s indemnity obligation set forth in this Section 9 shall not be limited by the limits of any policies of insurance required or provided by the Contractor pursuant to this Agreement.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 43 of 179 AGREEMENT NO. 24-59

(h) The Contractor’s covenant under this Section 9 shall survive the expiration or termination of this Agreement.

10. INSURANCE
The City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
(a) Types of Required Coverages
Without limiting the indemnity provisions of the Contract, the Contractor shall procure and maintain in full force and effect during the term of the Contract, the following policies of insurance. If the existing policies do not meet the insurance requirements set forth herein, Contractor agrees to amend, supplement or endorse the policies to do so.
(1) Commercial General Liability: Commercial General Liability Insurance which affords coverage at least as broad as Insurance Services Office “occurrence” form CG 00 01, including products and completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $3,000,000 per occurrence, and $5,000,000 aggregate total bodily injury, personal injury, and property damage.
(2) Automobile Liability Insurance: Automobile Liability Insurance with coverage at least as broad as Insurance Services Office Form CA 0001 covering “Any Auto” (Symbol 1), including owned, non-owned and hired autos, or the exact equivalent, with minimum limits of $5,000,000 for bodily injury and property damage, each accident. If Contractor owns no vehicles, auto liability coverage may be provided by means of a non-owned and hired auto endorsement to the general liability policy. Automobile liability insurance and endorsements shall be kept in force at all times during the performance of this Agreement.
(3) 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 each accident for bodily injury and $1,000,000 each employee for bodily injury by disease. (4) Professional Liability: Professional Liability insurance with limit of not less than $3,000,000 each claim. Covered professional services shall specifically include all work to be performed under the Agreement and delete any exclusion that may potentially affect the work to be performed.
(b) Endorsements
Insurance policies shall not be in compliance if they include any limiting provision or endorsement. The insurance policies shall contain, or be endorsed to contain, the following provisions:

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 44 of 179 AGREEMENT NO. 24-59

(1) Commercial General Liability
Additional Insured: The City, its elected officials, officers, employees, volunteers, boards, agents and representatives shall be additional insureds with regard to liability and defense of suits or claims arising out of the work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations. Coverage for the additional insureds shall apply to the fullest extent permitted by law.

Additional Insured Endorsements shall not:

1. Be limited to “Ongoing Operations”

2. Exclude “Contractual Liability

3. Restrict coverage to the “Sole” liability of contractor

4. Exclude “Third-Party-Over Actions”

5. Contain any other exclusion contrary to the Agreement Additional Insured Endorsements shall be at least as broad as ISO Forms CG 20 10 11 85; or CG 20 and 10 and CG 2037.

Primary Insurance: This insurance shall be primary and any other insurance, whether primary, excess, umbrella or contingent insurance, including deductible, or self-insurance available to the insureds added by endorsement, shall be in excess of, and shall not contribute with, this insurance. Coverage shall be at least as broad as ISO CG 20 01 04 13. (2) Auto Liability
Additional Insured: The City, its elected officials, officers, employees, volunteers, boards, agents, and representatives shall be additional insureds with regard to liability and defense of suits or claims arising out of the work or operations performed by or on behalf of the Contractor.

Primary Insurance: This insurance shall be primary and any other insurance whether primary, excess, umbrella or contingent insurance, including deductible, or self-insurance available to the insureds added by endorsement shall be in excess of and shall not contribute with this insurance.
(3) Workers’ Compensation
Waiver of Subrogation: A waiver of subrogation stating that the insurer waives all rights of subrogation against the indemnified parties. (c) Notice of Cancellation
Required insurance policies shall not be cancelled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 45 of 179 AGREEMENT NO. 24-59

(d) Waiver of Subrogation
Required insurance coverages shall not prohibit Contractor from waiving the right of subrogation prior to a loss. Contractor shall waive all rights of subrogation against the indemnified parties and policies shall contain or be endorsed to contain such a provision. This provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer.
(e) Evidence of Insurance
All policies, endorsements, certificates, and/or binders shall be subject to approval by the City as to form and content. These requirements are subject to amendment or waiver only if so approved in writing by the City. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

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 City. If such coverage is cancelled or reduced, Contractor shall, within ten (10) days after receipt of written notice of such cancellation or reduction of coverage, file with the City evidence of insurance showing that the required insurance has been reinstated or has been provided through another insurance company or companies. (f) Deductible or Self-Insured Retention
Any deductible or self-insured retention must be approved in writing by the City 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. The City may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the Contractor or the City.
(g) Contractual Liability/Insurance Obligations
The coverage provided shall apply to the obligations assumed by the Contractor under the indemnity provisions of this Agreement. The insurance obligations under this Agreement shall be: (1) all the insurance coverage and/or limits carried by or available to the Contractor; or (2) the minimum insurance coverage requirements and/or limits shown in this Agreement; whichever is greater. Any insurance proceeds in excess of or broader than the minimum required coverage and/or minimum required limits, which are applicable to a given loss, shall be available to the City. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of the Contractor under this Agreement. (h) Failure to Maintain Coverage
Contractor 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 City. The City shall have the right to withhold any payment due Contractor until Contractor has fully complied with the insurance provisions of this Contract. In addition, the City may either immediately terminate this MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 46 of 179 AGREEMENT NO. 24-59

Agreement or, if insurance is available at a reasonable cost, City may take out the necessary insurance and pay, at Contractor’s expense, the premium thereon.

In the event that the Contractor’s operations are suspended for failure to maintain required insurance coverage, the Contractor shall not be entitled to an extension of time for completion of the Work because of production lost during suspension.
(i) 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. Any other rating must be approved in writing in accordance with the City. (j) Claims Made Policies
If coverage is written on a claims-made basis, the retroactive date on such insurance and all subsequent insurance shall coincide or precede the effective date of the initial Contractor’s Agreement with the City and continuous coverage shall be maintained or an extended reporting period shall be exercised for a period of at least five (5) years from termination or expiration of this Agreement. (k) Insurance for Subcontractors
Contractor shall be responsible for causing Subcontractors to purchase the same types and limits of insurance in compliance with the terms of this Agreement, including adding the City as an Additional Insured, providing Primary and NonContributory coverage and Waiver of Subrogation to the Subcontractors’ policies. The Commercial General Liability Additional Insured Endorsement shall be on a form at least as board as CG 20 38 04 13.

11. INDEPENDENT CONTRACTOR
(a) Consultant is and shall at all times remain as to the City a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control and shall not be construed to be employees of City for any purpose, including eligibility under Public Employees Retirement Law. Neither City nor any of its officers, 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 not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City.

Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner. Consultant shall be solely responsible and hold the City harmless for all matters relating to the payment of Consultant’s employees, including compliance with Social Security withholdings and all other regulations governing such matters.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 47 of 179 AGREEMENT NO. 24-59

(b) No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder.

12. LEGAL RESPONSIBILITIES
The Consultant shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its services pursuant to this Agreement. The Consultant shall at all times observe and comply with all such laws and regulations. The City, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section.

13. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure is used against or in concert with any officer or employee of the City of Montclair in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Montclair will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement.

Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity.

14. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement.

15. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
(a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City’s prior written authorization. Consultant, its officers, employees, agents, or subconsultants, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, responses to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 48 of 179 AGREEMENT NO. 24-59

(b) Consultant shall promptly notify City should Consultant, its officers, employees, agents or subconsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, requests for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant.

However, City’s right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response.
(c) Consultant shall comply with all applicable federal, state and local Conflict of Interest laws, including the Political Reform Act (California Government Code, Section 81000, et. seq.) and California Government Code, Section 1090, et. seq.

Consultant covenants that neither he/she nor any officer or principal of their firm have any interest in, or shall acquire any interest, directly or indirectly, which will conflict in any manner or degree with the performance of their services hereunder. Consultant further covenants that in the performance of this Agreement, no person having such interest shall be employed by them as an officer, employee, agent or subconsultant.

Consultant further covenants that Consultant has not contracted with nor is performing any services, directly or indirectly, with any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City or the study area and further covenants and agrees that Consultant and/or its subconsultants shall provide no service or enter into any agreement or agreements with a/any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City or the study area prior to the completion of the work under this Agreement. Further, Consultant covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of services to the City as a result of the performance of this Agreement, or the services that may be procured by the City as a result of the recommendations made by the Consultant. The Consultant’s covenant under this Section shall survive the termination of this Agreement.

16. NOTICES
Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:

To City: Alyssa Colunga
Assistant Director of Human Services & Grants Manager
City of Montclair
5111 Benito Street
Montclair, CA 91763
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 49 of 179 AGREEMENT NO. 24-59

To Consultant: Blais and Associates, LLC
Attn: Jordan P. Carter
2807 Allen Street, Suite 2050
Dallas, TX 75204

17. ASSIGNMENT AND SUBCONTRACTING
The Contractor shall not assign any of its rights or delegate any of its duties under this Agreement, either in whole or in part, nor any monies due hereunder, without prior written consent of the City. The City’s consent to an assignment of rights under this Agreement shall not release the Contractor from any of its obligations or alter any of its obligations to be performed under this Agreement. Any attempt at assignment or delegation by the Contractor in violation of this Section 17 shall be void and of no legal effect and shall constitute grounds to terminate this Agreement for cause. The Contractor shall not subcontract any performance required under this Agreement without the City’s prior written consent.

18. LICENSES
At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the services described in this Agreement, including a City of Montclair business license.

19. GOVERNING LAW
The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the municipal, superior, or federal district court with jurisdiction over the City of Montclair.

20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party’s own independent investigation of any and all facts such party deems material.

21. CONTENTS OF REQUEST FOR PROPOSALS
Deleted.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 50 of 179 AGREEMENT NO. 24-59

22. CONFIDENTIALITY
Information and materials obtained by the Consultant from City during the performance of this Agreement shall be treated as strictly confidential and shall not be used by the Consultant for any purpose other than the performance of this Agreement.

Consultant’s covenant under this Section shall survive the expiration or termination of this Agreement.

23. DISCRIMINATION
The Consultant agrees that no person shall be excluded from employment in the performance of this Agreement on grounds of race, creed, color, sex, age, marital status, or place of national origin. In this connection, the Consultant agrees to comply with all County, State and Federal laws relating to equal employment opportunity rights.

24. EFFECT OF PARTIAL INVALIDITY
If any term or provision of this Agreement shall be held invalid or unenforceable, the remainder of this Agreement and any application of the terms shall remain valid and enforceable under this Agreement or California law.

25. CLAIMS AGAINST CITY
Contractor must comply with the claim procedures set forth in Government Code sections 900, et. seq., and/or Montclair Municipal Code, Chapter 1.16, as applicable, prior to filing any lawsuit against the City. Such claims and any subsequent lawsuit based upon the 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 claim is submitted, or if any prerequisite contractual requirements are not otherwise satisfied as specified herein, Contractor shall be barred from bringing and maintaining a valid lawsuit against the City.

26. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder.

27. NO THIRD PARTY BENEFICIARIES
This Agreement is made solely for the benefit of the Parties to this Agreement and their respective successors and assigns, and no other person or entity may have or acquire a right by virtue of this Agreement.

28. COST OF LITIGATION
If any legal action is necessary to enforce any provision of this Agreement or for damages by reason of an alleged breach of any provisions of this Agreement (whether in contract, tort or both), the prevailing Party shall be entitled to receive from the losing Party all attorneys’ fees, costs and expenses in such amount as the courts may determine to be reasonable. In awarding the cost of litigation, the court shall not be bound by any court fee schedule, but shall, if it is in the interest of justice to do so, award the full amount of costs, expenses and attorneys’ fees paid or incurred in good faith.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 51 of 179 AGREEMENT NO. 24-59

29. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Contractor warrants and represents that he/she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder.

30. COUNTERPARTS
This Agreement may be executed in any number of counterparts, each of which shall be deemed to be the original, and all of which together shall constitute one and the same instrument.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.

City of Montclair Blais and Associates, LLC
By: By:

Javier John Dutrey, Mayor Jordan Carter, CEO
Attest:

By: Date:

Andrea Myrick, City Clerk
Approved as to Form:

By:

Diane E. Robbins, City Attorney
Date:

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 52 of 179 AGREEMENT NO. 24-59

EXHIBIT A
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 53 of 179 AGREEMENT NO. 24-59

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 54 of 179 AGREEMENT NO. 24-59

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 55 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - AGREEMENTS
ITEM NO.: 4
FILE I.D.: EQS100/CHR100
DEPT.: ECONOMIC DEV.

PREPARER: M. FUENTES
SUBJECT: CONSIDER APPROVAL OF AGREEMENT NO. 24–60 WITH SET FREE CHURCH POMONA VALLEY FOR THE LEASE OF A CITY–OWNED PROPERTY, SUBJECT TO ANY REVISIONS

DEEMED NECESSARY BY THE CITY ATTORNEY
REASON FOR CONSIDERATION: The City Council is requested to consider approval of Agreement No. 24–60 with Set Free Church Pomona Valley for the lease of a City–owned property, 9661 Central Avenue, to serve as the professional and administrative offices of Set Free Church Pomona Valley.

A copy of proposed Agreement No. 24–60 is attached for the City Council’s review and consideration.

BACKGROUND: In 2023, the Economic Development Agency (Agency) purchased 9661 Central Avenue (Property), as part of the Agency’s efforts of acquiring underutilized parcels of land and buildings for future site assemblage. The Agency has acquired several parcels and buildings along Central Avenue to revitalize the Central Avenue Corridor. These parcels and buildings were acquired either for future site assemblage, or for use by the Montclair Housing Authority’s low–moderate income affordable housing program.

Upon acquisition of the Property, the Agency initiated a small rehabilitation project as the Property was in relatively good condition and formerly served as an insurance office.

With the recent rehabilitation project completed, the Agency has elected to lease the Property until future plans can be developed as to how the Property and adjacent City– owned parcels may be developed.

The City of Montclair also owns two adjacent parcels. The property immediately to the south of the Property, 9671 Central Avenue, was previously a beauty salon, and the property to the east, 5326 San Bernardino Street, served as the original City Hall building, and is now commonly known as the Hurst property.

Proposed Lease Agreement No. 24–60
Proposed Agreement No. 24–60 would be a lease agreement between the City of Montclair and Set Free Church Pomona Valley for the lease of a City owned property, 9661 Central Avenue, to serve as the professional and administrative offices of Set Free Church Pomona Valley.

The more salient terms of Proposed Agreement No. 24–60 include the following:
 The term of the lease shall be for one year, with the option to extend the lease for four additional successive one–year terms under terms that are mutually satisfactory to both the City of Montclair and Set Free Church Pomona Valley.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 56 of 179  Set Free Church Pomona Valley shall pay $28,000 rent per year to the City of Montclair for use of the Property.
 Set Free Church Pomona Valley maybe charged a discounted rent of $1.00 per year, if Set Free Church Pomona Valley elects to provide designated services to the City of Montclair. The discounted rent, if elected, would be applicable for any year, or portion thereof, during which Set Free Church Pomona Valley conducts the designated services for the City of Montclair.
 Designated Services that would allow Set Free Church Pomona Valley to request a rent reduction include accompanying the City’s Special Operations Unit on Homeless Outreach Detail a minimum of four times per week as well as respond to special requests/calls for service from the Special Operations Unit regarding homeless individuals and/or families in need of assistance.  Set Free Church Pomona Valley agrees to use the property only for administrative and professional office space in relation to homeless outreach services which may include, but are not limited to, providing resources and services related to housing, employment, healthcare, and mental health services for the at–large homeless population.

Set Free Church Pomona Valley
Set Free Ministries is a faith–based organization dedicated to helping those in need within the Inland Empire. In 1993, Pastors Willie and Marsha Dalgity started their congregation Set Free Ministries in Yucaipa, California, with a focus on helping those struggling with addiction, poverty, and homelessness.

Since then, Set Free Ministries has established several local chapters across the Inland Empire that offer various services including housing, meals, addition recover programs, case management, job training, transportation services and other resources aimed at addressing the root causes of poverty and homeless.

Set Free Ministries has partnered with various agencies, including the City of Montclair, to connect individuals with the most appropriate resources, and has worked with law enforcement, healthcare providers, mental health providers, elderly care facilities, as well as other cities across the region to address addiction, poverty, and homelessness.

FISCAL IMPACT: Adoption of proposed Agreement No. 24–60 would allow for Set Free Church Pomona Valley to lease the City–owned property located at 9661 Central Avenue.

Set Free Church Pomona Valley would pay a lease payment of $28,000 annually for lease of the Property, unless Set Free Church Pomona Valley elects to apply for a discounted rent which would reduce the lease amount to $1.00 annually.

The City of Montclair would continue to be responsible for all maintenance of the Property including grounds and utility costs.

RECOMMENDATION: Staff recommends the City Council approve Agreement No. 24–60 with Set Free Church Pomona Valley for the lease of a City–owned property, subject to any revisions deemed necessary by the City Attorney.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 57 of 179 Agreement No. 24-60

CITY OF MONTCLAIR

LEASE AGREEMENT
This City of Montclair Lease Agreement ("Lease"), is made and entered into as of July 1, 2024 (the “Commencement Date”), by and between the City of Montclair, a California Municipal Corporation, with its principal place of business located at 5111 Benito Street, Montclair, California, 91763 ("Landlord" or “City”), and Set Free Church Pomona Valley, a 501(c)(3) non–profit corporation, with its principal place of business located at 10643 Mills Avenue, Montclair, California, 91763 ("Tenant"). Landlord and Tenant are each sometimes referred to herein individually as a "Party," and collectively as the "Parties."

RECITALS
This Lease is made with reference to the following facts:

A. Landlord is the owner of that certain real property consisting of an approximately 912 square foot single–story building that is located at 9661 Central Avenue, Montclair, California, 91763 including fixtures and furniture therein, as more particularly described in Exhibit "A" attached hereto and incorporated herein by this reference ("Property"). Except as expressly provided to the contrary in this Lease, reference to the Property is to the described land, together with all fixtures, furniture and improvements.

B. Landlord desires to lease the Property to Tenant and Tenant desires to lease the Property from Landlord, as more particularly described in Exhibit "B" attached hereto and incorporated herein by this reference ("Leased Space") on the terms and conditions set forth in this Lease.

C. Landlord's entry into this Lease will benefit the health, safety, and welfare of the City because Tenant's business operations at the Property will provide for a centralized location for those individuals who are homeless to have access to services including but not limited to street outreach, case management, education and life training skills, shelter and housing referrals, employment assistance, legal aid, and advocacy work.

D. Landlord's entry into this Lease will also help the City Council of the City (the “City Council”) achieve its goals of systematically addressing homelessness and access to services sought out by individuals who are homeless due to mental illness, substance use disorder, disability, or other barriers. All of these goals are intended to improve the health, safety, and welfare of the community and to help address homelessness in the community.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 58 of 179 Agreement No. 24-60

LEASE
NOW, THEREFORE, in consideration of the above recited facts, the mutual covenants set forth in this Lease and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties agree as follows:

1.INCORPORATION OF RECITALS
The foregoing recited facts are true and correct and are incorporated into this Lease by this reference, as if restated in full.

2.LEASE
For and in consideration of the Rent (as defined below), and the conditions, covenants and agreements set forth in this Lease, Landlord leases to Tenant, and Tenant leases from Landlord, the Leased Space on the terms and conditions set forth in this Lease.

3.TERM

3.1 Term of the Lease. Unless earlier terminated or extended, the term of this Lease ("Term") shall be one (1) year commencing on the Commencement Date and expiring on June 30, 2025 ("Expiration Date"). If Tenant fails to vacate the Leased Space on the Expiration Date, or whatever later date is agreed to upon Tenant's exercise of the Option (defined in Section 3.2 below), or within the required time frame after this Lease is earlier terminated by Tenant, without Landlord's written consent, Tenant's holdover tenancy shall be a month–to–month tenancy, for a rental amount equal to the fair market rent for the Lease Space as determined by an appraiser to be designated by City, on all other terms and conditions of this Lease, until either Party terminates Tenant's holdover tenancy.

3.2 Option to Extend. If Tenant is not in default under this Lease at the Expiration Date, and the Lease has not been earlier terminated, Tenant shall have the option to request that Landlord extend this Lease for up to four (4) additional, successive one (1)–year terms under terms that are mutually satisfactory to both Parties ("Option"). If Tenant wishes to exercise this Option, Tenant shall, as to each option to extend by one year, not less than ninety (90) days prior to the Expiration Date of this Lease, provide Landlord with a written 90–day notice of Tenant's interest in negotiating the terms for extension of this Lease. Landlord shall have the right to grant or deny Tenant's request in its sole discretion.

4.RENT

4.1 Rent. Tenant and Landlord agree that the market rent for the use of the Property is Twenty Eight Thousand Eight Hundred and One Dollars ($28,800.00) per year (“Market Rate”). In view of the restricted uses permitted under this Lease and the agreement of Tenant to provide the “Designated Services” (as set forth in Exhibit C hereto), Landlord is prepared to charge a discounted rent of One Dollar ($1.00) per year (“Discounted Rent”). The Discounted Rent shall be applicable for any year, or portion thereof, during which the Tenant conducts the Designated Services on the MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 59 of 179 Agreement No. 24-60

Property and otherwise acts in compliance with this Lease; for any periods (including portions of any year) in which Tenant fails to conduct the Designated Services on the Property or during which Tenant is not in compliance with this Lease, Tenant shall be obligated to pay as rent the Market Rent. The applicable rent as determined in conformity with the preceding portion of this Section 4.1 constitutes the “Rent”.

4.2 Dishonored Check. In the event that any check or other instrument of payment given by Tenant to Landlord is dishonored for any reason, Landlord may charge a fee of twenty–five dollars ($25.00) for each such check or other instrument that is dishonored.

5. Designated Services

5.1 Designated Services. In lieu of a portion of the Rent, Tenant may elect to perform certain services for Landlord (“Designated Services”). The specific services, frequency of services, and corresponding rent reduction are more particularly described in Exhibit "C" attached hereto and incorporated herein by this reference.

5.2 Designated Services Qualifications. Tenant must be qualified and possess the necessary skills to perform the Designated Services safely and effectively. Landlord reserves the right to approve or deny Tenant's request to perform Designated Services based on qualifications and experience.

5.3 Performance of Designated Services. Tenant agrees to perform the Designated Services in a professional and timely manner, in accordance with the standards outlined in Exhibit “C”. Tenant shall be responsible for providing all necessary tools and materials to perform the Designated Services, unless otherwise agreed upon in writing by Landlord. Landlord reserves the right to inspect the work performed by Tenant as part of the Designated Services.

5.4 Termination of Designated Services. Landlord may terminate Tenant's ability to perform Designated Services for repeated failure to perform the services satisfactorily or for any breach of this Agreement. Tenant may discontinue performing Designated Services with thirty (30) days written notice to Landlord.

6.USE OF THE PROPERTY

6.1 Use of the Property. Tenant shall have the right and Tenant covenants and agrees to use the Property only for professional office and homeless outreach services which may include, but are not limited to providing recourses and services related to housing, employment, healthcare, and mental health services, and for no other purposes, without the express, prior written approval of Landlord. Tenant shall not occupy or use, or permit all or any part of the Property required to be occupied or used, for any unlawful or illegal business, use or purpose, nor for any business, use or purpose that is disreputable or extra–hazardous. Tenant shall immediately upon discovery of any such unlawful, illegal, disreputable or extra– hazardous use, take all necessary steps, legal and equitable, to compel the discontinuance of such use and immediately remove occupants or other persons guilty of such unlawful, illegal, disreputable or extra–hazardous use from the MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 60 of 179 Agreement No. 24-60

Property.

6.2 Parking. Tenant shall be provided with designated parking spots on the Property. The designated parking space shall be deemed to constitute part of the Leased Space for purposes of this Lease.

6.3 Management of the Property. The Property shall be managed or caused to be managed by the Landlord, excepting that Tenant shall be responsible for maintenance and the conduct of operations on the Leased Space.

6.4 Waste and Nuisance. Tenant shall not commit or allow any waste on or about the Property, nor commit, allow or maintain any public or private nuisance on or about the Property, or impairment of the Property, or any part thereof.

6.5 Compliance with Laws, Rules, Regulations. Tenant shall at all times comply with all requirements of local, state and federal laws, rules, orders and regulations now in force or which may be in force and such rules as may be established from time to time by Landlord in relation to the Leased Space ("Regulations") at any time during the Term. As part of complying with the Regulations, Tenant shall obtain, at Tenant's sole cost and expense, all licenses, permits and approvals that the Regulations require for the use or operation of the Property. Tenant shall maintain all required licenses, permits and approvals throughout the Term of this Lease

6.6 Obligation to Refrain from Discrimination. Tenant shall not discriminate against any person, or group of persons, on account of sex, marital status, race, color, creed, religion, national origin or ancestry in the sale, lease, sublease, transfer, use, occupancy, tenure or enjoyment of the Property.

6.7 Condition of Property. Tenant acknowledges that it intends to and will occupy the Property on the Effective Date in it’s AS–IS condition, as of the Effective Date.

Tenant acknowledges and agrees that Landlord has made absolutely no representations, guarantees or warranties regarding the Property, nor has Landlord made representations, guarantees or warranties regarding whether the Property and Improvements (as defined in Section 8.1) comply with applicable covenants and restrictions of record, building codes, ordinances or statutes in effect on the Effective Date.

6.8 Assumption of Risk, Waiver, and Landlord's Non–liability. To the maximum extent allowed by law, except for Landlord's willful misconduct or grossly negligent acts, Tenant assumes any and all risk of loss, damage or injury of any kind to any person or property that is on or about the Property. Tenant's assumption of risk shall include, without limitation, loss or damage caused by defects within the Property or any Improvements (as defined in Section 8.1), accident, fire or other casualty on or about the Property. To the maximum extent allowed by law, except for Landlord's willful misconduct or grossly negligent acts, Tenant hereby waives all claims and demands against Landlord, its elected officials, officers, employees, volunteers, consultants and agents for injury to persons, damage to property or any other interest of Tenant sustained by Tenant or any other person claiming through Tenant and resulting from any occurrence on or about the Property.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 61 of 179 Agreement No. 24-60

Tenant has been advised by its legal counsel concerning the content and effect of California Civil Code Section 1542, which provides:

A general release does not extend to claims which the creditor does not know or suspect to exist in his or her favor at the time of executing the release, which if known by him or her must have materially affected his or her settlement with the debtor.

In reference to the waivers set forth in this Section, Tenant hereby waives the benefits of Civil Code Section 1542 and all other state or federal statutes, legal principles, or judicial decisions of the same or similar effect. The provisions of this Section shall survive the expiration or termination of this Lease.

6.9 Hazardous Materials Prohibited. The use, generation, storage or disposal of "Hazardous Materials" (defined below) on the Property is strictly prohibited, and any such use, generation, storage, or disposal shall result in a default and termination of this Lease. For the purpose of this section, "Hazardous Materials" means substances defined as "hazardous substances," "hazardous materials," "toxic substances," "hazardous wastes," "extremely hazardous wastes," or "restricted hazardous wastes," or stated to be known to cause cancer or reproductive toxicity, under the Comprehensive Environmental Response, Compensation and Liability Act of 1980, as amended, 42 U.S.C. sections 9601, et seq.; the Hazardous Materials Transportation Act, 49 U.S.C. sections 1801, et seq.; the Resource Conservation and Recovery Act, 42 U.S.C. sections 6901, et seq.; the Federal Water Pollution Control Act, 33 U.S.C. sections 1317, et seq.; sections 25115, 25117, 25122.7, 25140, 25249.5, 25249.8, 25281, 25316 or 25501 of the California Health & Safety Code; or any substance so defined or stated in any of the regulations adopted and publications promulgated pursuant to said laws as they may be amended from time to time.

6.10 Taxable Possessory Interests. If the County of San Bernardino determines that this Lease creates a taxable possessory interest pursuant to Revenue Taxation Code Section 107, Tenant shall be solely responsible for the payment of property taxes (with respect to such possessory interest).

6.11 Quiet Enjoyment. The Parties hereto mutually covenant and agree that Tenant, by keeping and performing the covenants herein contained, shall at all times during the Term of this Lease peaceably and quietly have, hold and enjoy the Leased Space.

7. RIGHTS OF ACCESS; PUBLIC IMPROVEMENTS AND FACILITIES Landlord at its sole risk and expense, reserves the right to enter or authorize its agents to enter the Property or any part thereof at all reasonable times and with as little interference as possible, for the purposes of construction, reconstruction, maintenance, repair or service of any public improvements or public facilities located on the Property. Any such entry shall be made only after reasonable notice to Tenant, and Landlord or such other agent shall indemnify, defend and hold Tenant harmless from any claims or liabilities by their respective agents that arise out of Landlord's entrance on the Property and not caused by Tenant's sole willful misconduct or gross negligence. Landlord and such other agent shall make all reasonable efforts to keep MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 62 of 179 Agreement No. 24-60

any inconvenience, annoyance, disturbance or loss of business to a minimum. Ninety (90) days prior to the end of the Term of this Lease, Landlord shall have the right to show the Property to prospective lessees in its discretion.

8. UTILITIES, LIENS AND OTHER CHARGES

8.1 Utilities. Landlord agrees to pay or cause to be paid, as and when they become due and payable, all charges for water, gas, light, heat, telephone, electricity and other utility and communication services rendered or used on or about the Property at all times during the Term of this Lease.

8.2 Other Liens. Tenant shall not, directly or indirectly, create or permit to be created or to remain, and will promptly discharge, at its expense, any mortgage, lien, encumbrance or charge on or pledge of the Property or any part thereof, or Tenant's interest therein, or the rent, additional rent or other sums payable by Tenant under this Lease. Tenant shall notify Landlord promptly of any lien or encumbrance which has been created on or attached to the Property, or to Tenant's leasehold estate therein, whether by act of Tenant or otherwise. The existence of any mechanic's, laborer's, materialmen's, supplier's or vendor's lien, or any right in respect thereof, shall not constitute a violation of this Section if payment is not yet due upon the contract or for the goods or services in respect of which any such lien has arisen.

9. OWNERSHIP OF AND RESPONSIBILITY FOR IMPROVEMENTS

9.1 Ownership during Term and at Termination. All improvements on the Property, whether existing thereon at the Commencement Date or constructed or installed by Tenant or Landlord as permitted or required by this Lease ("Improvements"), shall, during the Term of this Lease, be and remain the property of Landlord. Tenant shall have no right at any time to waste, destroy, demolish or remove any of the Improvements. Tenant shall not engage in any improvements to or demolition of improvements to the Property. Tenant's rights and powers with respect to the Improvements are subject to the terms and limitations of this Lease.

Landlord and Tenant covenant for themselves and all persons claiming under or through them that the improvements are real property.

9.2 Ownership of Fixtures and Furnishings at Termination. On the Expiration Date or sooner termination of this Lease, Landlord may, at Landlord's election, demand the removal from the Leased Space or the Property of all of Tenant's fixtures, equipment and furnishings, or of certain fixtures, equipment or furnishings, as specified in the notice provided for below at Tenant's sole cost and expense. A demand to take effect on the Expiration Date shall be effectuated by notice given at least three (3) months before the Expiration Date. A demand to take effect on any other termination date of the Lease shall be effectuated by notice given concurrently with the notice of termination or within a reasonable period after such termination.

Any of Tenant's fixtures, equipment and furnishings not specified by Landlord to be removed, and, at Landlord's election, any fixtures, equipment and furnishings specified for removal by Landlord that are not removed by Tenant within thirty (30) days following the Expiration Date or other termination date shall be deemed MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 63 of 179 Agreement No. 24-60

abandoned by Tenant and shall, without compensation to Tenant, then become Landlord's property, free and clear of any and all claims to or against them by Tenant or any third person, and may be retained, removed, sold, destroyed or otherwise disposed of by Landlord in Landlord's sole discretion.

Tenant shall defend, indemnify and hold harmless Landlord from and against any and all liability and loss arising from any such claims or from Landlord's exercise of the rights conferred by this Section.

9.3 Alteration of Improvements. Tenant shall not make or permit to be made any alteration or addition to the Property, nor demolish all or any part of the Property or Improvements.

9.4 Damage or Destruction. Tenant agrees to give notice to Landlord of any fire or other damage that occurs on the Property or the Improvements within five (5) days after such fire or damage. Except as otherwise provided in Section 13.3, if the Improvements shall be damaged or destroyed by any cause which puts the Improvements into a condition which is not decent, safe and sanitary, Tenant agrees to make or cause to be made full repair of said damage and to restore the Improvements to the condition which existed prior to said damage, or Tenant agrees to clear and remove from the Property all debris resulting from said damage and rebuild the Improvements in accordance with plans and specifications previously submitted to Landlord and approved in writing in order to replace in kind and scope the Improvements which existed prior to such damage; provided, however, that Tenant's liability pursuant to this Section shall be limited to the extent of available proceeds from Tenant's insurance coverage maintained pursuant to Section 14.1.

9.5 Indemnification; Notice of Non–responsibility. Tenant agrees to hold Landlord, its elected officials, officers, employees, volunteers or agents free and harmless, and indemnify Landlord against all claims, liabilities, costs and expenses, for labor and materials in connection with all construction, repairs or alterations on the Property and the Improvements performed by Tenant, Tenant's agent or at Tenant's direction pursuant to this Section 8 and the cost of defending against such claims, including reasonable attorneys' fees.

Landlord shall have the right to post and maintain on the Property and the Improvements any notice of non–responsibility provided for under applicable law.

10. MAINTENANCE

10.1 Maintenance and Repair of the Property. Landlord shall assume full responsibility for the operation and maintenance of the Leased Space and the Improvements throughout the Term of the Lease without expense to Tenant unless otherwise specified herein, and shall keep the Leased Space and Improvements, and perform all maintenance and repairs necessary to maintain and preserve the Leased Space and Improvements, in good and clean condition and repair and in a clean, safe and sanitary manner and in compliance with all applicable laws, rules and regulations. Landlord agrees that Tenant shall not be required to perform any maintenance, repairs, or services or to assume any expense not specifically assumed MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 64 of 179 Agreement No. 24-60

herein in connection with the Property and the Improvements.

10.2 Capital Improvements. Notwithstanding anything contained in this Lease to the contrary, Landlord shall be responsible for all capital replacements and improvements deemed necessary by Landlord to maintain and preserve the Leased Space and Improvements in Landlord's sole discretion, provided, however, this obligation shall not relieve Tenant of the obligation to make such replacements or improvements if they are necessitated by damage caused by Tenant. For the purposes of this Lease, a capital replacement or improvement shall mean a replacement or improvement that has a useful life of longer than ten (10) years. That notwithstanding, Landlord shall have the right, in lieu of making any such capital replacement or improvement, to terminate this Lease on ninety (90) days notice to Tenant.

11. ASSIGNMENT, SUBLETTING, TRANSFER
Tenant shall not assign or attempt to assign this Lease or any right herein, nor make any total or partial conveyance, assignment, sublease or transfer in any other mode or form of the whole or any part of the Leased Space or the Improvements, without prior written approval of Landlord. Such approval may only be given by Landlord if: (a) such conveyance, assignment, sublease or transfer is deemed by Landlord to be in Landlord's best interests; (b) the proposed conveyee, assignee, sublessee or transferee has, in the opinion of Landlord, the financial capability and overa11 competence to develop and operate the conveyed, assigned, subleased or transferred obligations and premises; and (c) all rent or other consideration that Tenant charges or receives from the proposed conveyee, assignee, sublessee or transferee or as a result of the conveyance, assignment, sublease or transfer of this Lease, that is greater than the Rent paid by Tenant to Landlord under this Lease, shall be immediately remitted to Landlord. Approval by Landlord of any conveyance, assignment, sublease or transfer shall be conditioned upon such conveyee, assignee, sublessee or transferee agreeing in writing to assume the rights and obligations thereby conveyed, assigned, subleased or transferred and to keep and perform all covenants, conditions and provisions of this Lease which are applicable to the rights acquired. In addition to the foregoing, any approval, conditional approval, or disapproval of any assignment, subletting or transfer shall be at the sole and absolute discretion of the Landlord (which may act through its City Manager) In the absence of specific written agreement by Landlord, no such conveyance, assignment, sublease or transfer of this Lease or the Leased Space or the Improvements (or portion thereof), or approval by Landlord of any such conveyance, assignment, sublease or transfer shall be deemed to relieve Tenant or any other party from any obligations under this Lease.

12. MORTGAGES
Tenant shall have no right to mortgage, pledge, deed in trust or otherwise encumber this Lease, or the interest of Tenant hereunder, and to assign or pledge the same as security for any debt.

13. INDEMNIFICATION
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 65 of 179 Agreement No. 24-60

With the exception of any default on behalf of the Landlord under this Lease (including but not limited to a breach of Quiet Enjoyment, willful misconduct or gross negligence), Tenant shall defend, indemnify and hold harmless Landlord, its elected officials, officers, employees, volunteers and agents (each an "Indemnified Party") from and against any and all claims or demands for loss or damage, including, without limitation, property damage, personal injury and wrongful death, arising out of or in connection with the use or occupancy of the Property by Tenant, officers, officials, agents, contractors, employees, guests or invitees; any willful or negligent act (whether active or passive) or omission of Tenant, officers, officials, agents, contractors, employees, guests or invitees; any accident or fire on the Property; any nuisance made or suffered thereon; and any failure by Tenant to keep the Property in a safe condition; and the breach, default, violation or nonperformance of this Agreement by Tenant. Tenant shall pay, satisfy and discharge any and all money judgments that may be recovered against any Indemnified Party, including attorney's fees and costs of litigation, in connection with the foregoing. Tenant's obligations under this Section shall survive termination of this Lease, and shall not be restricted to insurance proceeds, if any, received by Tenant or any Indemnified Party. Tenant shall not be obligated to defend, indemnify or hold harmless any Indemnified Party to the extent any claim, loss, action, damage, liability, or expense (including attorneys' fees) is ultimately determined to be the result of the gross negligence or willful misconduct of such Indemnified Party.

14. INSURANCE
From the Commencement Date and for the duration of the Term of this Lease and any holding over by Tenant, Tenant shall secure and maintain, at its own expense, insurance against claims for injuries to persons or damages to property that may arise out of or in connection with the possession, use, occupancy, management, operation, repair, maintenance or control of the Leased Space by Tenant and/or its officers, officials, agents, contractors, employees, guests or invitees as follows:

14.1 Minimum Scope and Limits of Coverage: (1) "All Risk" property insurance covering the full replacement value of the Property but not less than $750,000; (2) Comprehensive General Liability insurance using Insurance Services Office Commercial General Liability occurrence form number CG 0001 or exact equivalent in an amount not less than two million dollars ($2,000,000) per occurrence for bodily injury, personal injury and property damage including contractual liability and ($4,000,000) aggregate total bodily injury, personal injury, and property damage; (3) Automobile Liability insurance using Insurance Services Office Business Auto Coverage form number CA 000l, code 1 (any auto) or exact equivalent in an amount not less than one million dollars ($1,000,000) per accident for bodily injury and property damage; and (4) Workers' Compensation and Employer's Liability as required by the State of California and Employer's Liability Insurance, with workers compensation limits as required by California law and Employers Liability Limits of one million dollars ($1,000,000) per accident for bodily injury or disease.

14.2 Insurance Endorsements. The insurance policies shall contain the following provisions, or Tenant shall provide endorsements on forms supplied or approved by Landlord to add the following provisions to the insurance policies:

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 66 of 179 Agreement No. 24-60

14.3 General and Automobile Liability. Each general liability and automobile liability policy shall be endorsed to state that: (A) Landlord, its elected officials, officers, employees, volunteers and agents shall be covered as additional insureds with respect to the possession, use, occupancy, management, operation, repair, maintenance or control of the Property by Tenant and its officers, officials, agents, representatives, volunteers, employees, guests or invitees; and (B) the insurance coverage shall be primary insurance with respect to Landlord, its elected officials, officers, employees, volunteers and agents, or if excess, shall stand in an unbroken chain of coverage excess of Tenant's scheduled underlying coverage. Any insurance or self–insurance maintained by Landlord, its elected officials, officers, employees, volunteers and agents shall be excess of Tenant's insurance and shall not be called upon to contribute with it.

14.4 Workers' Compensation and Employers Liability Coverage. The insurer shall agree to waive all rights of subrogation against Landlord, its elected officials, officers, employees, volunteers and agents for losses paid under the terms of the insurance policy that arise from work performed by Tenant.

14.5 All Coverage. Each insurance policy required by this Lease shall not be canceled or materially changed without first giving thirty (30) days prior written notice to Landlord.

14.6 Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating no less than A: VII, licensed and admitted to do business in California, and satisfactory to Landlord.

14.7 Verification of Coverage. Tenant shall furnish Landlord with original certificates of insurance and endorsements affecting coverage required by this Lease on forms satisfactory to Landlord. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms provided by Landlord, if requested. All certificates and endorsements must be received and approved by Landlord.

Landlord reserves the right to require complete, certified copies of all required insurance policies, at any time.

15. DEFAULTS, REMEDIES AND TERMINATION

15.1 Defaults – General. Failure or delay by either Party to perform or comply with any condition or provision of this Lease constitutes a default under this Lease, and grounds for termination. Upon the occurrence of a default, the injured Party shall give written notice of default to the Party in default, specifying the default complained of by the injured Party. Failure or delay in giving such notice shall not constitute a waiver of any default, nor shall it change the time of default. If the default is not commenced to be cured within thirty (30) days after service of the notice of default and is not cured promptly in a continuous and diligent manner within a reasonable period of time after commencement to the non–defaulting Party's satisfaction, the non–defaulting Party may thereafter terminate this Lease and/or commence an action for damages, specific performance or any other remedy available in law or equity against the defaulting Party with respect to such default, without liability for any reason or under any theory in connection with such MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 67 of 179 Agreement No. 24-60

termination, and without creating any right to recovery of damages of any kind or nature in the non–defaulting Party.

15.2 Enforced Delay in Performance for Causes Beyond Control of Party. Performance by either Party hereunder shall not be deemed to be in default where delays or defaults are due to war; insurrection; strikes; lockouts; riots; floods; earthquakes; fires; casualties; acts of God or other deities; acts of the public enemy; epidemics; quarantine restrictions; freight embargoes; lack of transportation; governmental restrictions or priority; litigation; unusually severe weather; inability to secure necessary labor, materials or tools; delays of any contractor or supplier; acts of the other Party; acts or failure to act of any public or governmental agency or entity (other than any act or failure to act of Landlord, which shall not excuse performance by Landlord) or any other cause beyond the control or without the fault of the party claiming an extension of the time to perform. An extension of time for any such cause shall be for the period of the enforced delay and shall commence to run from the time of the commencement of the cause. If, however, notice by the Party claiming such extension is sent to the other Party more than thirty (30) days after the commencement of the cause, the period shall commence to run only thirty (30) days prior to the giving of such notice. Times of performance under this Lease may also be extended in writing by Tenant and Landlord. Notwithstanding the foregoing, there shall be no extensions by virtue of enforced delay in relation to payment of Rent.

15.3 Damage or Destruction of Property. If during the Term of this Lease, any portion of the Property is damaged by fire or other catastrophic cause, so as to render such portion of the Property untenable, the obligations under this Lease may be suspended while such portion of the Property remains untenable. In the event of such damage, Tenant shall give Landlord notice of such untenable condition and the Landlord shall elect in its sole discretion, whether to repair the Property (if damaged by Tenant or an invitee of Tenant) or to cancel this Lease with respect thereto. Landlord shall notify Tenant in writing of its election within thirty (30) days after service of notice by Tenant. In the event that Landlord elects not to repair the Property or portion thereof, this Lease shall be deemed cancelled as of the date the damage occurred with respect to the untenable portion(s) of the Property. If this Lease is cancelled pursuant to this Section, Landlord shall not be liable to Tenant for any reason or under any theory and Tenant shall not be entitled to recover damages of any kind or nature from Landlord.

Additionally, if during the Term, any portion of the Property is damaged by fire or other catastrophic cause, so as to render such portion of the Property untenable, then Tenant can elect in writing to cancel this Lease with respect to the untenable portion(s) of the Property by providing written notice of its election to Landlord within thirty (30) days of the damage.

15.4 Additional Remedies of Landlord. In addition to the foregoing, if Tenant defaults with regard to any of the provisions of this Lease, and fails to cure such default to Landlord's satisfaction as provided in Landlord's notice to Tenant, Landlord, at its option, may thereafter (but not before), to the extent permitted by law:
correct or cause to be corrected said default and charge the costs therefor to the account of Tenant; and/or correct or cause to be corrected said default and pay the costs thereof from the proceeds of any insurance.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 68 of 179 Agreement No. 24-60

15.5 Landlord's Re–Possession of Property. In the event that Landlord terminates this Lease, Landlord shall have the right to re–enter and repossess the Property without process of law, and Tenant, in such event, does hereby waive any demand for possession thereof, and agrees to surrender and deliver the Property peaceably to Landlord immediately upon such termination in good order, condition and repair, except for reasonable wear and tear.

No ejectment, re–entry or other act by or on behalf of Landlord shall constitute a termination unless Landlord gives Tenant notice of termination in writing. Such termination shall not relieve or release Tenant from any obligation incurred pursuant to this Lease prior to the date of such termination.

Termination of the Lease under this Section shall not relieve Tenant from the obligation to pay any sum due to Landlord or from any claim for damages against Tenant.

The right of termination provided by this Section is not exclusive and shall be cumulative to all other rights and remedies possessed by Landlord, and nothing contained herein shall be construed so as to defeat any other rights or remedies to which Landlord may be entitled.

15.6 Acknowledgment of Adequacy of Relocation Benefits Paid. If either Party terminates this Lease for any reason contemplated or authorized by this Section 14 or any other Section of the Lease, Tenant hereby expressly, knowingly and voluntarily waives any and all rights, benefits and/or assistance it may be entitled to receive from Landlord due to such termination, including, without limitation, loss of goodwill, inverse condemnation, or relocation assistance as provided for in California Government Code sections 7260, et seq. and 42 U.S.C. section 4601, et seq.

Tenant has been advised by its legal counsel concerning the content and effect of California Civil Code section 1542, which provides:

A general release does not extend to claims which the creditor does not know or suspect to exist in his or her favor at the time of executing the release, which if known by him or her must have materially affected his or her settlement with the debtor.

In reference to the waiver set forth in this Section, by its initials below, Tenant waives the benefits of Civil Code Section 1542 and all other state or federal statutes, legal principles, or judicial decisions of similar effect. This provision shall survive the expiration or termination of this Lease.

16. LEGAL ACTIONS
Institution of Legal Actions. In addition to any other rights or remedies, either Party may institute legal action to cure, correct, or remedy any default, to recover damages for any default, or to obtain any other remedy consistent with the purpose of this Lease. Such legal action must be instituted in the Superior Court of the County of San Bernardino, State of California, or in the Federal District Court in the Central District of California.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 69 of 179 Agreement No. 24-60

16.1 Applicable Law. The laws of the State of California shall govern the interpretation and enforcement of this Lease.

16.2 Acceptance of Service of Process. In the event that any legal action is commenced by Tenant against Landlord, service of process on Landlord shall be made by personal service upon the City Clerk, or in such other manner as may be provided by law.

In the event that any legal action is commenced by Landlord against Tenant, service of process on Tenant shall be made by personal service upon an officer and/or member of Tenant and shall be valid whether made within or without the State of California, or in such manner as may be provided by law.

16.3 Attorneys' Fees and Court Costs. In the event that either Landlord or Tenant shall bring or commence an action arising out of or in connection with this Lease the prevailing Party shall be entitled to and shall be paid reasonable attorneys' fees and court costs therefor.

17. GENERAL PROVISIONS

17.1 Notice. All notices, demands and communications between Landlord and Tenant under this Lease must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:

To Landlord: Mikey Fuentes, Dir. of Economic Development City of Montclair
5111 Benito Street
Montclair, CA 91763
To Tenant: Robert Edwards
Set Free Church Pomona Valley
10643 Mills Avenue
Montclair, CA 91763

17.2 Time of Essence. Time is of the essence with respect to the performance of each and every provision of this Lease.

17.3 Conflict of Interests. No elected official, officer, contractor, agent or employee of Landlord shall have any personal interest, direct or indirect, in this Lease, nor shall any such elected official, officer, contractor, agent or employee participate in any decision relating to the Lease which affects his personal interests or the interests of any corporation, partnership or association in which he is directly or indirectly interested. Tenant warrants that it has not paid or given, and will not pay or give, any third party any money or other consideration for obtaining this Lease.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 70 of 179 Agreement No. 24-60

17.4 Non–liability of Landlord Officials and Employees. No elected official, officer, contractor, agent or employee of Landlord shall be personally liable to Tenant, or any successor in interest, in the event of any default or breach by Landlord or for any amount which may become due to Tenant or successor or on any other obligation under the terms of this Lease.

17.5 Inspection of Books and Records. Landlord has the right at all reasonable times to inspect the books and records of Tenant pertaining to its operations on the Property as pertinent to the purposes of this Lease. Tenant also has the right at all reasonable times to inspect the books and records of Landlord pertaining to the Property as pertinent to the purposes of this Lease.

17.6 Entry and Inspection of Property. Landlord shall have the right at all reasonable times to enter the Property for the purpose of viewing and ascertaining the condition of the same, or to protect its interests in the Property and the Improvements or to inspect the operations conducted thereon. Any such entry shall be made only after reasonable notice to Tenant. In the event that such entry or inspection by Landlord discloses that the Property or the Improvements are not in a decent, safe, and sanitary condition, are damaged, or in disrepair, Landlord shall have the right, after thirty (30) days written notice to Tenant, to have any necessary maintenance or repair work done for and at the expense of Tenant and Tenant hereby agrees to pay promptly any and all costs incurred by Landlord in having such necessary maintenance or repair work done in order to keep the Property and the Improvements in a decent, safe and sanitary condition. The rights reserved in this Section shall not create any obligations on Landlord or increase any obligations imposed on Landlord elsewhere in this Lease.

17.7 No Partnership. Neither anything in this Lease contained, nor any acts of Landlord or Tenant shall be deemed or construed by any person to create the relationship of principal and agent, or of partnership, or of joint venture, or of any association between Landlord and Tenant.

17.8 No Third–Party Beneficiaries. There are no intended third–party beneficiaries of any right or obligation assumed by the Parties under this Lease.

17.9 Compliance with Law. Tenant agrees, at its sole cost and expense, to comply and secure compliance with all the requirements now in force, or which may hereafter be in force of all municipal, county, state and federal authorities, pertaining to the Property, as well as operations conducted thereon; and to faithfully observe and secure compliance with, in the use of the Property, all applicable city, county and municipal ordinances, rules and regulations and all state and federal statutes, rules, orders and regulations now in force or which may hereafter be in force, including all laws prohibiting discrimination or segregation in the use, sale, lease or occupancy of the property. The judgment of any court of competent jurisdiction, or the admission of Tenant or any sublessee or permittee in any action or proceeding against them, or any of them, whether Landlord be a party thereto or not, that Tenant, sublessee or permittee has violated any such law, rule, order or regulation in the use of the Property shall be conclusive of that fact as between Landlord and Tenant.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 71 of 179 Agreement No. 24-60

17.10 Waiver. Any failure or delay by either Party in asserting any of its rights and remedies under this Lease shall not operate as a waiver of any default or of any such rights or remedies. Delays by either Party in asserting any of its rights and remedies shall not deprive either Party of its right to institute and maintain any actions or proceedings which it may deem necessary to protect, assert or enforce any such rights or remedies.

17.11 Rights and Remedies Are Cumulative. The rights and remedies of the Parties under this Lease are cumulative, and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other Party.

17.12 Severability. If any provision of this Lease shall be adjudged invalid or unenforceable by a court of competent jurisdiction, the remaining provisions of this Lease shall not be affected thereby and shall be valid and enforceable to the fullest extent permitted by law.

17.13 Binding Effect. This Lease, and the Terms, provisions, promises, covenants and conditions hereof, shall be binding upon and shall inure to the benefit of the Parties hereto and their respective heirs, legal representatives, successors and assigns.

17.14 Counterparts. This Lease may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute the fully executed Lease.

17.15 Authority to Enter Lease. Each Party warrants that the individual who has signed this Lease on its behalf has the legal power, right, and authority to make this Lease and bind each respective Party thereto.

17.16 Entire Agreement; Modifications. This Lease constitutes the entire agreement between the Parties regarding the subject matter of this Lease, superseding all other agreements or understandings, whether written or oral. This Lease may not be modified or amended except in writing signed by the Parties. This Lease shall be binding upon and inure to the benefit of Landlord and Tenant and their respective heirs, beneficiaries, successors and assigns. [Signatures on Following Page]
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 72 of 179 Agreement No. 24-60

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.

LANDLORD TENANT
By: By:

Javier John Dutrey, Mayor Robert Edwards, Set Free Church Pomona Valley
Attest:

By:

Andrea M. Myrick, City Clerk
Approved as to Form:

By:

Diane E. Robbins, City Attorney
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 73 of 179 Agreement No. 24-60

EXHIBIT A

LEGAL DESCRIPTION OF PROPERTY
The following described real property, together with all improvements thereon:

TRACT 4503 LOT 18
APN: 1008–611–18–0000
TRACT 4503 LOT 19
APN: 1008–611–19–0000
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 74 of 179 Agreement No. 24-60

EXHIBIT B

LEASE SPACE DESCRIPTION
Lease Space – 912 square foot single–story building and detached two car garage that is located at 9661 Central Avenue, Montclair, California, 91763, and depicted on the schematic immediately following this page.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 75 of 179 Agreement No. 24-60

EXHIBIT C
Designated Services

1. Designated Services. During the term of this Agreement and in accordance with Section 5, the following activities will constitute Designated Services that would allow the Tenant to request a rent reduction.
a. Accompanying the City’s Special Operations Unit on Homeless Outreach Detail a minimum of twenty–five (25) hours per week as well as respond to special requests/calls for service from the Special Operations Unit regarding homeless individuals and/or families in need of assistance.

2. Maintenance of Records. During the term of this Agreement, Tenant must provide records of supporting documents demonstrating that Designated Services were provided for the month that a reduction in rent is requested. Documentation includes but it not limited to individuals served, actions taken, and services provided. Tenant is also required to meet periodically with the City Manager or his/her designee to review the provision of Designated Services and other compliance by Tenant with this Agreement.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 76 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - AGREEMENTS
ITEM NO.: 5
FILE I.D.: PDT175
DEPT.: POLICE
PREPARER: M. BUTLER
SUBJECT: CONSIDER APPROVAL OF AGREEMENT NO. 24–61 WITH LOMA LINDA UNIVERSITY CHILDREN’S HOSPITAL, A MEMORANDUM OF UNDERSTANDING FOR THE MONTCLAIR POLICE DEPARTMENT’S USE OF THE CHILDREN’S ASSESSMENT CENTER CONSIDER AUTHORIZING CHIEF OF POLICE JASON REED TO SIGN AGREEMENT NO. 24–61
REASON FOR CONSIDERATION: The City Council is requested to consider approval of Agreement No. 24–61 with Loma Linda University Children’s Hospital (LLUCH), a Memorandum of Understanding (MOU) for San Bernardino County Police Departments’ use of the Children’s Assessment Center (CAC) to interview, examine, and diagnose children of suspected sexual and/or physical abuse.

A copy of proposed Agreement No. 24–61 is attached for the City Council’s review and consideration.

BACKGROUND: For many years, the Montclair Police Department and the County’s local law enforcement agencies have entered into a contractual public–private endeavor with LLUCH to provide medical and forensic services of children suspected of being abused.

The services performed at the jointly operated CAC include providing a medical sexual and/or physical abuse evidentiary examination by a qualified examiner that complies with the California Medical Protocol for Examination of Sexual Assault and Child Abuse Victims. Prior to conducting the forensic interview, the examiner reviews records relative to the child and consults with the agency as to the content and purpose of the interview.

Upon completion of the examination, the CAC provides the law enforcement agency with an original copy of the completed report of the outcome of the evaluation. These forensic interviews and examinations gather information about incidents of alleged child abuse and play an important part in the investigation process. Thus, staff would like to continue receiving the services provided by LLUCH’s Children’s Assessment Center.

FISCAL IMPACT: The San Bernardino County Police Departments are required to pay an annual membership fee to LLUCH based on population size entitling them to the services included in the MOU, which is effective as of July 1, 2024, and expires June 30, 2027.

Based on the City’s current population, the annual membership fee would be $5,000.

According to Exhibit A of the proposed MOU, the City would pay a $5,000 annual membership fee to receive unlimited assessments at no additional cost.

If authorized by the City Council, funding for Agreement No. 24–61 is included in the Police Department’s Fiscal Year 2024–25 Budget in Investigations Medical Services Account No. 1001–4425–52460–400–00000, and funding would be included in subsequent budgets until the term of the MOU expires.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 77 of 179 RECOMMENDATION: Staff recommends the City Council take the following actions:

1. Approve Agreement No. 24–61 with Loma Linda University Children’s Hospital, a Memorandum of Understanding for the Montclair Police Department’s use of the Children’s Assessment Center.

2. Authorize Chief of Police Jason Reed to sign Agreement No. 24–61.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 78 of 179 Agreement No. 24
–61
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 79 of 179 MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 80 of 179 MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 81 of 179 MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 82 of 179 MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 83 of 179 MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 84 of 179 MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 85 of 179 MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 86 of 179 MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 87 of 179 MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 88 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - RESOLUTIONS
ITEM NO.: 1
FILE I.D.: CCK350
DEPT.: ADMIN. SVCS.

PREPARER: A. MYRICK
SUBJECT: CONSIDER ADOPTION OF RESOLUTION NO. 24–3437 ADOPTING A RECORDS AND

INFORMATION MANAGEMENT PROGRAM POLICY AND RECORD RETENTION SCHEDULES TOGETHER AS THE CITY OF MONTCLAIR’S OFFICIAL RECORDS

MANAGEMENT PROGRAM
REASON FOR CONSIDERATION: The City has been working with Records Control Services, Inc. (RCS), a records management consultant, to update the City’s records retention schedule to comply with all applicable legal retention periods and reflect the City’s existing records more accurately, and to provide records management training and best practice recommendations to staff in each department.

RCS has worked with staff to develop a proposed Records and Information Management Program Policy and revised Record Retention Schedules.

The City Council is requested to consider adoption of Resolution No. 24–3437 adopting a Records and Information Management Program Policy and Records Retention Schedules together as the City of Montclair’s official Records Management Program.

BACKGROUND: At its November 19, 2012 meeting, the City Council adopted Resolution No. 12–2973 adopting a Records Retention Schedule as the City of Montclair's Official Records Management Program. The Records Retention Schedule was adopted in order to ensure the City's compliance with various State and Federal statutes, which require records of public agencies to be maintained for specified periods of time. The retention of public records is in accordance with Government Code §7920.000, the California Public Records Act (CPRA) — an act designed to allow the inspection and/or disclosure of public agency and government records to the public upon request.

The CPRA defines a public record as “any writing containing information relating to the conduct of the public's business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics.” Although it provides an expansive definition of “writing,” it does not specify the retention period for public records. Instead, Government Code §34090 provides general retention periods for various categories of documents classified as public records.

In December of 2018, the City Council adopted Resolution No. 18–3224 in order to update the Records Retention Schedule (RRS) to comply with changes to various State and Federal statutes. While the updated RRS included statutory changes and guidelines for retention of certain records, the City of Montclair Records Management Program does not include a policy to support the RRS and other records management activities.

On August 15, 2022, the City Council approved a contract with RCS to develop a Records Management Policy, and to revise and improve the RRS to include new or updated Federal and State statutory retention requirements and to accurately represent all types of records maintained in the City’s departments. The project timeline was split into three phases, and progress has been made as follows:

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 89 of 179  Phase 1: Discovery, Assessment, Gap Analysis, & Records Classification System Review of the City’s current policies and development of a project timeline.

Kick–off meeting with key City staff (the project team).

Separately held meetings with representatives from each department familiar with the department’s records to review and inspect active and inactive files including paper, electronic, and microfilm.

On–site reviews of currently available storage space and equipment.

Determine adherence to current records retention schedule and records management policies.

Assess the most appropriate maintenance, storage, and destruction methods and procedures for each department and record type. *
Prepare a report summarizing the result of the review of the City’s records and provide a presentation of findings and gap analysis to the project team. *
 Phase 2: Records Information & Management Policies, Procedures, Retention Schedule Develop a comprehensive proposal for a Records Management Program customized to the City’s records and staff preferences to maximize use of available on–site storage space, including:
 Updated Record Retention Schedules, and
 Policies and procedures for records and information management based on best practices.

Provide recommendations for physical and digital records storage and a centralized, all–inclusive system for quickly navigating and locating records.*
 Phase 3 – Records Management Program Implementation Strategy & Training Develop procedure guides for Records Management Program maintenance and preservation.

Provide staff training.
*Note: Consultant is currently preparing a consolidated report containing the assessment, findings, and recommendations.

The updated schedules have been reviewed and approved by each of the Department Heads, the City Attorney, and the City Clerk. The Records and Information Management Program Policy has been reviewed and approved by the City Attorney and the City Clerk.

Resolution No. 24–3437 would rescind and supersede Resolution No. 18–3224, the previous resolution that updated the Records Retention Schedules, originally adopted via Resolution No. 12–2973, as the City of Montclair’s official Records Management Program.

FISCAL IMPACT: The City Council’s adoption of Resolution No. 24–3437 would have no direct fiscal impact on the City’s general fund.

RECOMMENDATION: Staff recommends the City Council adopt Resolution No. 24–3437 adopting a Records and Information Management Program Policy and Record Retention Schedules together as the City of Montclair’s official Records Management Program.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 90 of 179 Resolution No. 24–3437 Page 1 of 2
RESOLUTION NO. 24–3437

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MONTCLAIR RESCINDING AND SUPERSEDING RESOLUTION NOS.
12–2973 AND 18–3224, AND TOGETHER ADOPTING A RECORDS

AND INFORMATION MANAGEMENT PROGRAM POLICY AND

REVISED RECORD RETENTION SCHEDULES AS THE CITY OF
MONTCLAIR’S OFFICIAL RECORDS MANAGEMENT PROGRAM
WHEREAS, it is necessary for the efficient operation of the City to follow a procedure for the retention of City documents and other records, as well as follow a schedule for the destruction of obsolete records; and
WHEREAS, the adoption of a Records Retention Schedule facilitates the orderly and efficient transfer, retention, and disposition of records in a responsible and timely manner; and
WHEREAS, the State of California and the Federal Government have specified time periods in which public records are required to be retained; and WHEREAS, California Government Code (GC) Section 34090 et. seq. sets forth certain legal requirements relating to the retention of certain municipal records and provides a procedure whereby City records that have served their purpose and are no longer required may be destroyed; and
WHEREAS, on November 11, 2012, the Montclair City Council adopted Resolution No. 12–2973 adopting a Records Retention Schedule as the City of Montclair’s Official Records Management Program in order to facilitate the orderly and efficient transfer, retention, and disposition of records of the City of Montclair in a responsible and timely manner; and
WHEREAS, on December 17, 2018, the Montclair City Council adopted Resolution No. 18–3224 amending the Records Retention Schedule; and WHEREAS, City staff finds that the current retention schedule does not accurately reflect all of the City’s records nor does it contain references to relevant government codes that govern the retention of specific records;
WHEREAS, the City hired Records Control Services, Inc., a firm specializing in government records management, which recommended inclusion of a policy as part of the Records Management Program and updates to the Retention Schedules and; WHEREAS, the City Attorney and City Clerk have reviewed and approved the proposed Records and Information Management Program Policy and revised Record Retention Schedules making up the City of Montclair’s proposed official Records Management Program; and
WHEREAS, in accordance with provisions of GC Section 34090 et. seq., the City Council hereby acknowledges that the City Attorney’s signature on this Resolution constitutes written consent under GC Section 34090 et. seq. for the destruction of obsolete and unnecessary records and documents in accordance with the City of Montclair’s Record Management Program.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Montclair does declare the following:

SECTION I. Resolution Nos. 12–2973 and 18–3224 are hereby rescinded and superseded by this Resolution.

SECTION II. Exhibit “A”, the Records and Information Management Program Policy (the “Policy”), and Exhibit “B”, the Record Retention Schedules (the “Retention Schedules”), of this Resolution are hereby adopted together as the City of Montclair’s official Records Management Program (the “Program”).

SECTION III. Amendments to the Program. Amendments or updates to the Program, consisting of the Policy and Retention Schedules, shall be approved only by City Council resolution.

SECTION IV. Ongoing Authority for Necessary Amendments to the Program. The City Clerk or their designee shall have authority to amend the Policy and Retention MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 91 of 179 Resolution No. 24–3437 Page 2 of 2
Schedules from time to time in accordance with changes to State and Federal law that affect procedural requirements and retention periods of City records.

SECTION V. Ongoing Authority for Destruction of Records. In accordance with the Policy, the City Clerk or their designee is hereby authorized and shall have ongoing authority, without further approval by the City Council and with the consent of the City Attorney, for destruction of City records based on the Retention Schedules.

SECTION VI. This Resolution shall become effective immediately upon adoption.

APPROVED AND ADOPTED this XX day of XX, 2024.

Mayor

City Attorney
ATTEST:

City Clerk
I, Andrea M. Myrick, City Clerk of the City of Montclair, DO HEREBY CERTIFY that Resolution No. 24–3437 was duly adopted by the City Council of said city and was approved by the Mayor of said city at a regular meeting of said City Council held on the XX day of XX, 2024, and that it was adopted by the following vote, to–wit:

AYES: XX
NOES: XX
ABSTAIN: XX
ABSENT: XX
Andrea M. Myrick
City Clerk
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 92 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 1
01-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
01-01-00 Administrative Materials
01-01-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 01-01-02 Correspondence & Reports - External Not related to a specific project or program. City-wide CY+2, AR Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 01-01-03 Correspondence & Reports - Internal Not related to a specific project or program. City-wide CY+2, AR Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 01-01-04 Policies & Procedures City-wide S+5
recommends retaining for 5 years after superseded.Administrative Record, State of California Guidelines CCP 343; 4 years to commence action.GC 34090; 2 year minimum requirement. 01-01-05 Staff & Interdepartmental Meetings City-wide EY+2 Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 01-01-06 Surveys & Studies - General City City-wide AC+2 for general studies and surveys.State of California Guidelines; 2 years after completion GC 34090; 2 year minimum requirement. 01-01-07 Budget Workpapers - Departments Includes workpapers, forecasts and other budget departments.creation related documents maintained by the City-wide ACT
Administrative Record, State of California Guidelines.current business activities.Transitory Record; Maintain as long as necessary for 01-02-00 Reference Materials
01-02-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 01-02-02 Professional Associations/Organizations City-wide CY+2 Administrative Record, State of California Guidelines.GC 34090d; 2 year minimum requirement. 01-02-02 Community Organizations/Foundations City-wide CY+2 Administrative Record, State of California Guidelines.GC 34090d; 2 year minimum requirement. 01-02-03 Complaint Files General complaints to City departments. Does not include claims against the City.

City-wide AC+7 42 USC 1983; Settlement of complaint plus 7 years. 01-02-03 Community Information/Events May include flyers, photos, activities. City-wide H CY+2, AR review annually for historical content.Administrative Decision: Current year plus 2 years, Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 01-02-04 Historical Information/Events May include flyers, photos, activities. City-wide H P historical value.Administrative Decision: Retain permanently for Administrative Record, State of California Guidelines. 01-02-04 Technical Reference City-wide ACT
be destroyed within the 2 year minimum.GC 34090.7; Duplicates and reference materials may 01-02-05 Dues/Subscriptions City-wide CY+2
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS)
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 93 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 2
01-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS)
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 01-03-00 Materials from Agencies & Other Cities - Non-project Related01-03-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 01-03-02 Federal Agencies Correspondence & reports not attached to contracts, content.agreements or specific projects. Review annually for City-wide CY+2, AR
State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 01-03-03 State Agencies Correspondence & reports not attached to contracts, content.agreements or specific projects. Review annually for City-wide CY+2, AR
State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 01-03-04 Regional/National Agencies Correspondence & reports not attached to contracts, content.agreements or specific projects. Review annually for City-wide CY+2, AR
State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 01-03-05 County Agencies Correspondence & reports not attached to contracts, content.agreements or specific projects. Review annually for City-wide CY+2, AR
State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 01-03-06 Adjacent Cities Correspondence & reports not attached to contracts, content.agreements or specific projects. Review annually for City-wide CY+2, AR
State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 01-03-07 Special Districts Correspondence & reports not attached to contracts, content.agreements or specific projects. Review annually for City-wide CY+2, AR
State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 01-04-00 Grant Administration
01-04-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 01-04-02 Grant Applications & Agreements Includes agreements, grant applications and supporting county and school district grants.along with the supporting documents. For federal, state, maintain copies of all invoices associated with the grant documents for the grant. Grant administrators must City-wide AFP+5 *
application close-out procedures, if any.closure. * State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants.2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 01-04-03 CDBG Grant Applications & Agreements Includes agreements, grant applications and supporting along with the supporting documents.maintain copies of all invoices associated with the grant documents for the grant. Grant administrators must City-wide AFP+4 *
application close-out procedures, if any.closure. * State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants.2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 94 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 3
01-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS)
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 01-05-00 Purchasing & Material Acquisition 01-05-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 01-05-02 RFPs / RFIs / RFQs Includes competitive bid quotes. City-wide AC+5 project associated with the bid.Administrative Decision: 5 years after completion of successful bids.State of California Guidelines; 5 years after audit for CCP 337; Statute of limitations.GC 34090; 2 years minimum. 01-05-03 Bids - Successful City-wide AC+5
project associated with the bid.Administrative Decision: 5 years after completion of successful bids.State of California Guidelines; 5 years after audit for CCP 337; Statute of limitations.GC 34090; 2 years minimum. 01-05-04 Bids - Unsuccessful City-wide CY+2
unsuccessful bids.State of California Guidelines; Current year plus 2 for GC 34090; 2 years minimum. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 95 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 4
02-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
02-01-00 City Clerk Administration
02-01-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 02-01-02 Public Records Requests Log Ongoing log of public records requests and status of function for department reference.records requests are located under Legal & Property request. Requested by media on occasion. Public City Clerk AC+2
State of California Guidelines; 2 years after completion.GC 34090; 2 year minimum requirement. 02-01-03 Records Retention Schedules City Clerk P
schedules for records destruction tracking purposes.Administrative Decision: Permanent for retention State of California Guidelines; 4 years after superseded.CCP 343; 4 year statute of limitations.GC 34090; 2 year minimum requirement. 02-01-04 Records Destruction Certificates, Destruction
Documentation and Department Destruction Logs
retention policy guidelines and have been destroyed. documents which have met or exceeded approved Signed certificates indicating final disposition of City Clerk P State of California Guidelines; Permanent.GC 34090; 2 year minimum requirement. 02-01-05 City-wide Filing System Includes the uniform functional filing index, policies and management activity records.procedures, guide books and other records City Clerk S+5
recommends retaining for 5 years after superseded.Administrative Record, State of California Guidelines CCP 343; 4 years to commence action.GC 34090; 2 year minimum requirement. 02-01-06 Department-maintained Filing Systems &
Inventories departments in onsite and offsite storage.

Index to all active and inactive records maintained by City-wide S+2 State of California Guidelines; 2 years after superseded.GC 34090; 2 year minimum requirement. 02-02-00 City Council
02-02-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 02-02-02 Council Meeting Notices Affidavits of Posting, Mailing and/or Publication guidelines.completed in compliance with state law and department Declarations indicating agendas and other notices are City Clerk CY+4
CCP 343; Statutes of limitations, 4 years.GC 34090; 2 year minimum requirement. 02-02-03 Council Agenda Packets Agendas, staff reports, supplemental communications regular, adjourned, and special meetings.and all other supporting documentation for City Council City Clerk P
purposes.permanently for significant historical and reference Administrative Decision: Maintain agenda packets Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 02-02-04 Council Minutes Includes City Council and other bodies it concurrently or Community Foundation Boards.Authority, Montclair Housing Corporation, and Montclair Successor Agency, Montclair Public Financing formerly served as, including Redevelopment Agency, City Clerk V, H P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090e; Minutes of governing bodies, Permanent 02-02-05 Memos to Council Occasional memos from departments providing information to Council.

City Clerk CY+2
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

CITY CLERK
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 96 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 5
02-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

CITY CLERK
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 02-02-06 Items Submitted at Meetings Includes materials distributed to a majority of the during a meeting. distributed to the Council by a member of the public packet (SB 343 items). Also includes such items items that were not included in the published agenda Council within 72 hours of a meeting related to agenda City Clerk CY+2
Year plus 2 years.State of California Guidelines; Maintain for the Current for public inspection.GC §54957.5 - Late received agenda items availability respond to petition.CCP 1094.6; 90 days to file petition, 190 days to GC 34090; 2 year minimum requirement. 02-02-07 Oaths of Office
City Employee oaths maintained with Personnel Files.Commissioners.Commissioners, and Community Activities Signed oaths of Council Members, Planning City Clerk AT+6 for elected officials.State of California Guidelines; 6 years after termination 2 CCR 26; 5 years for oaths of office.GC 34090; 2 year minimum requirement. 02-03-00 Legislation
02-03-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 02-03-02 Ordinances City Council ordinances. City Clerk V, H P State of California Guidelines; Permanent.GC 40806; City Clerk maintains book of ordinances.GC 34090(e); Permanent for decisions of the City 02-03-03 Resolutions Resolutions of the City Council and other bodies it concurrently or formerly served/serves as.

City Clerk V, H P
State of California Guidelines; Permanent.GC 34090(e); Permanent for decisions of the City 02-03-04 Municipal Code Municode online code and PDF printable code. Pre1999 versions in paper only. City Clerk V, H P State of California Guidelines; Permanent. GC 34090(e); Permanent for decisions of the City02-04-00 Board, Commission & Committee Membership 02-04-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 02-04-02 Commission Administrative Files Includes communications, recruitment materials, meetings.CAC & PC Panels agendas for recruitment interview memos and other administrative records. May include City Clerk CY+2
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 02-04-03 Council/Commission Applications - Successful Applications submitted as part of the Council process.recruitment/interview or Commission appointment City Clerk AT+5
office.State of California Guidelines; 5 years after term of GC 40801; Maintain record of proceedings.GC 34090; 2 years minimum. 02-04-04 Council/Commission Applications - Unsuccessful Applications submitted as part of the Council process.recruitment/interview or Commission appointment City Clerk AC+2
applications for 2 years after completion.State of California Guidelines; maintain not selected GC 34090; 2 year minimum requirement. 02-04-05 Roster Listing Ongoing list of members and positions over time. City Clerk P for historical tracking of appointments.Administrative Decision: Maintain rosters permanently Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 97 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 6
02-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

CITY CLERK
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 02-04-06 Certificates of Appointment Maintained in files for each individual appointee. City Clerk AT+5 office.State of California Guidelines; 5 years after term of GC 40801; Maintain record of proceedings.GC 34090; 2 years minimum. 02-04-07 Maddy Act Postings
unscheduled changes.annually. May be updated to accommodate commissions, including current appointees. Posted Schedules of vacancies for appointed boards and City Clerk CY+2 Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 02-05-00 Elections Materials
02-05-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 02-05-02 Municipal Elections (General & Special) Includes ballot material copies, correspondence with handbook.and working files retained for future reference. Election registration records. City Clerk administrative, research publications. Registrar of Voter maintains voter Registrar of Voters and candidates, and notices/legal City Clerk AC+5
maintains the original documents.requirement is permanent, but for which the County For all election documents where the State's may be destroyed at any time.destruction of duplicates per GC 34090.7. Non-records time if the City Council has prescribed a procedure for GC 34090.7; Duplicate copies may be destroyed at any campaign statements.GC 81009; Campaign reports, not including candidate's election records.EC 17302(b); 6 months after election, if no contest, for EC 17300; 5 years after election for election rosters.EC 17000-1; Affidavits and indexes are 5 years. 02-05-03 Candidate Filing Forms and Nomination
Documents - Elected Officials
submitted form.that is not considered transitory in relation to a receipt. May include correspondence with candidates Election / Appointment, and candidate statement Practices declaration, filing checklists, Certificates of designation worksheet, optional Code of Fair Campaign and residency verification, consent forms, ballot Statements of Economic Interest (Form 700), signature 501), optional candidate statement, candidates nomination petition, declaration of candidacy (Form Submitted in order to qualify for candidacy; includes City Clerk AT+4 EC 17100; 4 years after term ends.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 98 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 7
02-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

CITY CLERK
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 02-05-04 Candidate Filing Forms and Nomination
Documents - Unsuccessful Candidates
submitted form.that is not considered transitory in relation to a receipt. May include correspondence with candidates Election / Appointment, and candidate statement Practices declaration, filing checklists, Certificates of designation worksheet, optional Code of Fair Campaign and residency verification, consent forms, ballot Statements of Economic Interest (Form 700), signature 501), optional candidate statement, candidates nomination petition, declaration of candidacy (Form Submitted in order to qualify for candidacy; includes City Clerk AC+2 GC 34090; 2 year minimum requirement. 02-05-05 Council Sponsored Measures Arguments and rebuttals for and against measures and materials.Development maintains educational and outreach documents related to Measures. Economic paperwork, forms and communications; and other accompanying documentation, if filed; County City Clerk P
measures permanently for historical tracking.Administrative Decision: Maintain council sponsored campaign statements.GC 81009; Campaign reports, not including candidate's election records.EC 17302-6; 6 months after election, if no contest, for EC 17300; 5 years after election for election rosters.EC 17000-1; Affidavits and indexes are 5 years.documents in archives.GC 34460; Indefinite. Maintain copy of charter related 02-05-06 Initiative Measures, Referendums & Recalls Includes petitions with original signatures. City Clerk AC+8M election recall petitions.EC 17400; 8 months after election/final examination for and referendum petitions.EC 17200; 8 months after election closes for initiative 02-05-07 Candidate Handbook
Revised and replaced each election.Council and filing requirements and obligations.

Information relating to running for and qualifying for City City Clerk S+2 superseded for relevance to subsequent elections.Administrative Decision: Maintain for 2 years after GC 34090; 2 year minimum requirement. 02-06-00 Fair Political Practices Commission02-06-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 02-06-02 Administrative Files Annual statement and campaign disclosure noticing and resolution files.numbered year. Resolution is retained permanently in filers) is adopted by City Council resolution every even Retention Note: Conflict of Interest Code (for Form 700 master FPPC forms and manuals and reference files.processing correspondence, conflict code updates, City Clerk CY+2, AR
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 02-06-03 Campaign Statements – Elected (Form 400s) FPPC Campaign Financial Disclosure Statements for obligation exists until committee is terminated.committees primarily formed to support them. Filing Elected officials and candidate controlled and/or City Clerk P GC 81009(b); maintain elected indefinitely. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 99 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 8
02-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

CITY CLERK
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 02-06-04 Campaign Statements – Unsuccessful (Form
400s)
obligation exists until committee is terminated.primarily formed to directly support them. Filing unsuccessful candidates for office including committees FPPC Campaign Financial Disclosure Statements for City Clerk AC+5 GC 81009(b); 5 years for unsuccessful candidates. 02-06-05 Campaign Statements – Committees (Form 400s) FPPC Campaign Financial Disclosure Statements for obligation exists until committee is terminated.general purpose and ballot measure committees. Filing City Clerk AC+7 GC 81009(e); 7 year requirement for originals. 02-06-06 Statement of Economic Interests (Form 700) –
Elected Officials & 87200 Filers
Attorney.Commissioners, City Manager/Treasurer, and City Mayor, City Council Members, Planning City Clerk AC+7 GC 81009(f); 4 year requirement for copies.GC 81009(e); 7 year requirement for originals. 02-06-07 Statement of Economic Interests (Form 700) –
applicableEmployees & Commissioners, Consultants as Code file with the City Clerk.

Positions designated in the City’s Conflict of Interest City Clerk AC+7 GC 81009(f); 4 year requirement for copies.GC 81009(e); 7 year requirement for originals. 02-06-08 Form 800s
Appointments (Form 806) as applicable and necessary.

Gift to Agency Reports (Form 801) and Public Official City Clerk AC+7 GC 81009(f); 4 year requirement for copies.GC 81009(e); 7 year requirement for originals. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 100 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 9
03-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
03-01-00 City Management
03-01-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an subemails, drafts, transitory documents and other project or Includes communications, correspondence, memos, ject related documents.

City
Manager
AC+2
Historical Records: City
Manager
H P
03-01-03 City Manager's Monthly Report Provided to staff and Councilmembers, and posted on the City website.

City
Manager
CY+2
reports.State of California Guidelines; 2 years for management GC 34090; 2 year minimum requirement. 03-01-04 Reports of Federal Legislative Advocate Reports received from the City’s advocate. May be related to grants, funding and economic issues.

City
Manager
CY+2 GC 34090; 2 year minimum requirement.
03-02-00 General Information Technologies
03-02-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 03-02-02 Help Desk System Support database that tracks requests for service and Currently using Lansweeper.maintenance agreements, and other IT task tracking. support, hardware and software inventory, licensing and IT ACT
transferred to a new tracking system.Transitory Record: Maintain while active or until data is 03-02-03 Help Desk Correspondence Correspondence between staff and IT regarding hardware and software issues.

IT CY+2
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 03-02-04 Technical Network Diagrams Documents related to network configuration. PDF maintained on the Z drive.

IT C CY+4
for network configuration and diagrams.State of California Guidelines; Current year plus 4 years CCP 343; Statute of limitations of 4 years. 03-02-05 Surveillance Recordings - Administrative Facilities IT 14D rotating
is automatically deleted.limitations. No approvals required for disposition since it recordings for a rotating 14 days due to system Administrative Decision: Maintain routine surveillance exceptions of recordings pertaining to GC 34090.6telephone and radio communication tapes, with State of California Guidelines; 180 days for audio, litigation, retain with the case file.GC 34090.6; 100 days. * If a claim is filed or pending 03-02-06 Meeting Recordings Includes audio and/or video recordings of meetings of commissions, and committees.City Council, Planning Commission and other boards, IT AP+30D
/ P*
November 21, 2022."action" minutes. Creation of action minutes approved *Maintain meeting recordings permanently to support minutes of recorded meeting are approved by the body. Administrative Decision: 30 days after "summary" GC 54953.5; 30 days after recording. 03-03-00 IT Projects & Licensing Records
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

CITY MANAGEMENT
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) potential historical information and keep permanently.years after completion of the project. Review for Administrative Decision: Maintain project files for 2 Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. City Manager Project Files 03-01-02 ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 101 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 10
03-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

CITY MANAGEMENT
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 03-03-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 03-03-02 Licenses & Support Includes software EULA licenses, and maintenance and support agreements.

IT AC+4
accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 343; Statutes of limitations of 4 years.CCP 337(2) & (3); Statutes of limitations of 4 years. 03-03-03 IT Initiated Projects Projects directly associated with IT and infrastructure and upgrades.management. Computer, software and network updates IT CY+2
for maintenance and operations.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 03-03-04 Department Initiated Projects Building related projects involving IT in part. IT CY+2 for maintenance and operations.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 03-04-00 Backup and Recovery Plans
03-04-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 03-04-02 Cloud Backup System Automatic incremental backup occurring hourly. IT 1W rotating duplicated on the file servers.of daily backups to allow for recovery. Information is Administrative Decision: Maintain a 1 week rotating set months for daily backups.State of California Guidelines; Current month plus 2 the 2 year minimum period.GC 34090.7; Duplicate records may be destroyed within 03-04-03 Onsite Backup System
supervisor, manager and director local drives.after 7 days. Also includes backups of certain Stored on an internal server. Daily backup overwrites IT 1W rotating duplicated on the file servers.of daily backups to allow for recovery. Information is Administrative Decision: Maintain a 1 week rotating set months for daily backups.State of California Guidelines; Current month plus 2 the 2 year minimum period.GC 34090.7; Duplicate records may be destroyed within 03-04-04 Archive Social Backup of changes to social media sites. IT CY+2 GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 102 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 11
04-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
04-01-00 General Legal
04-01-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 04-01-02 Public Records Requests City-wide AC+2
State of California Guidelines; 2 years after completion.GC 34090; 2 year minimum requirement. 04-02-00 City Attorney
04-02-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 04-02-02 Closed Session Closed Session materials and notes. Attorney P GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090e; Minutes of governing bodies, Permanent. 04-02-03 Legal Opinions Official opinions issued by City Attorney at the request of the City Manager or City Council.

Attorney C AC+2
inconsistent with the type of documents.years after the matter is closed. The State's guideline is Administrative Decision: Maintain legal opinions for 2 State of California Guidelines; 2 years after superseded.GC 34090; 2 year minimum requirement. 04-02-04 Department Advice & Assistance Advice and informal opinions issued to departments upon request.

Attorney AC+2
type of documents.closed. The State's guideline is inconsistent with the assistance projects for 2 years after the matter is Administrative Decision: Maintain department State of California Guidelines; 2 years after superseded.GC 34090; 2 year minimum requirement.

General cases: AttorneyDuplicate of originals on file with the County. Attorney AC+7
High profile cases: Attorney P
04-02-06 City Attorney Correspondence Attorney / Client privileged communications Attorney C AC+2 years after the matter is closed.Administrative Decision: Maintain correspondence for 2 GC 34090; 2 year minimum requirement.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

LEGAL & PROPERTY
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) case records; maintain high profile cases permanently.State of California Guidelines; 7 years after closure for GC 34090; 2 year minimum requirement. Litigation 04-02-05 ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 103 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 12
04-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

LEGAL & PROPERTY
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 04-03-00 Agreements / Contracts / MOUs 04-03-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 04-03-02 Service, Equipment & Supply Agreements Vendors, product acquisitions, professional service Clerk.limit and/or approved by Council maintained by the City Agreements and contracts over the $15,000 approval leases, licenses and all other general City agreements.professional services and consultants, purchase, agreements, services, individual employment, City-wide V AC+4
accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337.2; Statutes of limitations of 4 years.CCP 337(2) & (3); Statutes of limitations of 4 years. 04-03-03 Infrastructure, Mutual Aid & Labor Agreements Capital improvement, development, subdivision, other infrastructure related agreements.franchise, joint powers, mutual aid, labor unit MOU and City-wide V P
State of California Guidelines; Permanent.29 USC 207g; Definitions.29 USC 203m; Definitions.29 USC 211c; Maintain, indefinite.H&S 19850; Life of Building, with exceptions.accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337(2) & (3); Statutes of limitations of 4 years.years maximum.CCP337, 337.1(a), 337.15; Statutes of limitations of 10 GC 34090(a), Real property records, maintain. 04-03-04 Grant Agreements Contract documents related to the receipt of a grant City-wide V AFP+5* application close-out procedures, if any.closure. *State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants.2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 04-03-05 Settlement Agreements Attorney V AC+5
coincide with other general city agreements.agreements for 5 years after closure/completion to Administrative Decision: Maintain general settlement for non-capital improvement agreements and contracts.State of California Guidelines; 5 years after termination CCP 343; Statutes of limitations, general 4 years. 04-03-06 Irrevocable Annexation Agreements Contracts with property owners to annex into the City at binding to all future owners and assigns.and are then recorded against the property and become the City's sewer system. Must be approved by LAFCO the earliest opportunity in exchange to be connected to CD V P
State of California Guidelines; Permanent.29 USC 211c; Maintain, indefinite.H&S 19850; Life of Building, with exceptions.GC 34090(a), Real property records, maintain. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 104 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 13
04-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

LEGAL & PROPERTY
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 04-04-00 Property Related Records04-04-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 04-04-02 Assessment Districts Communications related to the creation and types of assessment districts.management of Community Facilities Districts and other ED P
State of California Guidelines; Permanent.CCP 338; 3 year statute of limitations.GC 34090(a); Permanent for land and property records. 04-04-03 Assessment District Ballots & Protest Letters Prop. 218 proceedings and election materials. ED AC+2 GC 53755; 2 years after completion for protests.GC 53753; 2 years after completion for ballots. 04-04-04 Easements, Deeds, Quitclaim Deeds & Grant
Deeds

CD / ED /
PW
V P
24 CFR 1710; Permanent.documents.GC 34090(a); Permanent for land and property related 04-04-05 Right of Way PW V P
24 CFR 1710; Permanent.documents.GC 34090(a); Permanent for land and property related 04-04-06 Vacations/Abandonments PW V P
State of California Guidelines; Permanent.GC 34090(a); Permanent for land and property records. 04-04-07 Annexations CD / ED V P
State of California Guidelines; Permanent.GC 34090(a); Permanent for land and property records. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 105 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 14
05-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
05-01-00 General Accounting Group
05-01-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-01-02 Springbrook Financial Database Started in 2008. Finance ACT transferred to a new tracking system.Transitory Record: Maintain while active or until data is 05-01-03 Journal Entries Includes year end journal entries, such as accruals. Finance AA+2 State of California Guidelines; 2 years after auditGC 34090; 2 years minimum. 05-02-00 Accounts Payable
05-02-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-02-02 Warrants Includes invoices, check stubs and backup information. Finance AA+4 State of California Guidelines; 4 years after audit.GC 34090; 2 year minimum requirement. 05-02-03 Credit Card Statements Currently in paper format. Finance AA+4 State of California Guidelines; 4 years after audit.CCP 337; 4 year statute of limitations.GC 34090; 2 year minimum requirement. 05-02-04 Trip Forms Reimbursements for staff travel. AA+4 State of California Guidelines; 4 years after audit.GC 34090; 2 year minimum requirement. 05-02-05 Purchase Orders Maintained electronically as a process in Springbrook.

Approvals are completed in the software.

Finance AA+4
State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations.GC 34090; 2 year minimum requirement. 05-02-06 Annual Tax Payments Includes payments on sales and other taxes due. Finance AA+5 State of California Guidelines; 4 years after audit.29 CFR 516.2-6; Maintain at least 3 years.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. 05-02-07 W-9 / 1099 Reporting Finance AA+4
State of California Guidelines; 4 years after audit.29 CFR 516.5; Maintain at least 3 years.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.GC 34090; 2 year minimum requirement. 05-03-00 Accounts Receivable
05-03-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-03-02 Miscellaneous Receivables Includes receivables from false alarms, administrative receivables.disturbance of the peace and other miscellaneous citations, property damage, special police assignments, Finance AA+4
State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

FINANCE
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 106 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 15
05-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

FINANCE
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 05-03-03 Cash Receipts Includes cash, credit card and other miscellaneous receipts.measures and propositions, AQMD and other cash revenue. For utility users, TOT, special revenues from Finance AA+4
State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement. 05-03-04 Bank Deposits Finance AA+4
State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement. 05-03-05 Collections / NSF Includes returned checks, administrative citations and other collection activities.

Finance AA+4
State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement. 05-03-06 Deposits / Trust Accounts
Retention starts after closure of account.and other trust accounts maintained by the City.

Includes developer deposits for permits, legal services Finance AC+4 the account is closed.years after the account is closed. Retention starts after Administrative Decision: Maintain trust accounts for 4 State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement. 05-04-00 Auditing
05-04-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-04-02 Annual Audited Financial Statement Includes sales, utility users, TOT and all other revenues.

Finance P
statements permanently.Administrative Decision: Maintain annual financial State of California Guidelines; 7 years after audit.GC 34090; 2 years minimum. 05-04-03 Single Audit For federal grants totaling over $750,000 for the year. Finance P State of California Guidelines; Permanent.GC 34090; 2 years minimum. 05-04-04 Annual Individual Audits Includes Measure I, gas tax (street report), and other individual audits.

Finance P
State of California Guidelines; Permanent.GC 34090; 2 years minimum. 05-04-05 Year-End Work Papers Electronically maintained on the Z drive. Finance AA+2 State of California Guidelines; 2 years after audit.GC 34090; 2 years minimum. 05-05-00 Banking & Investing
05-05-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-05-02 Bank Statements & Reconciliations Also includes account analysis statements and cancelled or voided checks.

Finance AA+5
State of California Guidelines; 5 years after audit.26 CFR 31.6001-1(e)(2); 4 years.GC 34090; 2 years minimum. 05-05-03 Investments Broker notices, transaction confirmations. Finance P State of California Guidelines; Permanent.CCP 337; Statutes of limitations, 4 years for action.GC34090; 2 year minimum requirement. 05-05-04 Monthly Treasurer's Report to Council Management report included in the agenda packet. Finance CY+2 reports.State of California Guidelines; 2 years for management GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 107 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 16
05-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

FINANCE
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 05-06-00 Budgeting05-06-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-06-02 Annual Budget Includes general City budget and MHC. Workpapers budget approval.budget are transitory and may be destroyed after and preliminary budgets leading up to the approved Finance H, V P
permanently for reference and historic value.Administrative Decision: Maintain annual budgets State of California Guidelines; 7 years after audit.GC 34090; 2 years minimum. 05-06-03 Budget Adjustments & Journal Entries Also includes mid-year budget adjustments. Finance AA+2 State of California Guidelines; 2 years after audit.GC 34090; 2 years minimum. 05-07-00 Business Licensing
05-07-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-07-02 City Business Licenses Includes applications and initial setup documents are receipts. Springbrook. Renewal forms are attached to cash scanned and attached to business license accounts in Finance AT+4
State of California Guidelines; 4 years after termination.CCP 337; Statute of limitations.GC 34090; 2 year minimum requirement. 05-07-03 Permits
permits.

Includes film, dance, alarm and other temporary Finance AC+2 for Temporary Use Permits.State of California Guidelines; Current year plus 2 years GC 34090; 2 years minimum. 05-08-00 Debt Financing
05-08-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-08-02 City Bonds Final bond documentation and agreement. Finance P issues and agreements.State of California Guidelines; Permanent for bond FC 30210; Maintain.CCP 337.5; Statutes of limitations.GC 43900-43903; Destruction guidelines for bonds.GC 34090; 2 years minimum. 05-08-03 Bond Statements & Reports Includes official trustee statements, assessments, arbitrage, annual statements, bond disclosure, bond payoffs, bond convenance and cash/surety bonds.

Finance AFP+10
closure/expiration.State of California Guidelines; 10 years after FC 30210; Maintain.CCP 337.5; Statutes of limitations.GC 43900-43903; Destruction guidelines for bonds.GC 34090; 2 years minimum. 05-09-00 Financial Reporting
05-09-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 108 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 17
05-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

FINANCE
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 05-09-02 State Controllers Reports State Controller maintains reports for 5 years. Finance CY+5 period for submitted reports.the current year plus 5 to follow the State's retention Administrative Decision: Maintain submitted reports for State of California Guidelines; Permanent.GC 34090; 2 years minimum. 05-09-03 Sales & Unpaid Tax Reports Reported to the California Dept of Tax & Financial … unpaid taxes on purchases outside of state.sales, use and property tax analysis reporting and (CDTFA) electronically in PDF for reference. Includes Finance AA+5
State of California Guidelines; 4 years after audit.29 CFR 516.5; Maintain at least 3 years.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. 05-09-04 Street Reports Representative from the State helps the City prepare the report.

Finance AA+5
State of California Guidelines; 4 years after audit.29 CFR 516.5; Maintain at least 3 years.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. 05-09-05 Quarterly Diesel & SMIP Reports
collected through the Building Department.Instrumentation and Seismic Hazard Mapping Fees pay fuel taxes. SMIP Reports are the Strong Motion report diesel fuel purchased and used by the City and Reports sent to the State. Quarterly Diesel Report are to Finance AA+5 State of California Guidelines; 4 years after audit.29 CFR 516.5; Maintain at least 3 years.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. 05-10-00 Fixed Assets
05-10-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-10-02 Fixed Asset List Includes the depreciation schedule spreadsheet. For (construction in progress, CIP) and buildings.general fixed assets, land, property, infrastructure Finance AA+4
depreciation schedules.fixed asset inventories, no specific retention for State of California Guidelines; 4 years after audit for GC 34090; 2 year minimum requirement. 05-10-03 Equipment Replacement List For equipment replaced or sold. Finance CY+2 GC 34090; 2 years minimum. 05-11-00 Grants
05-11-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 109 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 18
05-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

FINANCE
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 05-11-02 Grant Applications & Agreements Payments and spending reports for federal, state, maintained with the grant administrator files.county and school district grants. Other documents Finance AC+5*
application close-out procedures, if any.closure. *State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment29 CFR 97.36(i)(11); 3 years after final payment 05-11-03 CDBG Grant Applications & Agreements Payments and spending reports. Other documents maintained with the grant administrator files.

Finance AC+4*
application close-out procedures, if any.closure. *State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants.2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 110 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 19
05-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

FINANCE
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 05-12-00 Payroll 05-12-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-12-02 Time Sheet Proof Lists Time sheets maintained by some departments in paper PDF and stored on the Z drive.by departments into Springbrook and proof list printed to format and signed by the employee. Information entered Finance AA+6
State of California Guidelines; 6 years after audit.minimum wages.29 USC 255(a); 2 to 3 years statute of limitations for 26 CFR 31.6001-1; 4 years after tax return due.LC 1174; 2 years after pay period.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return due.29 CFR 516.6; 2 years.29 CFR 516.2; Maintain.GC 34090; 2 year minimum requirement. 05-12-03 Employee Payroll Files AS+6
State of California Guidelines; 4 years after termination.plans for employees.29 USC 1027, 1113, 1451 (ERISA) (6 years); Benefit minimum and unpaid wages.29 USC 255(a); 2 to 3 years statute of limitations for LC 1174; 2 years after pay period.29 CFR 516.6; 2 years.29 CFR 516.2(a)(10); Maintain.contributions.22 CCR 1085.2(c); 4 years for unemployment LC 1197.5(d); 2 years for payroll records.LC 1174; 3 years for payroll records.GC 34090; 2 year minimum requirement. 05-12-04 Payroll Registers Includes payroll adjustments and the registers.

Currently printed to PDF.

Finance C P
State of California Guidelines; Permanent.29 CFR 1627; 3 years.29 CFR 516.2-6; 4 years after tax return filing.GC 12946; 4 years after termination.GC 34090; 2 years minimum. 05-12-05 PERS Retirement Reports Includes member and employer contribution reports. Finance P employee deduction reports.working documents, 4 years after termination for State of California Guidelines; Permanent for PERS benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement. 05-12-06 Quarterly Payroll Returns Includes Form 941, DE9 and other quarterly returns. Finance AA+6 State of California Guidelines; 4 years after audit.29 CFR 516.2-6; Maintain at least 3 years.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 111 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 20
05-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

FINANCE
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 05-12-07 W-4 / DE-4 Forms Finance AA+6
State of California Guidelines; 4 years after audit.29 CFR 516.2-6; Maintain at least 3 years.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. 05-12-08 W-2s / W-2 Reporting Finance C AA+6
State of California Guidelines; 4 years after audit.29 CFR 516.2-6; Maintain at least 3 years.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. 05-12-09 Deferred Compensation Records of distributions paid by employee and the City. P are listed in the report.compensation reports permanently since all employees Administrative Decision: Maintain deferred State of California Guidelines; Termination plus 5 years.GC 12946; 4 years after termination or action.29 USC 1113; 6 years after date of last action.29 CFR 516.5 - 6; 3 years after action.payments.29 CFR 1650.202; 10 years from date of action for tax 29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination. 05-12-10 Garnishments / Withholding Orders Includes active garnishments, child support, IRS liens, payroll file.the garnishment or withholding are kept in the employee FTB liens, vehicle registration liens, etc. Letter closing Finance C AA+6
State of California Guidelines; 4 years after audit.29 CFR 516.2-6; Maintain at least 3 years.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. 05-12-11 Actuarial Reports Supplied by PERS for rate changes. Includes pension PERS and OPEB actuarial reports. Maintained in PDF.

Finance CY+5
State of California Guideline: 5 years after completed.GC 34090; 2 year minimum requirement. 05-13-00 Successor Agency
05-13-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-13-02 ROPS Includes reports to the State Controller along with the ROPS.

Finance P
budget. Permanent refers to one final copy of the approved State of California Guidelines; Permanent.GC 53901; Budgets copy must be filed with the County.GC 34090; 2 years minimum. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 112 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 21
05-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

FINANCE
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 05-13-03 Long Range Property Management Plan Fiscal Year budget-to-actual report sent to the county, Required reporting.who then sends it to the State Controller's Office.

Finance P
State of California Guidelines; Permanent.GC 34090; 2 years minimum. 05-13-04 RPTTF Payment
off from the City.

Records of all properties owned by the RDA being sold Finance AA+4 State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement. 05-13-05 Successor Agency / RDA Bonds Payments received from ROPS to pay off obligations. Finance P issues.State of California Guidelines; Permanent for bond FC 30210; Maintain.CCP 337.5; Statutes of limitations.GC 43900-43903; Destruction guidelines for bonds.GC 34090; 2 years minimum. 05-13-06 Bond Statements & Reports
arbitrage, annual statements, bond disclosure, bond pay Final bond documentation. Includes official statements, -
offs, bond convenance and cash/surety bonds.

Finance AC+10
closure/expiration.State of California Guidelines; 10 years after FC 30210; Maintain.CCP 337.5; Statutes of limitations.GC 43900-43903; Destruction guidelines for bonds.GC 34090; 2 years minimum. 05-14-00 Utilities
05-14-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but Citywide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-14-02 Sewer & Trash Rate Planning Includes Prop 218 rate assessment planning and associated protest letters.

Finance AC+2
for general studies and surveys.State of California Guidelines; 2 years after completion GC 53755; 2 years after completion for protests.GC 53753; 2 years after completion for ballots.GC 34090; 2 year minimum requirement. 05-14-03 Utility Billing For sewer and trash. Includes payments and stubs. Finance AA+4 State of California Guidelines; 4 years after audit.GC 34090; 2 years minimum. 05-14-04 Meter Readings Received from Monte Vista Water District. AC+2 for utility connections.State of California Guidelines; 2 years after completion GC 34090; 2 years minimum. 05-14-05 Liens / Assessments Also includes proof of mailing or service informing document is not created.due date the lien is not placed on the property and a lien If the customer pays the proposed lien before the stated year. Assessments processed annually.assess property taxes. Liens are processed 6 times per customer of potential lien. If lien is not paid, the City Finance AC+2
years.State of California Guidelines; Closure of the lien plus 2 GC 34090; 2 year minimum requirement. 05-14-06 Customer Accounts Includes connects and disconnects for sewer and trash. drive.Scanned to Springbrook and also kept in PDF on the Z Finance AT+4
satisfy retention for invoices paid by the customer.files for 4 years after customer account is closed to Administrative Decision: Keep customer maintenance State of California Guidelines; 4 years after audit.CCP 337; 4 year statute of limitations.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 113 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 22
06-00-00
CodeSeries
Legend:

Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
06-01-00 CalPERS
06-01-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-01-02 Plan Contracts & Plan Amendments Supplied by CalPERS for rate changes. Accessible electronically on the myCalPERS website.

Personnel P
documents.State of California Guidelines; Permanent for CalPERS benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement. 06-01-03 Rate Changes Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

Personnel P
documents.State of California Guidelines; Permanent for CalPERS benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement. 06-01-04 Communications Communications regarding individuals and potential issues with retirement.

Personnel CY+2
State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 06-01-05 CalPERS Enrollment Forms Employees being enrolled into CalPERS. Personnel P documents.State of California Guidelines; Permanent for CalPERS benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement. 06-01-06 Industrial Disability Retirements
Manager.documentation, and Letter of Determination from City CalPERS IDR form from applicant including supporting Personnel P Permanent for CalPERS documents.incidents). Originals filed with third party administrator. compensation working files (claim files, reports, State of California Guidelines; Permanent for workers LC 129(a); 5 years for auditing.8 CCR 10102; 5 years.8 CCR 15400.2; 5 years.8 CCR 15400; Maintain reports.GC 12946; 4 years after submission or creation. 06-02-00 Employee Files
06-02-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-02-02 Personnel Files FT, PT, temporary, council and commissioners. miscellaneous communications.contracts/agreements), FMLA/CFRA/PDL letters and including union negotiations and resulting actions, employment contracts / agreements (not reimbursement, performance evaluations, disciplinary certificates, educational incentive programs & tuition Includes Personnel Action Forms, applications, training Personnel C, V AS+6
State of California Guidelines; 3 years after termination.GC 12946; 4 years after termination or action.2 CCR 26; 5 years for various employment records.29 USC 1113; 6 years after date of last action.29 CFR 516.5 - 6; 3 years after action.29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

PERSONNEL
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 114 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 23
06-00-00
CodeSeries
Legend:

Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

PERSONNEL
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 06-02-03 Employee Medical Files
employment physicals and other medical information.

FMLA, exposure, doctor's notes, fingerprints, pre- Personnel C, V AS+30 completion/closure.State of California Guidelines; 30 after termination.29 CFR 1910.1020; 30 years after employee 29 CFR 1627.3(b)(1); 1 year from action.LC 6410; OSHA, maintain.LC 90 - 139.6; 5 years for auditing.8 CCR 15400; Maintain reports. 06-02-04 I-9 Forms Personnel T+4
longer.or 1 year after employment is terminated, whichever is USCIS Form I-9; Maintain for 3 years after completion 29 USC 211c; Maintain, no retention period stated.29 CFR 1627.3(b)(1); 1 year from action.29 CFR 1607; Maintain.29 CFR 1602.14; 1 year after position filled.confidential information.GC 7920.000; Public Records Act, release of GC 12946; 4 years after completion/position filled. checks for hired candidates.Includes DOJ fingerprinting and other background PersonnelHired non-safety employees: Personnel AS+5Hired safety employees: Personnel P 06-02-06 Personnel Cards Employee history (position titles, hire dates, promotions, Springbrook. position data/history (prior to 2008) not entered into employees prior to 2008, cards kept in vault. Older terminations, etc.) maintained on index cards for Personnel 100Y
completed.Series will expire after destruction of the cards is the employee. Physical cards not used since 2008. Administrative Decision: Maintain cards for the life of State of California Guidelines; 3 years after termination.GC 12946; 4 years after termination or action.29 USC 1113; 6 years after date of last action.29 CFR 516.5 - 6; 3 years after action.29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination. 06-03-00 Employee Management
06-03-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-03-02 Administrative Policies Policies applicable citywide for internal employee conduct and city operations.

Personnel S+5
recommends retaining for 5 years after superseded.Administrative Record, State of California Guidelines 2 CCR 26; 5 years for oaths of office.CCP 343; 4 years to commence action.GC 34090; 2 year minimum requirement.position closes for Safety Personnel not hired.Permanent for hired Safety Personnel; 2 years after termination/separation for hired general employees, State of California Guidelines; 3 years after 2 CCR 26; 5 years for oaths of office.PC 832.5; 5 years for officer complaints.GC 34090; 2 year minimum requirement. Background Check Files - Hired Employees 06-02-05 ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 115 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 24
06-00-00
CodeSeries
Legend:

Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

PERSONNEL
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 06-03-03 Class Specifications
with Personnel Committee approval.

Job descriptions for each position, updated periodically Personnel C P claims.permanently to support potential workers compensation Administrative Decision: Maintain job description 2 CCR 26; 5 years for various employment records.GC 34090; 2 year minimum requirement. 06-03-04 Salary Surveys Those not performed in conjunction with negotiations. Personnel CY+5 current year they are drafted, plus two additional years.State of California Guidelines; Retain records for the 29 CFR 1602.14; 1 year after action/change.2 CCR 26; 5 years for various employment records.compensation records.2 CCR 570.5; 5 years for pay schedules and special 29 CFR 516.6(2); 2 years for wage rate tables, etc.GC 12946; 4 years after completion/position filled.GC 34090; 2 year minimum requirement. 06-03-05 Salary Schedules List of all current active positions and salary ranges. in the footer of each schedule. Periodically updated. Effective dates for changes noted Personnel CY+5
current year they are drafted, plus two additional years.State of California Guidelines; Retain records for the 29 CFR 1602.14; 1 year after action/change.2 CCR 26; 5 years for various employment records.compensation records.2 CCR 570.5; 5 years for pay schedules and special 29 CFR 516.6(2); 2 years for wage rate tables, etc.GC 12946; 4 years after completion/position filled.GC 34090; 2 year minimum requirement.

Including harassment complaints. PersonnelNon-sworn employees: Personnel AS+4Sworn employees: Personnel AS+5 06-03-07 COBRA Notices
to notices.for COBRA. Includes elected and declined/no response Notices sent to former employees that they are eligible Personnel CY+4 permanent for benefit plan claims. completion/closure for denied benefit plan enrollment, State of California Guidelines; 4 years after 29 USC 1113; 6 years after date of last action.29 CFR 516.5 - 6; 3 years after action.29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination.GC 34090: 2 year minimum requirement. 06-03-08 Employee Benefits Information
and other benefit plans.deferred compensation, employee assistance program benefits, short & long term disability, life insurance, to employees for medical, dental, vision, flexible Includes the benefits guide and plan documents given Personnel S+4 State of California Guidelines; 2 years after action.benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement.safety employees.for general employees, 5 years after termination for State of California Guidelines; 2 years after termination 29 USC 207g; Definitions.29 USC 203m; Definitions.29 USC 211c; Maintain, indefinite.29 CFR 1602.14; 1 year after action/change.GC 12946; 4 years after completion.GC 34090; 2 year minimum requirement. Employee Complaints 06-03-06 ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 116 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 25
06-00-00
CodeSeries
Legend:

Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

PERSONNEL
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 06-03-09 Employee Benefit Reports
providers are billing the City the correct amounts.report, and monthly recaps. Reports used to verify Monthly insurance change lists, monthly insurance Personnel AA+4 support Accounts Payable retention in Finance.Administrative Decision: Maintain benefit reports to State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement. 06-03-10 Benefit Plan Negotiations Communications and information from the City's insurance broker regarding upcoming benefit renewals.

Personnel CY+4
State of California Guidelines; 2 years after action.benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement. 06-03-11 Retiree Insurance
maintains a record of the payments.

Ledgers/payment log and reimbursements. Finance Personnel AT+6 years after termination of benefits.Administrative Decision: Maintain retiree files for 6 State of California Guidelines; 3 years after termination.GC 12946; 4 years after termination or action.29 USC 1113; 6 years after date of last action.29 CFR 516.5 - 6; 3 years after action.29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination. 06-03-12 Monthly Disability Payment Reports
Received from insurance provider.

Monthly report on disability payments to employees. Personnel CY+6 State of California Guidelines; 4 years after audit.29 CFR 516.2-6; Maintain at least 3 years.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement.

Approved enrollments:Benefit election / enrollment forms (except CalPERS). Personnel T+6
Denied enrollments: AC+4
06-03-14 Beneficiary Forms Life insurance and deferred compensation. Personnel S+4 State of California Guidelines; 2 years after action.benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement. 06-03-15 Benefit Plan Claims
insurance claim forms and documentation.

Long term disability, limited term disability and life Personnel P plan claims.State of California Guidelines; Permanent for benefit benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement.after termination of enrollment in benefit plan.Administrative Decision: Retention period is 6 years enrollments.plan claims, 4 years after completion for denied benefit State of California Guidelines; Permanent for benefit benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement. Completed Employee Benefit Forms 06-03-13 ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 117 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 26
06-00-00
CodeSeries
Legend:

Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

PERSONNEL
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 06-03-16 Direct Deposit Enrollment Forms File by employee name. Personnel AT+4 separates from the City.for 4 years after the employee cancels the service or Administrative Decision: Maintain direct deposit forms GC 12946; 4 years after action taken. 06-03-17 Affordable Care Act Forms 1095 forms and quarterly reports used for completing forms in December for benefits received.

Personnel CY+4 GC 12946; 4 years after submission or creation. 06-03-18 Employment Development Department Forms
and Notices
the EDD. Originals kept in Personnel.Benefit Audits for specified employees, and returned to Forms are completed upon EDD request, such as Personnel CY+2 plus 2 years.statistics and benefit activity reports for the current year State of California Guidelines; Maintain employee GC 34090; 2 year minimum requirement. 06-03-19 Notices of Determination
communications with EDD.eligibility of former employees and related EDD notices of determination on unemployment Personnel AS+4 for unemployment claims.State of California Guidelines; 3 years after termination 29 CFR 516.5 - 6; 3 years after action.29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination.GC 12946; 4 years after completion. 06-03-20 California Civil Rights Department (formerly
Department of Fair Employment & Housing) become lawsuits.

Claims that are resolved administratively and do not Personnel AC+4 plus 2 years.statistics and benefit activity reports for the current year State of California Guidelines; Maintain employee GC 34090; 2 year minimum requirement.GC 12946; 4 years after completion. 06-04-00 Labor Relations
06-04-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-04-02 Union Representatives / Organizations Includes correspondence and reviews with labor organizations. Does not include negotiation information.

Personnel CY+2, AR
Review annually for relevant content.communications for the current year plus 2 years. Administrative Decision: Maintain correspondence and GC 34090; 2 year minimum requirement. 06-04-03 Labor Negotiations Notes, correspondence, contracts, memoranda, agreements.

Personnel P
State of California Guidelines; Permanent.29 USC 207g; Definitions.29 USC 203m; Definitions.29 USC 211c; Maintain, indefinite. 06-04-04 Memorandums of Understanding
Management Resolutions.Includes MOUs for all bargaining units and Unclassified Personnel P retention without relevant statutes or regulations cited.State of California Guidelines; Recommend Permanent 29 CFR 516.5(b); 3 years.29 USC 211c; Maintain, indefinite. communications.All grievances and related investigations and PersonnelMiscellaneous Employees: Personnel AS+4Public Safety Employees: Personnel AS+5 safety employees.for general employees, 5 years after termination for State of California Guidelines; 2 years after termination 29 USC 207g; Definitions.29 USC 203m; Definitions.29 USC 211c; Maintain, indefinite.29 CFR 1602.14; 1 year after action/change.GC 12946; 4 years after completion. Grievances 06-04-05 ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 118 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 27
06-00-00
CodeSeries
Legend:

Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

PERSONNEL
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 06-04-06 Interest Arbitrations Award
settled complaints.

Awards and compensation given to persons based on Personnel P State of California Guidelines; Permanent.29 USC 207g; Definitions.29 USC 203m; Definitions.29 USC 211c; Maintain, indefinite. 06-04-07 Appeals Appeals based on grievances, disciplinary actions or other labor relations issues.

Personnel AS+5
safety employees.for general employees, 5 years after termination for State of California Guidelines; 2 years after termination 29 CFR 1602.14; 1 year after action/change.GC 12946; Until resolved. termination information.Documents tracking the classifications and employee PersonnelMiscellaneous Employees: AS+4Public Safety Employees: AS+5 06-05-00 Personnel Committee
06-05-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-05-02 Agendas Personnel CY+2
Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 06-05-03 Minutes Personnel V, H P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090(e); Minutes of governing bodies, Permanent. 06-06-00 Recruitments
06-06-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-06-02 Recruitment Files Includes job descriptions and flyers, applications, managed in NEOGOV.rejection letters and eligibility lists. Most documents practical test and assessment centers, oral board, Personnel AC+4
completion/position filled.State of California Guidelines; 3 years after 29 CFR 1627.3; 1 year after position filled.29 CFR 1602.14; 1 year after position filled.GC 12946; 4 years after completion/position filled. 06-06-03 Background Check Files - Disqualified
Candidates
maintenance. outside service and retained electronically for checks for non-hired candidates. Provided by an Includes DOJ fingerprinting and other background Personnel C AC+2 position closes for Safety Personnel not hired.Permanent for hired Safety Personnel; 2 years after termination/separation for hired general employees, State of California Guidelines; 3 years after PC 832.5; 5 years for officer complaints.GC 34090; 2 year minimum requirement.

Layoffs 06-04-08
retention for grievances to support potential actions.Administrative Decision: Maintain layoffs to match safety employees for grievances.for general employees, 5 years after termination for State of California Guidelines; 2 years after termination 29 CFR 1602.14; 1 year after action/change.GC 12946; 4 years after completion. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 119 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 28
06-00-00
CodeSeries
Legend:

Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

PERSONNEL
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 06-07-00 Risk Management06-07-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-07-02 Correspondence & Reports General information and correspondence with the liability loss reports.City's Third Party Administrator. Does not include California Insurance Pool Authority (CIPA) and the Personnel CY+2, AR
State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 06-07-03 Claims Against the City Filed by members of the public. Clerk / Personnel
AC+6
closure.State of California Guideline; 5 years after settlement or violation, whichever comes first.years after plaintiff had knowledge of breach or 29 USC 1113; 6 years after date of last action, or 3 GC 34090; 2 year minimum requirement. 06-07-04 Recovery Claims Claims made by the City for damage to City property by insurance carriers.another person or entity. May include subrogation by Personnel AC+6
closure.State of California Guideline; 5 years after settlement or violation, whichever comes first.years after plaintiff had knowledge of breach or 29 USC 1113; 6 years after date of last action, or 3 GC 34090; 2 year minimum requirement. 06-07-05 Incident Reports Supervisor's Report of Accident or Injury. Reports submitted by the associated department.

Personnel AC+7
closure.State of California Guideline; 7 years after settlement or GC 910 - 913; 6 months to 1 year after event occurs.violation, whichever comes first.years after plaintiff had knowledge of breach or 29 USC 1113; 6 years after date of last action, or 3 GC 25105.5; 5 years after closure/completion.29 CFR 1904.2-7; OSHA recordkeeping.42 USC 1983; Definitions.GC 34090; 2 year minimum requirement. 06-07-06 Liability Loss Reports Personnel CY+5
State of California Guideline: 5 years after completed.compensation due; when audit findings are final.compensation was last provided; upon payment of all years from date of injury; 1 year from date. 8 CCR 10102; whichever is longer of the following: 5 from the end of the calendar year they relate to.29 CFR 1904.33; maintain OSHA reports for 5 years GC 34090; 2 year minimum requirement. 06-07-07 General City Insurance Policies Includes facilities, auto and other general insurance policies.

Personnel P
and property insurance.State of California Guidelines; Permanent for liability GC 34090; 2 year minimum requirement. 06-07-08 Use of City Facilities by Other Parties
non-profit organizations. No fees charged for use.City facility or property use by other agencies. Used for Forms, waivers, and certificates of insurance related to Personnel AC+4 CCP 343; Statutes of limitations of 4 years.CCP 337(2) & (3); Statutes of limitations of 4 years. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 120 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 29
06-00-00
CodeSeries
Legend:

Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

PERSONNEL
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 06-07-09 Certificates of Liability Insurance Not related to a project, grant or agreement. Personnel P and property insurance.State of California Guidelines; Permanent for liability GC 34090; 2 year minimum requirement. 06-07-10 Employee Fidelity Bonds Records related to bonds required for City Clerk and City Treasurer by GC36518 and ORD 56-2.

Personnel AS+2
for personnel fidelity bonds.State of California Guidelines; 2 years after separation GC 34090; 2 year minimum requirement. 06-08-00 Safety Committee
06-08-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but Citywide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-08-02 Agenda Packets Personnel CY+2
Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 06-08-03 Minutes Personnel V, H P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090(e); Minutes of governing bodies, Permanent. 06-08-04 Appointments
appointment memos.

Listing for Terms of Office, posted member list, and Personnel P for historical tracking of appointments.Administrative Decision: Maintain rosters permanently Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 06-08-05 Communications
regarding Committee business.

Communications to and among Committee Members Personnel CY+2 State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 06-09-00 Safety & Training
06-09-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-09-02 Injury & Illness Prevention Plan Workers compensation procedures and general safety Plan information for employees.information. Includes Workplace Violence Prevention Personnel S+5
or expired.State of California Guideline: 5 years after superseded 8 CCR 3204; 1 year for IIPP training records.GC 34090; 2 year minimum requirement. 06-09-03 Employee Training Programs
for employee safety trainings.

Sign-in sheets, handouts and other program information Personnel CY+7 years for certificates and designations training.for non-safety training records. Current year plus 2 State of California Guidelines; Current year plus 7 years GC 7920.000; PRA, confidential record status.GC 12946; 4 years after termination.29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 121 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 30
06-00-00
CodeSeries
Legend:

Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

PERSONNEL
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) All filed physically by year completed. Personnel CEvidential Breath Testing devices.Records of inspection, maintenance, and calibration of Personnel C CY+50.02.alcohol test results with a concentration of less than Records of negative and cancelled drug test results and Personnel C CY+1up tests.reports; and all follow-up tests and schedules for followsubstituted or adulterated drug test results); SAP take required alcohol and/or drug tests (including positive drug test results; documentation of refusals to concentration of 0.02 or greater; records of verified Records of alcohol test results indicating an alcohol Personnel C CY+5documents.Alcohol and controlled substance collection process Personnel C CY+2 06-09-05 DMV Pull Notice Program
vehicles for work).licensed to operate City equipment and can drive City Records for staff enrolled in program (those who are Personnel C S VC 1808.1; must pull record at least every 12 months. 06-09-06 Occupational Safety and Health Administration OSHA notices, communications, inspections, and Includes WVPP related records.citations, incident logs, and incident investigations.

Personnel CY+5
reports.Current Year plus 5 years to match retention for OSHA communications, inspections and citations for the Administrative Decision: Maintain OSHA State of California Guideline: 5 years after completed.8 CCR 10102;5 years from date of injury.8 CCR 14300.33; 5 years for OSHA 300 reports.29 CFR 1904.33; 5 years for OSHA reports.GC 34090; 2 year minimum requirement. 06-10-00 Worker's Compensation
06-10-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-10-02 Workers Compensation Claims Includes doctors notes, copies of information and correspondence from the TPA on the employee claim.

Personnel C P
incidents). Originals filed with third party administrator.compensation working files (claim files, reports, State of California Guidelines; Permanent for workers LC 129(a); 5 years for auditing.8 CCR 10102; 5 years.8 CCR 15400.2; 5 years.8 CCR 15400; Maintain reports. 06-10-03 Subrogation Subrogation records related to WC claims, administered by AdminSure.

Personnel P
incidents). Originals filed with third party administrator.compensation working files (claim files, reports, State of California Guidelines; Permanent for workers LC 129(a); 5 years for auditing.8 CCR 10102; 5 years.8 CCR 15400.2; 5 years.8 CCR 15400; Maintain reports. 06-09-04 Random Drug Pulls - DOT
area.type. All documents must be maintained in a secured 49 CFR 40.333; 1 to 5 years depending upon document ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 122 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 31
06-00-00
CodeSeries
Legend:

Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

PERSONNEL
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 06-10-04 Workers Compensation Loss Run Reports Monthly reports from the TPA. Personnel CY+5 are 5 years after completion/closure.Management Reports (including Loss Analysis Reports) Permanent retention, but no relevant statues; Risk State of California Guidelines; State recommends LC 129(a); 5 years for auditing.8 CCR 10102; 5 years.8 CCR 15400.2; 5 years.8 CCR 15400; Maintain reports. 06-10-05 OSHA logs OSHA Logs 200, 300, 301, and 301(a). Personnel CY+5 State of California Guideline: 5 years after completed.8 CCR 10102;5 years from date of injury.8 CCR 14300.33; 5 years for OSHA 300 reports.29 CFR 1904.33; 5 years for OSHA reports.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 123 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 32
07-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
07-01-00 Community Development Administration
07-01-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-01-02 GoGov Building permit GIS identification system. IT ACT transferred to a new tracking system.Transitory Record: Maintain while active or until data is 07-02-00 Current Planning
07-02-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-02-02 Permits & Applications - Land Use & Real
Property Related
other real property related permits and applications.permits, zone changes, affidavits of acceptance and use permits, precise plans of design, variances, use and agreements, zoning map amendments, conditional Includes parcel and tract maps, development reviews Planning P State of California Guidelines; Permanent.exceptions.H&S 19850; Building plans - Life of Building, with GC 4003, 4004; Maintain costs, records and planspermanently.GC 34090(a); Real property records, maintain 07-02-03 Permits & Applications - Temporary Use Includes banners and temporary signs, alcohol, pumpkin / tree lots and other temporary use permits.

Planning AC+2
for Temporary Use Permits.State of California Guidelines; Current year plus 2 years GC 34090; 2 years minimum. 07-02-04 Zoning Verification Letters Planning CY+2 GC 34090; 2 year minimum requirement.07-03-00 Advanced Planning 07-03-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-03-02 General Plan & Amendments Includes elements. Planning P State of California Guidelines; Permanent.permanently.GC 34090(a); Real property records, maintain 07-03-03 Housing Element Annual Planning Report State required report to be in compliance with the City's housing element.

Planning P
State of California Guidelines; Permanent.permanently.GC 34090(a); Real property records, maintain 07-03-04 Specific Plans Includes specific plans, reclamation plans, active amendments.transportation plans and other plans and associated Planning P
State of California Guidelines; Permanent.exceptions.H&S 19850; Building plans - Life of Building, with GC 4003, 4004; Maintain costs, records and planspermanently.GC 34090(a); Real property records, maintain 07-03-05 Zoning Code Amendments Not covered by a specific plan or project related. Planning P State of California Guidelines; Permanent.permanently.GC 34090(a); Real property records, maintain AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

COMMUNITY DEVELOPMENT
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 124 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 33
07-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

COMMUNITY DEVELOPMENT
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 07-04-00 Building & Safety07-04-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-04-02 Building Plan Reviews - Expired / Withdrawn Includes plan checks for potential projects. 365 days from the submittal date.

Building CY+2 GC 34090; 2 year minimum requirement.
07-04-03 Building Permits - Approved
for building projects.Restrictions, notice of violations and other documents Accessibility Requirements, Inspection Reports, Deed Check Comments / Responses, Request for Waiver for surveys, pad elevations, special inspection reports, Plan Includes structural calculations, soils reports, land Building P commercial plans.State of California Guidelines; Permanent including CC 1351; definitions, community property.exceptions.H&S 19850; Building plans - Life of Building, with 07-04-04 Building Permits - Expired
for expired building permits.Restrictions, notice of violations and other documents Accessibility Requirements, Inspection Reports, Deed Check Comments / Responses, Request for Waiver for surveys, pad elevations, special inspection reports, Plan Includes structural calculations, soils reports, land Building AE+2 GC 34090; 2 year minimum requirement. 07-04-05 Certificates of Occupancy Building LOB
State of California Guidelines; Life of business.permanently.GC 34090(a); Real property records, maintain 07-05-00 Code Enforcement Records
07-05-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-05-02 Code Violations Includes notices to abate, public nuisance letters, appeals and other code enforcement information.citations, notices of correction, liens, administrative Code Enf. AC+2
correction/completion.State of California Guidelines; 2 years after GC 34090; 2 year minimum requirement. 07-05-03 Administrative Citations Fine related violations that can go to liens if not corrected.

Code Enf. AC+2
correction/completion.State of California Guidelines; 2 years after GC 34090; 2 year minimum requirement 07-06-00 Fire Services
07-06-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-06-02 Weed Abatement Includes notices to abate, citations, notices of case information.correction, administrative appeals and weed abatement Code Enf. AC+2
correction/completion.State of California Guidelines; 2 years after GC 34090; 2 year minimum requirement. 07-06-03 Fire Permits
materials.May include plans for seating, tents and other event tents and other temporary use permits related for Fire.

Includes Christmas tree lots, firework shows, temporary CD AC+2 permits.for maintenance projects, and for temporary use State of California Guidelines; Current Year plus 2 years GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 125 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 34
07-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

COMMUNITY DEVELOPMENT
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 07-06-04 Plan Reviews Includes plan checks for new construction or Files.License Inspections. Located in the individual Street Continuing business is then handled under Business Renewed only if construction is not completed. Permit issued on approval, which is good for 1 year. Fire Prevention maintains the plans after approval. sprinklers, fire alarms, underground sprinkler work, etc. improvements to fire-related systems, such as CD /
Planning
AE+5
of inspection.State of California Guidelines; 3 years after completion fire permit.IFC 104.6; Retain for 5 years after renewal/expiration of 07-06-05 Property Inspections
Code Enf.

Building / AC+5
of inspection.State of California Guidelines; 3 years after completion fire permit.IFC 104.6; Retain for 5 years after renewal/expiration of 07-06-06 Annual Inspections Includes inspection documents for schools, hotels & law and/or fire code. inspections and other types of business as required by motels, multi-family, apartments, vegetation / brush Code Enf.

Building / AC+5
of inspection.State of California Guidelines; 3 years after completion fire permit.IFC 104.6; Retain for 5 years after renewal/expiration of 07-07-00 CDBG & Homeless Services
07-07-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-07-02 Construction Projects Grant program. Construction projects funded by CDBG grants.

CD AFP+5
the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per closure.State of California Guidelines; 4 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 07-07-03 Public Benefit Projects Graffiti and senior transportation funded by CDBG grants.

CD AFP+5
the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per closure.State of California Guidelines; 4 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 07-07-04 Homeless Outreach & Contact Sheets Information entered into the County's database.

Includes personal information and signatures.

Code Enf. C CY+2 GC 34090; 2 year minimum requirement.
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 126 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 35
07-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

COMMUNITY DEVELOPMENT
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 07-07-05 CDBG Annual Fund Reports County required report. CD AFP+5 the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per closure.State of California Guidelines; 4 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 07-08-00 Planning Commission
07-08-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-08-02 Agendas & Agenda Packets CD CY+2
Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 07-08-03 Minutes CD V, H P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090(e); Minutes of governing bodies, Permanent. 07-08-04 Resolutions CD V, H P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 34090(e); Permanent for decisions of the City. 07-08-05 Meeting Audio/Video Recordings CD 30 Days
recorded meeting are approved.Administrative Decision: 30 days after minutes of GC 54953.5; 30 days after recording. 07-08-06 Administrative Appeals CD P
State of California Guidelines; Permanent.exceptions.H&S 19850; Building plans - Life of Building, with GC 4003, 4004; Maintain costs, records and planspermanently.GC 34090(a); Real property records, maintain ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 127 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 36
Legend:
08-00-00 PUBLIC WORKS ENGINEERING
Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
08-01-00 Engineering Administration
08-01-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-01-02 Master Plans Storm drains, parks and recreation, sewers, active transpiration plans and other master plans.

PW Eng. S+2
is superseded.State of California Guidelines; 2 years after master plan GC 34090; 2 year minimum requirement. 08-01-03 Geotechnical & Soils Reports PW Eng. P
reports.State of California Guidelines; Permanent for soils GC 34090(a); Permanent for land related documents 08-01-04 Infrastructure Maps Maps for storm drains, lighting, sewers, utilities and built maps.other infrastructure maps. Includes digital copies of asPW Eng. P State of California Guidelines; Permanent.CCP 337.15; 10 years.exceptions.H&S 19850; Building Plans - Life of Building, with GC 4003, 4004; Maintain.permanently.GC 34090(a); Real property records, maintain 08-01-05 Encroachment Permits
other construction related projects.street cuts for wet/dry utilities, street lane closures and Includes CIP encroachments, street improvements, PW Eng. P construction based encroachment permits.State of California Guidelines; Permanent for H&S 19850; Life of Building, with exceptions.GC 4003, 4004; Maintain.permanently.GC 34090(a) Real property records, maintain 08-01-06 Transportation Permits Temporary use permit for access of oversized vehicles. PW Eng. AC+2 for temporary use permits.State of California Guidelines; Current Year plus 2 years GC 34090; 2 year minimum requirement. 08-02-00 Engineering Projects
08-02-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-02-02 Administrative Includes Council approval, legal issues, project budget, documentation.project schedule, special issues and supporting PW Eng. AC+2
support the project tasks.records for 2 years after the project is completed to Administrative Decision: Maintain for administrative Administrative Record, State of California GuidelinesGC 34090; 2 year minimum requirement. 08-02-03 Correspondence
correspondence.

Includes agencies, construction, design and internal PW Eng. AC+2 support the project tasks.records for 2 years after the project is completed to Administrative Decision: Maintain for administrative Administrative Record, State of California GuidelinesGC 34090; 2 year minimum requirement.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 128 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 37
Legend:
08-00-00 PUBLIC WORKS ENGINEERING
Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 08-02-04 Contracts
documentation.reimbursements, design construction and supporting Includes change orders, contracts, utility PW Eng. P
improvements.State of California Guidelines; Permanent for capital CCP 337.15; 10 years.GC 4003, 4004, Maintain.documents.GC 34090(a); Permanent for real property related 08-02-05 Preliminary Design Includes environmental and geotechnical reports, rightmaps and supporting documentation. of-way, land acquisition, topography and boundary PW Eng. AC+10 for capital improvement projects. State of California Guidelines; 10 years after completion CCP 337.15; 10 years 08-02-06 Design Includes architectural prints, consultant selection, submittals and supporting documentation.permits, requests for proposals, specifications, design PW Eng. P
improvements.State of California Guidelines; Permanent for capital CCP 337.15; 10 years.GC 4003, 4004, Maintain.documents.GC 34090(a); Permanent for real property related 08-02-07 Bidding & Award Includes bid award, bid addenda, contractor bids, prebid meetings and supporting documentation. PW Eng. P improvements.State of California Guidelines; Permanent for capital CCP 337.15; 10 years.GC 4003, 4004, Maintain.documents.GC 34090(a); Permanent for real property related 08-02-08 Construction Testing & Inspection Includes field observation notes, materials testing, documentation.special inspection testing and supporting PW Eng. AC+10
for capital improvement projects.State of California Guidelines; 10 years after completion CCP 337.15; 10 years. 08-02-09 Construction Labor Compliance
of working days and supporting documentation.employee interviews, progress payments, weekly record employment opportunity records, labor compliance, Includes certified payroll, daily diaries, equal PW Eng. AC+10 for capital improvement projects.State of California Guidelines; 10 years after completion CCP 337.15; 10 years. 08-02-10 Construction Progress Documentation Includes extra work reports, photos, preliminary stop notices, submittals and supporting documentation.work notices, requests for information, stop work PW Eng. AC+10
for capital improvement projects.State of California Guidelines; 10 years after completion CCP 337.15; 10 years. 08-02-11 Construction Close-out Includes acceptances, notices of completion, as-built / supporting documentation.record drawings, punch lists, warranty, final reports and PW Eng. AC+10
for capital improvement projects.State of California Guidelines; 10 years after completion CCP 337.15; 10 years. 08-02-12 Environmental Includes operations and maintenance manuals, documentation.stormwater pollution prevention plans and supporting PW Eng. P
improvements.State of California Guidelines; Permanent for capital CCP 337.15; 10 years.GC 4003, 4004, Maintain.documents.GC 34090(a); Permanent for real property related 08-02-13 Right of Way P
24 CFR 1710; Permanent.documents.GC 34090(a); Permanent for land and property related ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 129 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 38
Legend:
08-00-00 PUBLIC WORKS ENGINEERING
Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 08-03-00 Development Engineering08-03-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-03-02 Subdivisions PW Eng. P
State of California Guidelines; Permanent.CCP 337.15; 10 years.exceptions.H&S 19850; Building Plans - Life of Building, with GC 4003, 4004; Maintain.permanently.GC 34090(a); Real property records, maintain 08-03-03 Tract Maps Includes map changes. PW Eng. P
State of California Guidelines; Permanent.CCP 337.15; 10 years.exceptions.H&S 19850; Building Plans - Life of Building, with GC 4003, 4004; Maintain.permanently.GC 34090(a); Real property records, maintain 08-03-04 Parcel Maps Includes map changes. PW Eng. P
State of California Guidelines; Permanent.CCP 337.15; 10 years.exceptions.H&S 19850; Building Plans - Life of Building, with GC 4003, 4004; Maintain.permanently.GC 34090(a); Real property records, maintain 08-03-05 Lot Line Adjustments / Mergers PW Eng. P
State of California Guidelines; Permanent.CCP 337.15; 10 years.exceptions.H&S 19850; Building Plans - Life of Building, with GC 4003, 4004; Maintain.permanently.GC 34090(a); Real property records, maintain 08-03-06 Grading Permits PW Eng. P
State of California Guidelines; Permanent.GC 4003, 4004; Maintain.CCP337, 337.1(a), 337.15; Statutes of limitations.permanently.GC 34090(a), Real property records, maintain 08-03-07 Easements & Dedications PW Eng. P
24 CFR 1710; Permanent.documents.GC 34090(a); Permanent for land and property related 08-03-08 Vacations & Abandonments PW Eng. P
24 CFR 1710; Permanent.documents.GC 34090(a); Permanent for land and property related 08-03-09 Record of Surveys Maps PW Eng. P
recording data and maps.State of California Guidelines; Permanent for survey documents.GC 34090(a); Permanent for land and property related ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 130 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 39
Legend:
08-00-00 PUBLIC WORKS ENGINEERING
Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 08-03-10 Plan Checks Duplicates for Engineering review. PW Eng. CY+2 GC 34090; 2 year minimum requirement.08-04-00 Streets Engineering08-04-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-04-02 Street Naming PW Eng. P
and numbering policies and procedures.State of California Guidelines; Permanent for naming documents.GC 34090(a); Permanent for land and property related 08-04-03 Pavement Management System Includes repairs, overlay projects and pavement management reports from the County.

PW Eng. S+2
for maintenance projects.State of California Guidelines; 2 years after completion GC 34090; 2 year minimum requirement. 08-04-04 Street Lights & Equipment Limited lights owned by the City. Most street lights owned and managed by Southern California Edison.

PW Eng. LOS+2
years.State of California Guidelines; Life of system plus 2 CCP 337; 3 year statute of limitations.GC 34090; 2 year minimum requirement. 08-04-05 Signage & Striping PW Eng. P
striping.State of California Guidelines; Permanent for signs and documents.GC 34090(a); Permanent for land and property related 08-04-06 Sidewalks, Curbs & Gutters PW Eng. P
and street maps.State of California Guidelines; Permanent for sidewalks documents.GC 34090(a); Permanent for land and property related 08-04-07 Alleyways PW Eng. P
striping.State of California Guidelines; Permanent for signs and documents.GC 34090(a); Permanent for land and property related 08-04-08 Monumentation Includes street ties, centerline ties and benchmarking. PW Eng. P boundary maps, including monuments.State of California Guidelines; Permanent for City documents.GC 34090(a); Permanent for land and property related 08-05-00 Traffic Engineering
08-05-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-05-02 Traffic Calming Speed humps, bump outs and other calming system design.

PW Eng. LOS+3
years.State of California Guidelines; Life of system plus 2 CCP 337; 3 year statute of limitations. 08-05-03 Traffic Requests & Management Includes requests for traffic calming, red/blue curb systems. marking, speed humps and other neighborhood
PW Eng. AC+2
or denied.requests for 2 years after the request is accommodated Administrative Decision: Maintain traffic change GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 131 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 40
Legend:
08-00-00 PUBLIC WORKS ENGINEERING
Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 08-05-04 Traffic Studies & Surveys PW Eng. AC+2
plus 2 years.State of California Guidelines; Completion of survey GC 34090; 2 year minimum requirement. 08-05-05 Traffic Signals Includes files on equipment, timing sheets, systems and maintenance.

PW Eng. LOS+3
years.State of California Guidelines; Life of system plus 2 CCP 337; 3 year statute of limitations. 08-05-06 Parking Systems Includes restricted parking, residential permit parking, are maintained in a binder and are valid for 5 years.parking districts, garages and other systems. Permits PW Eng. AE+2
for Temporary Use Permits.State of California Guidelines; Current year plus 2 years GC 34090; 2 years minimum. 08-06-00 Bridges
08-06-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-06-02 Bridge Maintenance Program PW Eng. LOS+2
and inspections for the live of the structure.State of California Guidelines; Maintain bridge reports GC 34090; 2 year minimum requirement. 08-06-03 Inspections & Reports PW Eng. LOS+2
and inspections for the live of the structure.State of California Guidelines; Maintain bridge reports GC 34090; 2 year minimum requirement. 08-07-00 Storm Drainage & NPDES
08-07-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-07-02 NPDES Permit Annual Report Includes finalized, submitted yearly reports to the State Water Resources Board.

PW Eng. CY+3
Provisions, Records; 3 years from date of sample.NPDES Permit No. CA0038776 IV. Standard other discharge records, including calibration recordssludge use & disposal, 3 years after completion for 40 CFR 122.41; 5 years after completion for sewage 08-07-03 Stormwater Pollution Prevention Plan PW Eng. P environmentally sensitive documents.years, with caveat recommendation of permanent for State of California Guidelines: Current year plus 2 GC 34090; 2 year minimum requirement. 08-07-04 WQMP Management Includes maintenance agreements for maintenance of Water Quality Control Board.best management practices. Required for the Regional PW Eng. P
State of California Guidelines; Permanent.29 USC 211c; Maintain, indefinite.accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337(2) & (3); Statutes of limitations of 4 years.permanently.GC 34090(a), Real property records, maintain ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 132 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 41
Legend:
08-00-00 PUBLIC WORKS ENGINEERING
Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 08-07-05 Stormwater Outfall Testing Samples submitted to contract lab for baseline comparisons.

PW Eng. CY+3
Provisions, Records; 3 years from date of sample.NPDES Permit No. CA0038776 IV. Standard 40 CFR 503; 3 years for significant leaks or spillsother discharge records, including calibration records.sludge use & disposal, 3 years after completion for 40 CFR 122.41; 5 years after completion for sewage 08-07-06 Inspections
and industrial.

Includes post-construction inspections for commercial PW Eng. AC+2 for maintenance projects.State of California Guidelines; 2 years after completion GC 34090; 2 year minimum requirement. 08-07-07 Hazardous Spills
spills.

Includes contained fluid and other hazardous material PW Eng. CY+10 years.waste disposal records for the current year plus 10 State of California Guidelines; Maintain hazardous 40 CFR 503; 3 years for significant leaks or spills. 08-07-08 Illicit Discharge Incidents PW Eng. AC+5
after correction or resolve.Administrative Decision: Maintain incidents for 5 years for discharge monitoring reports.State of California Guidelines; Current year plus 5 years 40 CFR 122.41; 3 years after report.40 CFR 122.21; 3 years after approval. 08-07-09 Trash Reduction Plan
inspection of devices in storm drain inlets.

Compliance report. Maintenance monitoring and PW Eng. AC+3 22 CCR 66262.40; 3 years for generator reports. 08-07-10 Reduction Program Reports Includes NPDES reports to the County for street electronically.cleanup and other reduction programs. Submitted sweeping, trash hotspot cleanups, on land trash PW Eng. AC+3 22 CCR 66262.40; 3 years for generator reports. 08-07-11 Outreach
contractors.

Includes brochures and materials handed out to PW Eng. S+2 materials are superseded.State of California Guidelines; 2 years after program GC 34090; 2 year minimum requirement 08-08-00 Sewer & Wastewater
08-08-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-08-02 Recycled Water System Includes service agreements, pipelines and supply data. PW Eng. P State of California Guidelines; Permanent.29 USC 211c; Maintain, indefinite.H&S 19850; Life of Building, with exceptions.accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337(2) & (3); Statutes of limitations of 4 years.permanently.GC 34090(a), Real property records, maintain 08-08-03 IEUA Inland Empire Utilities Agency. Includes
agency.communications and general information with the
PW Eng. CY+2, AR
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 133 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 42
Legend:
08-00-00 PUBLIC WORKS ENGINEERING
Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 08-09-00 Utilities08-09-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-09-02 Telecommunications Includes communications and general information with telecommunication and internet providers.

PW Eng. CY+2, AR
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 08-09-03 Electrical Service Includes communications and general information with Edison and other generators.

PW Eng. CY+2, AR
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 08-09-04 Gas Service Includes communications and general information with SoCal Gas and other providers.

PW Eng. CY+2, AR
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 08-09-05 Water Service Includes communications and general information with water agencies and companies.MVWD, MWD, Golden State Water Company and other PW Eng. CY+2, AR
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 134 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 43
09-00-00 PUBLIC WORKS MAINTENANCE & OPERATIONS
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
09-01-00 Administration
09-01-01 General Information & Administration Includes general subject information, reports, Montclair already in the group.group, but not associated with a specific record series map, and reference documents relating to the record City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-01-02 Work Orders Orders received via email, verbal, phone and other means.

PW M&O AC+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-01-03 Key Distribution Database PW M&O ACT
transferred to a new tracking system.Transitory Record: Maintain while active or until data is 09-01-04 Safety Training Program Includes sign-in sheets, attendance rosters, and training materials for safety training classes and events.

PW M&O CY+7
years for certificates and designations training.for non-safety training records. Current year plus 2 State of California Guidelines; Current year plus 7 years GC 7920.000; PRA, confidential record status.GC 12946; 2 years after termination.29 CFR 1627.3(b); 1 year for training recordsGC 34090; 2 year minimum requirement. 09-01-05 Air Quality Management District (AQMD) Includes Annual Operating Permit Fee, Test of Vapor Coast Air Quality Management District.Recovery Equipment, Emission Fee Notice, South PW M&O AC+7
for AQMD records.State of California Guidelines; Current year plus 7 years records.CCP338(k); 6 year statute of limitations for air quality 09-01-06 Mathesin Oil Company Correspondence and communications with the company.

PW M&O CY+2, AR
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 09-01-07 San Bernardino County Forms Includes CUPA permits, Air Resources Board, Business Designation.Resources recycling and recovery, and Proof of Emergency/Contingency Plan Receipt, Dept. of PW M&O CY+5
enforcement documents.27 CCR 15185(c); 5 years for hazardous waste generators.H&S 25160; 3 years for receipts from transporters to remediation waste staging.H&S 25123.3; Generator must maintain records for years onsite.H&S 25200.3; Generator must maintain records for 5 09-01-08 Maintenance & Service Agreements Includes Tree Service, Clean Energy, Ideal Uniform Rental and other maintenance and service agreements.Rental Service, Burrtec Services, Ayres Self Storage PW M&O AC+4
accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337(2) & (3); Statutes of limitations of 4 years. 09-01-09 Emergency Plans Includes Emergency Management Plan I - III, Emergency Plan 2017.Emergency Preparedness, Corporate Yard Business PW M&O S+2
plans.for emergency management and mutual aid strategic State of California Guidelines; 2 years after superseded GC 34090; 2 year minimum requirement. 09-01-10 Hazardous Waste Manifests Includes waste tire, oil, batteries, light bulbs and other hazardous waste disposal manifests.

PW M&O CY+10
years for hazardous waste disposal documents.State of California Guidelines; Current year plus 10 40 CFR 122.21; 3 to 5 years.GC 34090; 2 year minimum requirement. 09-01-11 Dept. of Toxic Substances EVQ Report
pickup.

Annual reporting with a manifest for hazardous waste PW M&O CY+10 years for hazardous waste disposal documents.State of California Guidelines; Current year plus 10 40 CFR 122.21; 3 to 5 years.GC 34090; 2 year minimum requirement.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 135 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 44
09-00-00 PUBLIC WORKS MAINTENANCE & OPERATIONS
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 09-01-12 Monthly Maintenance Reports PW M&O CY+2
reports.State of California Guidelines; 2 years for management GC 34090; 2 year minimum requirement. 09-02-00 Facilities Maintenance09-02-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-02-02 Maintenance Service & Projects Includes generator, HVAC and other maintenance activities.

PW M&O AC+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-02-03 Facility Permits Includes elevators, health and other facility permits. PW M&O AE+2 for municipal facility rental / use permits.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 09-02-04 Inspections
inspections.

AQMD, health department and other external PW M&O AC+2
year for maintenance projects.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-03-00 Street Maintenance
09-03-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-03-02 Pavement Management System Includes repairs, concrete maintenance, crack ceiling, pavement marker program, and overlay projects.

PW M&O S+2
for maintenance projects.State of California Guidelines; 2 years after completion GC 34090; 2 year minimum requirement. 09-03-03 Signage Includes log books, index register cards, inventory lists, control.records of traffic signs, parking restrictions and traffic PW M&O LOS+3
years.State of California Guidelines; Life of system plus 2 CCP 337; 3 year statute of limitations. 09-03-04 Pavement Markings Includes striping, stenciling, curb painting, cross walk and repair projects.locations, and other pavement marking maintenance PW M&O AC+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-03-05 Landscape Maintenance Maintenance projects completed for medians and debris and weed abatement
PW M&O AC+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-03-06 Street Sweeping Notice Distribution PW M&O CY+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-03-07 Concrete Tickets Tickets received by the concrete provider for internal signature.concrete mix used, batch information and weighmaster tracking. Includes arrival site, order quantities and PW M&O CY+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 136 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 45
09-00-00 PUBLIC WORKS MAINTENANCE & OPERATIONS
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 09-04-00 Park Maintenance09-04-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-04-02 Park Maintenance Projects and Locations Includes fertilizer application, repairs, and maintenance for all park locations.

PW M&O AC+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-04-03 Playground & Park Equipment Inspections PW M&O AC+3 for equipment inventories.for inspection records in Parks, and 2 years after audit State of California Guidelines; Completion plus 2 years CCP 338; 3 years for action. 09-05-00 Fleet Management
09-05-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-05-02 Vehicle & Equipment Specifications &
Maintenance Records
related information.maintenance and other specific vehicle and equipment Paper history of equipment and vehicles. Includes PW M&O LOV+4 vehicles. State does not reference any citations.plus 2 years for fuel, maintenance and repair records of State of California Guidelines state life of the vehicle CCP 343; 4 years for action.GC 34090; 2 year minimum requirement. 09-05-03 Daily Vehicle Inspection Forms PW M&O CY+2
year.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-05-04 CNG Inspections PW M&O CY+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-05-05 Biennial Inspection of Terminals (BIT) Records Inspection of vehicles by the DOT. PW M&O CY+2 years. 25 month inspection period.VC 3450.12; maintain inspection reports for at least 2 GC 34090; 2 year minimum requirement. 09-05-06 Smog Certifications / Inspections Combined with California Air Resources Board. PW M&O CY+2 year for permits; may depend upon the agency.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-05-07 Fuel Reports
and other fuel usage reports.

Includes quarterly diesel fuel, weekly fuel consumption PW M&O AA+4 State of California Guidelines; 3 years after audit.CCP 337; Statutes of limitations of 4 years.GC 34090; 2 year minimum requirement. 09-05-08 Fuel Pump Maintenance & Inspections Includes monthly fuel storage inspections of generators, system.piping and the fuel island, and maintenance on the AA+4
State of California Guidelines; 3 years after audit.CCP 337; Statutes of limitations of 4 years.GC 34090; 2 year minimum requirement. 09-05-10 Aerial Inspections Includes inspection for cranes, buckets, etc. PW M&O CY+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 137 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 46
09-00-00 PUBLIC WORKS MAINTENANCE & OPERATIONS
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 09-05-11 Underground Storage Tanks & Return
ground.

Obsolete system no longer in use. All tanks are above PW M&O CY+2 removal and remediation.year for underground storage tank locations, installation, State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 138 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 47
09-00-00 PUBLIC WORKS MAINTENANCE & OPERATIONS
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 09-06-00 Irrigation Maintenance09-06-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-06-02 Backflow Testing Annual maintenance on backflow devices on City property.

PW M&O AC+2
year for maintenance projects.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-07-00 Sewer & Storm Drain Maintenance
09-07-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-07-02 Permits Includes sewer confined space entry permits. PW M&O AE+2 for municipal facility rental / use permits.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 09-07-03 Inspections Includes push camera, catch basin, sewer grease interceptors and other system inspections.

PW M&O AC+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-07-04 Hot Spot Includes sewer hotspot maintenance program. PW M&O AC+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-07-05 Traffic Counters PW M&O AC+2
plus 2 years.State of California Guidelines; Completion of survey GC 34090; 2 year minimum requirement. 09-07-06 Storm Water Maintenance Includes catch basin cleaning storm drain line inspections and other maintenance activities.

PW M&O AC+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-07-07 Gas/Oxygen Testing Sensors
to detect oxygen levels and harmful gases.Inspection and testing of sensors under manhole covers PW M&O AC+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-08-00 Tree Maintenance
09-08-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-08-02 Street Tree Inventory Reports printed from the Street Tree Inventory Database.

PW M&O CY+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-08-03 Tree Maintenance Projects In-house provided maintenance for smaller project. PW M&O AC+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 139 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 48
09-00-00 PUBLIC WORKS MAINTENANCE & OPERATIONS
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 09-09-00 Graffiti Maintenance09-09-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-09-02 Graffiti Abatement Includes block grant target area reports. PW M&O AC+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-09-03 Quarterly & Monthly Graffiti Reports PW M&O CY+2 reports.State of California Guidelines; 2 years for management GC 34090; 2 year minimum requirement. 09-10-00 Signs/Paint Maintenance
09-10-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-10-02 Street Lights Includes repairs and inspections PW M&O AC+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-11-00 Sweeping Maintenance
09-11-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-11-02 Misc. Duties Includes shopping carts. PW M&O AC+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-12-00 Pesticide Maintenance
09-12-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-12-02 Pesticide Application Includes chemical application and pesticide application. PW M&O P to 3 years.F&AC 14007, Restricted Materials Permits issued for 1 Reports.F&AC 14011.5 - 12, maintain and submit Pesticide Use GC 34090; 2 year minimum requirement. 09-12-03 Safety Information Includes data sheets and forms. PW M&O CY+30 chemical was used is maintained.unless another record of what, where and when a 29 CFR 1910.1020; Retain MSDS records for 30 years 09-12-04 Pesticide reports PW M&O CY+2
application documents.for hazardous materials storage permits and pesticide State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 140 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 49
09-00-00 PUBLIC WORKS MAINTENANCE & OPERATIONS
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 09-12-05 Pesticide Training Records Used for annual inspection by the County Ag.

Compliance records.

PW M&O CY+2
for pesticide application documents.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 09-12-06 Pesticide Regulation Inspection PW M&O CY+2
application documents.for hazardous materials storage permits and pesticide State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 09-12-07 SB County Restricted Materials Permit PW M&O CY+2 application documents.for hazardous materials storage permits and pesticide State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 09-12-08 Vector Control Reports PW M&O CY+2
reports.State of California Guidelines; 2 years for management GC 34090; 2 year minimum requirement. 09-13-00 Transcenter Maintenance
09-13-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-14-00 Adopt A Highway
09-14-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-14-02 Locations Includes all locations and information. PW M&O S+2 retention.for 2 years after superseded to meet the State minimum Administrative Decision: Maintain location information GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 141 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 50
10-00-00 HUMAN SERVICES
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
10-01-00 Human Services Administration
10-01-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 10-01-02 ReCtr.ac Internal system for processing payments. Information entered in at Human Services front desk.

HS Admin ACT
transferred to a new tracking system.Transitory Record: Maintain while active or until data is 10-01-03 Human Services Programs & Classes Includes registration information, rules, guides and ReCtr.ac.programs and classes. Physical records outside of individuals for Senior Center, youth sports and all other contacts and other registration related information for schedule change forms, names, address, emergency for paid programs and classes. Registration includes forms, transportation intake forms, and liability waivers weight room/vehicle/key sign-in sheets, evaluation information, attendance records, class sign-in sheets, brochures, code of conduct, curriculum, contact HS Admin C CY+2
year.State of California Guidelines; 2 years plus the current neglect.CCP 335.1; 2 years for action on injuries caused by GC 34090; 2 year minimum requirement. 10-01-04 Special Events Includes contact information, waivers, outreach, information.inspections and permits, and other event organization contracts, vendor applications, health department planning, supply acquisition, staffing, copies of HS Admin CY+2
year.State of California Guidelines; 2 years plus the current neglect.CCP 335.1; 2 years for action on injuries caused by GC 34090; 2 year minimum requirement. 10-01-05 Program Incident Reports Incidents occurring during or with the public. Not for Resources.employee incidents, which are sent to Human
HS Admin AC+7
accident/incident reports.State of California; 7 years after closure for GC 910 - 913; 6 months to 1 year after event occurs.violation, whichever comes first.years after plaintiff had knowledge of breach or 29 USC 1113; 6 years after date of last action, or 3 GC 25105.5; 5 years after closure/completion.42 USC 1983; Definitions.GC 34090; 2 year minimum requirement. 10-01-06 Trips Includes program guides and brochures, permission breaks, teen trips and other trips sponsored by the City.other materials for family trips, day camps, season slips, attendance records, rosters, sign-in sheets and HS Admin CY+2
year.State of California Guidelines; 2 years plus the current neglect.CCP 335.1; 2 years for action on injuries caused by GC 34090; 2 year minimum requirement. 10-01-07 Instructors Includes contracts, W-9, Livescan and other instructor information.

HS Admin CY+4
CCP 343; Statutes of limitations of 4 years.CCP 337.2; Statutes of limitations of 4 years. applicants are Livescan fingerprinted.information about the volunteer. Adult volunteer verification, correspondence and any general Includes the application, contact information, fingerprint HS AdminAccepted applications: AS+4Denied applications: AC+4 AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) position is filled to follow GC 12946.Denied applications maintained for 4 years after the completion/position filled.State of California Guidelines; 2 years after GC 12946; 4 years after completion/position filled. Volunteers 10-01-08 ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 142 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 51
10-00-00 HUMAN SERVICES
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 10-01-09 CPS & APS Mandated Reporting Required reporting for child or adult abuse. Senior Ctr. C AC+10 simplicity in destruction.for the same retention as child abuse reports for child abuse reports. Maintain senior/elder abuse reports Administrative Decision: Citations listed above are for PC 288, 647; Definitions.Recommendation.PC 11170; 10 years from date of reporting , DOJ PC 11169; Maintain. 10-01-10 Leave Requests
the department with signatures by the employee.

Vacation time entered into Springbrook. Maintained by HS Admin CY+2 GC 34090; 2 year minimum requirement. 10-01-11 Staff Time Cards
maintained by the department. Signed by the employee.

Information entered into Springbrook. Timesheet HS Admin CY+6 State of California Guidelines; 6 years after audit.minimum wages.29 USC 255(a); 2 to 3 years statute of limitations for 26 CFR 31.6001-1; 4 years after tax return due.LC 1174; 2 years after pay period.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return due.29 CFR 516.6; 2 years.29 CFR 516.2; Maintain.GC 34090; 2 year minimum requirement. 10-01-12 City Facility Rental Agreements Includes applications, agreements, proof of insurance, rentals.alcohol permits and other rental documents for facility HS Admin AC+4
accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 343; Statutes of limitations of 4 years.CCP 337(2) & (3); Statutes of limitations of 4 years. 10-02-00 Youth Center
10-02-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 10-02-02 Snack Bar Tallies Requested by Finance for auditing. Youth Ctr. AA+4 Finance.year plus 4 years to match retention of receivables in Administrative Decision: Maintain tallies for the current State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement. 10-03-00 Senior Center
10-03-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 10-03-02 Senior Registration Forms Files on seniors who participate in the program. Annual information on seniors.information, nutritional assessments, and other address, phone number, birth date, emergency contact forms and nutrition intake forms include the name, Senior Ctr. C CY+2
year.State of California Guidelines; 2 years plus the current neglect.CCP 335.1; 2 years for action on injuries caused by GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 143 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 52
10-00-00 HUMAN SERVICES
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 10-03-03 Senior Nutrition Program / Lunch Includes sign-in sheets, rosters, lunch menus and other nutrition information.

Senior Ctr. C CY+2
year.State of California Guidelines; 2 years plus the current neglect.CCP 335.1; 2 years for action on injuries caused by GC 34090; 2 year minimum requirement. 10-03-04 Food Handler Training & Certification Senior Ctr. AS+2 designations.termination/separation for certifications and State of California Guidelines; 2 years after GC 34090; 2 year minimum requirement . 10-03-05 Temperature Check Logs Performed daily. Senior Ctr. CY+2 years.State of California Guidelines; Current year plus 2 GC 34090; 2 year minimum requirement. 10-03-06 Cleaning Logs Senior Ctr. CY+2
years.State of California Guidelines; Current year plus 2 GC 34090; 2 year minimum requirement. 10-03-07 Health Inspections
Community Center.

County inspections for the Senior Center and the Senior Ctr. CY+2 years.State of California Guidelines; Current year plus 2 GC 34090; 2 year minimum requirement. 10-03-08 Environmental Health Permits Permits provided to the City annually. Senior Ctr. CY+2 years.State of California Guidelines; Current year plus 2 GC 34090; 2 year minimum requirement. 10-03-09 Daily Vehicle Inspection Logs Logs are completed for the Golden Express Transportation busses daily.

Senior Ctr. CY+2
years.State of California Guidelines; Current year plus 2 GC 34090; 2 year minimum requirement. 10-03-10 Transportation Waivers HS Admin CY+2
year.State of California Guidelines; 2 years plus the current neglect.CCP 335.1; 2 years for action on injuries caused by GC 34090; 2 year minimum requirement. 10-04-00 After School Program 100% grant funded. All classes at school sites 10-04-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 10-04-02 Applications Program registrations, hard copy and eleCtr.onic versions collected annually throughout the year.

ASP C AFP+5
the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per audits.GC 8546.7; 3 years after final payment to support plans.EDC 8482.3(g)(1)(F); 5 years for after school program GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 144 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 53
10-00-00 HUMAN SERVICES
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 10-04-03 Class Rosters Classroom attendance sheet used daily. ASP C AFP+5 the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per audits.GC 8546.7; 3 years after final payment to support plans.EDC 8482.3(g)(1)(F); 5 years for after school program GC 34090; 2 year minimum requirement. 10-04-04 Daily Sign-in Sheets Program attendance sheet used daily. ASP AFP+5 the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per audits.GC 8546.7; 3 years after final payment to support plans.EDC 8482.3(g)(1)(F); 5 years for after school program GC 34090; 2 year minimum requirement. 10-04-05 Grant Attendance Sheets Grant spreadsheet report kept eleCtr.onically required by the School District.

ASP AFP+5
the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per audits.GC 8546.7; 3 years after final payment to support plans.EDC 8482.3(g)(1)(F); 5 years for after school program GC 34090; 2 year minimum requirement. 10-04-06 Early Release Forms Signed documentation for early release of student from program.

ASP AFP+5
the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per audits.GC 8546.7; 3 years after final payment to support plans.EDC 8482.3(g)(1)(F); 5 years for after school program GC 34090; 2 year minimum requirement. 10-04-07 Bathroom Log ASP AFP+5
the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per audits.GC 8546.7; 3 years after final payment to support plans.EDC 8482.3(g)(1)(F); 5 years for after school program GC 34090; 2 year minimum requirement. 10-04-08 Field Trip Permission Slips ASP C AFP+5
the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per audits.GC 8546.7; 3 years after final payment to support plans.EDC 8482.3(g)(1)(F); 5 years for after school program GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 145 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 54
10-00-00 HUMAN SERVICES
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 10-04-09 Pre / Post Surveys Internally process surveys. ASP AFP+5 the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per audits.GC 8546.7; 3 years after final payment to support plans.EDC 8482.3(g)(1)(F); 5 years for after school program GC 34090; 2 year minimum requirement. 10-05-00 Medical Clinic10-05-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 10-05-02 Patient Records Includes patient charts. Med. Clinic AC+7* years after 18th birthday for unemancipated minors.22 CCR 70751; 7 years for patient records for adults, *2 whichever is later.after exposure, or 2 years after patient discovers injury, CCP 340.8; Exposure to hazardous substances; 2 years injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5; Healthcare providers; 3 years after GC 34090; 2 year minimum requirement. 10-06-00 Community Activities Commission
10-06-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 10-06-02 Agendas & Agenda Packets Includes meeting agendas and staff reports. HS Admin CY+2 Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 10-06-03 Minutes Typed record of meeting content, including attendance, public comments, and correspondence.

HS Admin P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090(e); Minutes of governing bodies, Permanent. 10-06-04 Military Banner Applications HS Admin CY+2 GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 146 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 55
11-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
11-01-00 Economic Development
11-01-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but All Depts AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 11-01-02 State of the City ED CY+2
reportsState of California Guidelines; 2 years for management GC 34090; 2 year minimum requirement. 11-01-03 Business Outreach Includes Chamber of Commerce, small business outreach and Small Business Administration.

ED CY+2
Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 11-01-04 Marketing Includes newsletters, brochures and other general outreach to the public.

ED CY+7
State of California Guidelines; Current year plus 7.GC 34090; 2 year minimum requirement. 11-01-05 Property Acquisitions - Affordable Housing Includes appraisals, property valuations, deeds, title acquisition documents.reports, real estate agent communications and other ED AC+10
years for acquisitions.State of California Guidelines; Completion expiration 10 or improvement.CCP 337.15; 10 years after completion of construction 11-01-06 Property Acquisitions - Economic Development Land banking for future use. Includes appraisals, documents.agent communications and other acquisition property valuations, deeds, title reports, real estate ED AC+10
years for acquisitions.State of California Guidelines; Completion expiration 10 or improvement.CCP 337.15; 10 years after completion of construction 11-01-07 Legislative Affairs Includes contacts with lobbyists for supporting or opposing bills, measures, etc.

ED CY+2 GC 34090; 2 year minimum requirement.
11-01-08 Grant Processing For Planning and Community Development grants. grant processing documents for departments.preliminary drafts, logs, communications and other Documents include applications, invoices, submittals, ED AFP+5
application close-out procedures, if any.closure. *State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants.2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 08-07-06 Climate Action Plan Includes energy efficiency programs, electric vehicle promote the program.improvements. The City partners with agencies to infrastructure, and other climate impacting ED S+2
is superseded.State of California Guidelines; 2 years after master plan GC 34090; 2 year minimum requirement.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

ECONOMIC DEVELOPMENT
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 147 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 56
11-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

ECONOMIC DEVELOPMENT
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 11-02-00 Development11-02-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but All Depts AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 11-02-02 Projects Includes reimbursement, operations and management reports. Planning maintains permits and maps / plans.environmental / CEQA, architectural reviews and other reimbursement logs, consultant reports for agreements, consultant communications, invoices and ED AC+5
studies.State of California Guidelines; 5 years for feasibility accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337.2; Statutes of limitations of 4 years.CCP 337(2) & (3); Statutes of limitations of 4 years. 11-02-03 Land Leases For cell towers and City-owned property leased out to other entities.

ED AC+4
accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337.2; Statutes of limitations of 4 years. 11-03-00 Revenue
11-03-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but All Depts AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 11-03-02 Community Facilities Districts Includes annual tax reports. ED P State of California Guidelines; Permanent.CCP 338; 3 year statute of limitations.GC 34090(a); Permanent for land and property records. 11-03-03 Tax Measures Administrative materials including marketing, consultant documents. ballot title, initiative and other measure related coordination, public communications, surveys, measure ED AC+7
support the results.documents for 7 years after closure of the election to Administrative Decision: Maintain tax measure for external promotional marketing materials.State of California Guidelines; Current year plus 7 years and referendum petitions.EC 17200; 8 months after election closes for initiative GC 34060; 2 year minimum requirement. 11-03-04 Fee Studies & Updates Includes cost allocation plans, fee study and updates. ED CY+3 federal awarded funds.2 CFR 200.334; Maintain cost plans for 3 years for 11-03-05 Master Fee Schedules ED CY+2 GC 34090; 2 years minimum.11-04-00 Montclair Housing Authority 11-04-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but All Depts AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 11-04-02 Annual Reports Reports to HCD. Housing AC+3 24 CFR 570.490; 3 years for reports.11-04-03 Resolutions Includes draft agreements attached to the resolution prior to final signatures.

Housing V, H P
State of California Guidelines; Permanent.GC 40806; Maintain.GC 34090(e); Permanent for decisions of the City. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 148 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 57
11-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

ECONOMIC DEVELOPMENT
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 11-05-00 Montclair Housing Corporation11-05-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but All Depts AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 11-05-02 Agendas & Agenda Packets Housing CY+2
Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 11-05-03 Minutes Housing V, H P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090e; Minutes of governing bodies, Permanent. 11-05-04 Resolutions Housing V, H P
State of California Guidelines; Permanent.GC 40806; Maintain.GC 34090(e); Permanent for decisions of the City. 11-05-05 Contractual Agreements Includes RFPs, signed agreement (property projects over $5,000.management, vendors, service providers), invoices for Housing AC+4
accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337.2; Statutes of limitations of 4 years. 11-05-06 Rehabilitation Projects Rehabilitation of City affordable housing properties for development.grant related; funded by lease revenues and economic related documents. Older files are in paper format. Not progress photos, communications with contractors, and awarding of bids, progress payments / invoicing, multi-family and single family. Includes bid proposals, Housing AC+4
accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337.2; Statutes of limitations of 4 years. 11-05-07 Property Management Ties into the contractual agreements. Communications management related records.weekly meeting agendas and other property between City staff and property management, invoicing, Housing CY+4
A
State of California Guidelines; 4 years after audit.GC 34090; 2 year minimum requirement. dministrative Decision: Maintain property management
retention of accounts payable records.documents for the current year plus 4 years to match 11-05-08 Home Owner Associations City liaison sits on the HOA board. Includes CCRs, (approved by the liaison) and communications.board packets / agendas for voting HOAs, invoices Housing CY+4
accounts payable records.the current year plus 4 years to match retention of Administrative Decision: Maintain HOA documents for State of California Guidelines; 4 years after audit.GC 34090; 2 year minimum requirement. 11-05-09 Annual Income Certifications
annually.to grants. Maintained in paper format. City audited Certification for affordable housing eligibility not related Housing C CY+2 GC 34090; 2 year minimum requirement. 11-06-00 Successor Agency / Former RDA Records
11-06-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but All Depts AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 149 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 58
11-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

ECONOMIC DEVELOPMENT
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 11-06-02 Redevelopment Plan Housing P
State of California Guidelines; Permanent.permanently.GC 34090(a); Real property records, maintain 11-06-03 Projects & Project Areas Housing P
State of California Guidelines; Permanent.permanently.GC 34090(a); Real property records, maintain 11-06-04 Property Acquisition Housing AC+10
years for acquisitions.State of California Guidelines; Completion expiration 10 or improvement.CCP 337.15; 10 years after completion of construction 11-06-05 Agendas / Agenda Packets Housing CY+2
Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 11-06-06 Minutes Housing V, H P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090e; Minutes of governing bodies, Permanent. 11-06-07 Resolutions Housing V, H P
State of California Guidelines; Permanent.GC 40806; Maintain.GC 34090(e); Permanent for decisions of the City ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 150 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 59
12-00-00 POLICE DEPARTMENT
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
12-01-20 Administration / Chief of Police
12-01-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 12-01-02 Mark 43 As of July 1, 2020 has case documents attached. PD Admin ACT transferred to a new tracking system.Transitory Record: Maintain while active or until data is 12-01-03 Policies & Procedures Maintained in Lexipol electronically. Includes prior editions.

PD Admin C P
given.State of California Guidelines; Permanent, no citation GC 34090; 2 year minimum requirement. 12-01-04 Department Directives May include general department procedures and legal directives.

PD Admin P
given.State of California Guidelines; Permanent, no citation GC 34090; 2 year minimum requirement. 12-01-05 Personnel Files Includes supervisor's personnel files. Maintained by the Resources personnel files.Police Department for the same retention as Human PD Admin AS+6
State of California Guidelines; 3 years after termination.GC 12946; 4 years after termination or action.29 USC 1113; 6 years after date of last action.29 CFR 516.5 - 6; 3 years after action.29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination. 12-01-06 Personnel Orders Includes vacation sign ups, work and duty schedules, paid overtime and special details.

PD Admin CY+2
timekeeping records.for watch assignments, daily schedules and State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-01-07 Civilian Complaints Form completed by a civilian. Complaints may become formal investigations.

PD Admin AC+7
years.42 USC 1983; Settlement of civil rights complaint plus 7 GC 34090; 2 year minimum requirement. 12-01-08 Administrative Investigations PD Admin C AC+15 GC 12946; 4 years after completion/position filled.VC 2547; SOL of 3 years for officer fraud.PC 803(c); public officer, crime descriptions.PC 801.5; SOL of 4 years after event.EVC 1045; 5 years for conduct.misconduct. sustained misconduct and 15 years for sustained PC 832.5(b) Statutory minimum is 5 years for no 12-01-09 Use of Force Review PD Admin CY+2
for use of force files.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-01-10 Pitchess Motions Copy maintained with the officer's file. PD Admin CY+2 GC 34090; 2 year minimum requirement. maintained.to qualify for carrying. Disqualified applications also Records of retirees for carrying firearms. Retirees need PD AdminApproved applications: AE+2Denied applications: CY+2 AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 12-01-11 Retiree CCW Qualifications
expires.State Recommendation, 2 years after the license PC 12078, Maintain records.PC 12071, Maintain records.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 151 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 60
12-00-00 POLICE DEPARTMENT
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 12-01-12 Audio Recordings - Routine Includes telephone and radio communications. If crime of recordings on a monthly basis.PD about pending litigation, and will approve destruction 100 days of the date. The City Attorney will inform the related, the District Attorney must request audio within PD Admin 180 Days*
exceptions of recordings pertaining to GC 34090.6.telephone and radio communication tapes, with State of California Guidelines; 180 days for audio, *destroy with consent of the City Attorney.litigation, retain until pending litigation is resolved and GC 34090.6; 100 days. If a claim is filed or pending systems.Includes tape recordings and video from body-worn IT C 2Y years for evidentiary data.PC 832.18(5)(A)&(B); 60 days for nonevidentiary data, 2 no Police Report.detention/arrest, traffic/pedestrian contact with *Non-evidence, Police Report with no arrest, IT C 2Y* identifiable property or missing persons.years for misdemeanors/infractions with no arrests, *State of California Guidelines; Current year plus 2 Complaint Against Employee or Agency.**Violent Crime Report, Use of Force, Administrative, PD Records
PD Admin / C 5Y or 15Y**
exposure. misconduct; confidential document not for public sustained misconduct, 15 years with sustained **PC 832.5; 5 years after case closure with no offense or after realization of offense.**CCP 338 et al.; up to 3 years after commission of Affairs cases. 5 year access limit.**EVC 1045; Discovery of officer information on Internal ***Critical Incident, Homicide. PD Records C P***
***State of California Guidelines; Permanent.Law Enforcement Officers Assoc. Indefinite retention is recommended by DOJ and CA ***CCP 335.1; Must commence action within 2 years.***PC 799; No statutes of limitations on actions. 12-01-14 Jail Inspection Records Performed by various outside agencies. PD Admin AC+6 years for inspections by various agencies.State of California Guidelines; After completion plus 6 GC 34090; 2 year minimum requirement. 12-01-15 Asset Seizure/Forfeiture Form For monies seized over a certain amount. Requested the DA, a copy is maintained by the City.a case are stored in Admin. Originals are maintained by Records with the case file. Seizure forms not related to from a major crimes task force, and ultimately in PD Admin CY+1
the 2 year minimum retention periodGC 34090.7; Duplicate records may be destroyed within 12-01-16 Asset Forfeiture Use Funds Disbursement of monies related to a closed case. PD Admin AC+5 records and statements, and audit reports.bookkeeping documents, logs and records, bank DAG-71 and TD F, ESACs, accounting and expenditures of shared funds, bank statements, Forms receipts and procurement documentation for all US DOJ Guide to Equitable Sharing; 5 years for 12-01-17 ESAC Annual Reports
Sharing Agreement Certification Form.by the City from asset Forfeiture. Federal Equitable Report showing what monies were spent and received PD Admin CY+5 records and statements, and audit reports.bookkeeping documents, logs and records, bank DAG-71 and TD F, ESACs, accounting and expenditures of shared funds, bank statements, Forms receipts and procurement documentation for all US DOJ Guide to Equitable Sharing; 5 years for 12-01-13 Audio / Video Recordings - Body-worn Cameras
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 152 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 61
12-00-00 POLICE DEPARTMENT
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 12-01-18 Military Equipment Annual Report Copy maintained with the City Council agenda packet. PD Admin ACT Administrative Record, State of California Guidelines.longer than the retention life of the original record.year minimum period. Duplicates must not be kept GC 34090.7; Duplicates may be destroyed within the 2 12-01-19 T/U Visa Form Reports
violent crimes.

Reports to the State for human trafficking and victims of PD Admin AA+2 activity/statistical reports.for weekly, monthly, quarterly, and annual State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-01-20 Grant Applications and Programs, Approved Incoming grants for the PD. Application and related documents.

PD Admin AFP+5*
application close-out procedures, if any.closure. *State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants.2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 12-01-21 Grant Applications and Programs, Not Approved Incoming grants for the PD. Application and related documents.

PD Admin AC+2 GC 34090; 2 year minimum requirement.
12-01-22 Police Explorer / Chaplain Program
documents. Explorers are not paid employees.information, waivers, timekeeping, application and other employment processing, emergency contact Includes information from initial background checks, PD Admin C AC+4
AT+4
recruitment retention.position filled for denied applications to follow years after termination for those hired, and 4 years after Administrative Decision: Maintain volunteer files for 4 State of California Guidelines; 2 years after termination.GC 12946; 4 years after completion/position filled. 12-01-23 Police Reserves
files.cards. Denied applications maintained with recruitment background letters to neighboring agencies, and ID fingerprinting, training, community service records, form, criminal history and records checks, live scan authorization, supplemental background information Includes application, ride-along waiver, background PD Admin C AC+4
AT+4
recruitment retention.position filled for denied applications to follow years after termination for those hired, and 4 years after Administrative Decision: Maintain volunteer files for 4 State of California Guidelines; 2 years after termination.GC 12946; 4 years after completion/position filled. 12-01-24 Background Investigations, Non-Hired
Candidates
PD Admin C AC+4
recruitment retention requirements.for 4 years after the position is filled to meet HR Administrative Decision: Maintain background checks closes for Safety Personnel not hired.State of California Guidelines; 2 years after position PC 832.5; 5 years for officer complaints. 12-01-25 Audit Inspection Logs California Board of State & Community Corrections. PD Admin AA+2 activity/statistical reports.for weekly, monthly, quarterly, and annual State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-01-26 Firearms Records of department owned firearms. PD Admin S+2 for equipment inventory records.State of California Guidelines; 2 years after superseded GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 153 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 62
12-00-00 POLICE DEPARTMENT
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 12-01-27 Photographs Police Department events, department photos, etc. PD Admin CY+2 AR
review annually for historical content.Administrative Decision: Current year plus 2 years, Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 12-01-28 Juvenile Detention Logs PD Admin CY+6
for jail logs.State of California Guidelines; Current year plus 6 years GC 34090; 2 year minimum requirement. 12-01-29 Rosters PD Admin S+2
for divisional rosters.State of California Guidelines; 2 years after superseded GC 34090; 2 year minimum requirement. 12-01-30 Special Events PD Admin CY+2
State of California Guidelines; Current year plus 2 GC 34090; 2 year minimum requirement. 12-01-31 Pawn Broker / Secondhand Dealer Licenses PD Admin CY+2 for Secondhand Dealers and Pawn Broker licenses.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-01-32 Contracts & Agreements
Department. Copies sent to the City Clerk.contracts and agreements signed in-house by the Police Includes general service, supply and equipment PD Admin AC+4 accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337.2; Statutes of limitations of 4 years.CCP 337(2) & (3); Statutes of limitations of 4 years. 12-01-33 Licenses
activities and other permits requiring PD approval.

Includes workpapers and licenses for massage PD Admin AE+2 for various business permits.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-01-34 Press Releases
the website.

Released by the Police Department and published on PD Admin CY+2 for press releases.State of California Guidelines; Current year plus 2 years GC 34090; 2 years minimum. 12-02-00 Records
California Public Records Act to be consulted.***Maintain all case files confidential while active. 12-02-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an Case Reports - All Other Crime reports, DUI's, incidents, mandatory registrants, All files scanned and stored in the RMS system.documents and any other elements for the case. property, photos, field interview cards, additional criminal protective orders, NCIC entries. May include bookings/arrests, missing persons, restraining orders, PD Records V, C*** AR ***Maintain all case files confidential while active.

California Public Records Act to be consulted.
187 - Murders PD Records V, C*** P
Law Enforcement Officers Assoc. Indefinite retention is recommended by DOJ and CA PC 799; No statutes of limitations on actions .PC 187; Definitions. 12-02-02
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 154 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 63
12-00-00 POLICE DEPARTMENT
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Accident Reports, Felony & Fatality Collisions
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) PD Records V, C*** AC+25
agency practices.accident reports for 25 year after closure to follow other Administrative Decision: Maintain felony and fatality State of California Guidelines; Permanent.Law Enforcement Officers Assoc. Indefinite retention is recommended by DOJ and CA PC 799; No statutes of limitations on actions.

InfractionsAccident Reports, General & Misdemeanor PD Records V, C*** AC+2 closure of the case.Administrative Decision: Maintain for 2 years after identifiable property or missing persons.for misdemeanors/infractions with no arrests, State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement.

Child Abuse PD Records V, C*** AC+10
PC 288, 647; Definitions.Recommendation.PC 11170; 10 years from date of reporting , DOJ PC 11169; Maintain.

Crimes with Death PD Records V, H, C*** P
State of California Guidelines; Permanent.Law Enforcement Officers Assoc. Indefinite retention is recommended by DOJ and CA CCP 335.1; Must commence action within 2 years.actions. PC 799, 801.1, 803; No statutes of limitations on Sex offenders - Adult. PD Records V, C*** L+2Sex offenders - Juvenile. PD Records V, C*** *Varies Marijuana Related Crimes PD Records V, C*** AC+2*
file sooner than the retention period listed.vacate the conviction and the City may destroy the case applicable retention period. The District Attorney may *Combined cases may be retained for the longest H&S 11362.1, Legal adult use of cannabis products.cases after age 18.associated with the case. Destroy Juvenile marijuana 18 years provided there are no active warrants after case closure, *or until offender reaches the age of HS 11361.5, 11361.7, 11357 B, C, D, or E; 2 years Misdemeanors / Infractions, Filed PD Records V, C*** AC+2 identifiable property or missing persons.for misdemeanors/infractions with no arrests, State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement.

Drug / Sex Crime Registration
jurisdiction for arson, sex and narcotics.State of California Guidelines; Life of registrant within reaches 38 years. Permanent if tried as an adult.W&IC 781; 5 years after record sealed or when juvenile *PC 290; definitions and references.GC 34090; 2 years minimum. 12-02-02
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 155 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 64
12-00-00 POLICE DEPARTMENT
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Misdemeanors / Infractions, Not Filed
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) Misdemeanors with no leads, no convictions or arrests
not filed.

PD Records V, C*** AC+3
identifiable property or missing persons.for misdemeanors/infractions with no arrests, State of California Guidelines; Current year plus 2 years after realization of offense.CCP 338; up to 3 years after commission of offense or GC 34090; 2 year minimum requirement.

Missing Persons PD Records V, C*** AC+2
persons.DOJ recommends permanent for unsolved missing where person has been returned/found.for non-criminal occurrences, including missing persons State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement.

Officer Involved Shootings Includes shootings. PD Records V, C*** AC+25 incident has been placed with the case file. be destroyed after 3 years, provided that accounting of DOJ regulates, if not involving felonies, the report can State Recommendation; Closure of case plus 25 years.years after act or omission.VC 2542 & 2547; Officer fraud or misrepresentation. 3 confidential document not for public exposure. misconduct, 15 years with sustained misconduct; PC 832.5; 5 years after case closure with no sustained Affairs cases. 5 year access limit.EVC 1045; Discovery of officer information on Internal Robberies / Burglary PD Records V, C*** AC+3
State Recommendation; Closure of case plus 3 years.offense or after realization of offense.CCP 338 et al.; up to 3 years after commission of Sex Crimes Includes child molestation, rape and other sex crimes. PD Records V, C*** L+2 years after proof of offender's death.Administrative Decision: Maintain sex crime cases for 2 Department of Justice recommends 25 years.38, or 5 years after records are sealed.W&I 781; Juvenile records, when offender reaches age PC 289; Definitions & punishments.PC 288; Definitions & punishments.PC 286; Definitions & punishments.PC 220; Definitions & punishments.PC 261; Definitions.

Stolen Vehicles PD Records V, C*** AC+3
State Recommendation; Closure of case plus 3 years.offense or after realization of offense.CCP 338 et al.; up to 3 years after commission of Suspicious Circumstances PD Records V, H, C*** P
No suspicious circumstances PD Records V, C*** AC+2
Unattended Death / Suicide
State of California Guidelines; Permanent.Law Enforcement Officers Assoc. Indefinite retention is recommended by DOJ and CA PC 799; No statutes of limitations on actions.GC 34090; 2 year minimum requirement. 12-02-02
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 156 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 65
12-00-00 POLICE DEPARTMENT
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - 5585 Hold Cases - Minors
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) PD Records V, C*** P
permanently to track history of the event.Administrative Decision: Maintain 5585 hold cases for non-criminal occurrences.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 5150 Hold Cases - Adults PD Records V, C*** P
permanently to track history of the event.Administrative Decision: Maintain 5150 hold cases for non-criminal occurrences.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-03 CHP 187 Vehicle Pursuits Includes a log tracking filing and sending the report, a CHP.summary of the actions, and proof of delivery from the PD Records IND
retention.VC 17004.7; Maintain vehicle pursuit records, no 12-02-04 Record Sealings Adults PD Records V, C*** AC+3* arrest, *with district attorney approval.PC 851.8(a); Factually innocent records, 3 years after 12-02-05 Record Sealings Juveniles PD Records V, C*** AC+5** or after the child reaches age 14, DO NOT DESTROY.**W&IC 781; For murder and/or sex crimes occurring on 14 years of age.murder and/or sex crimes occurring before the child is **W&IC 781; When juvenile reaches the age of 38 for youth; W&IC 781; 5 years after sealed by court order for at-risk Date of court ordered destruction. 12-02-06 Jail Logs PD Records CY+6
for jail logs.State of California Guidelines; Current year plus 6 years GC 34090; 2 year minimum requirement. 12-02-07 Citation Book Log Form printed out for issuing citation books to officers. PD Records CY+2 for parking and traffic citations.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-08 Case Assignment Logs PD Records CY+2
for case assignment logs.State of California Guidelines; Current year plus 1 year GC 34090; 2 year minimum requirement. 12-02-09 CORI Release Logs PD Records CY+2
for various police logs.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-10 Subpoena Logs PD Records CY+2
for subpoena logs.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-11 Teletypes Used for contacting other agencies, locating vehicles requests / responses.and missing persons, BOLOs and 10 minute hit PD Records CY+2 GC 34090; 2 year minimum requirement.
12-02-12 Citations - Parking / Traffic PD Records CY+2
for parking and traffic citations.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-02
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 157 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 66
12-00-00 POLICE DEPARTMENT
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 12-02-13 Citations - Administrative / Notice to Appear PD Records CY+2 for parking and traffic citations.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-14 Cash Receipt Books Log of monies receive at the PD counter. PD Records CY+4 audit.State of California Guidelines; 4 years after annual CCP 337; Statute of limitations of 4 years.GC 34090; 2 year minimum requirement. 12-02-15 Criminal Background Checks Requests for local criminal checks for law enforcement job applicants.

PD Records CY+3
11 CCR 707(c); 3 years after release of record .CCP 340; 1 year statute of limitations.GC 34090; 2 year minimum requirement. 12-02-16 Local Records Check Includes requests from persons residing in the City check.results in a letter stating the results of the records information on file in our RMS system. This request system to ascertain if the person has any negative asking for a cursory records check through our RMS PD Records CY+2 GC 34090; 2 year minimum requirement.
12-02-17 Live Scan Fingerprinting Includes fingerprinting applications for City employees and certain companies/entities.

PD Records C CY+2
termination. information for city employment for 2 years after State of California Guidelines; Maintain fingerprint GC 34090; 2 year minimum requirement. 12-02-18 Statistical Report Requests
the public.to requesting divisions/units, departments, agencies or Reports and data produced on request and distributed PD Records CY+2 reports.for weekly, monthly, quarterly and annual statistical State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-19 Monthly DOJ/IBR (MACR) Report
reporting.750. Now automatically pulled from Mark 43 for Monthly Arrest & Citations Register - DOJ form JUS Electronic statistical report for future analysis. MACR - PD Records CY+2 reports.for weekly, monthly, quarterly and annual statistical State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-20 Ride Along / Sit Along Waiver PD Records CY+3
inspection records, maintain at least 1 year.8 CCR 3203(b)(1); Injury & Illness Prevention Program whichever is later. after exposure, or 2 years after patient discovers injury, CCP 340.8; Exposure to hazardous substances; 2 years injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5 Healthcare providers is 3 years after 12-02-21 False Alarm Claims Cards maintained by PD. Finance invoices the offender. PD Records CY+2 for false alarm records.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-22 Tow Logs - Private Property/Repos PD Records CY+2 GC 34090; 2 year minimum requirement12-03-00 Support Svcs - Investigations 12-03-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 158 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 67
12-00-00 POLICE DEPARTMENT
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 12-03-02 Informant Files
narcotics, prostitution, robbery).annually for activity. Includes vice crimes (gang, Confidential files maintained in paper form and reviewed Detective Bureau
C AT+10
for informant files, no citation stated.State of California Guidelines; 10 years after termination GC 34090; 2 year minimum requirement. 12-03-03 Registrant Files Arson, sex and drug registrants. Detective Bureau
C L+2
jurisdiction for arson, sex and narcotics.State of California Guidelines; Life of registrant within age or when records are sealed per W&IC 781*PC 457; Arson registration for juveniles, 25 years of PC 186.32; 5 years after last registration requirement.reaches 38 years. Permanent if tried as an adult.W&IC 781; 5 years after record sealed or when juvenile *PC 290; definitions and references.GC 34090; 2 years minimum. 12-03-04 Pawn Slips
consignment slips / tickets.

Includes pawn slips and secondhand dealer Detective
Bureau
CY+2
for Secondhand Dealers and Pawn Brokers.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-04-00 Support Svcs - Patrol
12-04-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 12-04-02 Field Training Filed by officer containing handouts, daily evaluations, electronically in LEFTA.qualification criteria and training scenarios. Maintained PD Admin AS+7
certificates and designations training.no specific citation given. 2 years after termination for State of California Guidelines; 7 years after termination, GC 7920.000; PRA, confidential record status.GC 12946; 4 years after termination.29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. 12-04-03 Division Files
employees.Dispatch and Records maintain division files on all performance appraisal maintained in the personnel file. Transitory working file that leads to the officer's slips. Documents signed by the individual officer. plans, commendations, trimester evaluations, sick leave Includes written counseling, performance improvement PD Admin AS+6 State of California Guidelines; 3 years after termination.GC 12946; 4 years after termination or action.29 USC 1113; 6 years after date of last action.29 CFR 516.5 - 6; 3 years after action.29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination. 12-04-04 Patrol Sergeant Shift Reports Maintained electronically on the Z drive. PD Admin CY+2 timekeeping records.for watch assignments, daily schedules and State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-04-05 Exposure Logs Log book of exposures not separated by employee.

Also forwarded to HR for medical file.

PD Admin CY+30
completion/closure.State of California Guidelines; 30 after 29 CFR 1910.1020; 30 years after employee termination29 CFR 1627.3(b)(1); 1 year from action.LC 6410; OSHA, maintain.LC 90 - 139.6; 5 years for auditing.8 CCR 15400; Maintain reports. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 159 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 68
12-00-00 POLICE DEPARTMENT
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 12-04-06 Daily Activity Logs PD Admin CY+2
timekeeping records.for watch assignments, daily schedules and State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-05-00 Support Svcs - Training12-05-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 12-05-02 Range Books Includes range lesson plans, firearms safety plan, in binders.firearms and less-lethal weapons. Maintained annually simulation training, range master and safety officer for weapon maintenance, firearm training manuals, PD Admin AC+15
for range lesson plans. No citation given.State of California Guidelines; 15 years after completion GC 34090; 2 year minimum requirement. 12-05-03 Officer Training Records Filed by officer. Maintained electronically in TMS and LEFTA.

PD Admin AS+7
certificates and designations training.no specific citation given. 2 years after termination for State of California Guidelines; 7 years after termination, GC 7920.000; PRA, confidential record status.GC 12946; 4 years after termination.29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. 12-05-04 Internal Instructor Training Programs Includes class outline, tests, percentages, roster, weapons. Copy of the program posted to the website.master and safety officer for firearms and less-lethal firearm training manuals, simulation training, range plans, firearms safety plan, weapon maintenance, qualification criteria and training scenarios, range lesson handouts, instructor's qualifications and resumes, PD Admin AC+15
for range lesson plans. No citation given.State of California Guidelines; 15 years after completion 29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. 12-05-05 CLETS Training Includes agency terminal coordinator records, and training and recertification records.

PD Admin AS+7
certificates and designations training.no specific citation given. 2 years after termination for State of California Guidelines; 7 years after termination, GC 7920.000; PRA, confidential record status.GC 12946; 4 years after termination.29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. 12-06-00 Support Svcs - Technical Services
12-06-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 12-06-02 Equipment Calibrations Preliminary Alcohol Screening Device and radar calibration.

Tech Svcs AT+2
of use of equipment for radar calibration recordsState of California Guidelines; 2 years after termination GC 34090; 2 year minimum requirement ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 160 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 69
12-00-00 POLICE DEPARTMENT
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 12-06-03 Equipment Inventory Equipment issued to officers and other department equipment. Historic information maintained in TMS.

Tech Svcs S+2
for equipment inventory recordsState of California Guidelines; 2 years after superseded GC 34090; 2 year minimum requirement 12-06-04 Vehicle Assignments Vehicles assigned to PD. Maintained in TMS. Tech Svcs CY+2 year for daily activity logs.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 12-06-05 Auction Reports Tech Svcs CY+2
property.audit for surplus property auctions including listings of State of California Guidelines; 2 years after financial GC 34090; 2 year minimum requirement. 12-06-06 Surveillance Recordings - Police Facilities Includes in-building and parking lot surveillance. Tech Svcs 180 Days exceptions of recordings pertaining to GC 34090.6telephone and radio communication tapes, with State of California Guidelines; 180 days for audio, litigation, retain with the case file.GC 34090.6; 100 days. *If a claim is filed or pending 12-06-07 Vehicle / Equipment Service Schedules LOV+2
vehicles. State does not reference any citations.plus 2 years for fuel, maintenance and repair records of State of California Guidelines state life of the vehicle GC 34090; 2 year minimum requirement. 12-07-00 Support Svcs - Property & Evidence
12-07-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 12-07-02 Civil Subpoenas Property CY+2
years. Courts/County maintain the original record.State of California Guidelines; Current year plus 2 any point before the total retention period.GC 34090.7; Duplicate records may be destroyed at 12-07-03 Disturbance of the Peace Forms left at the location of disturbance. Property AC+3 A
identifiable property or missing persons.for misdemeanors/infractions with no arrests, State of California Guidelines; Current year plus 2 years after realization of offense.CCP 338; up to 3 years after commission of offense or GC 34090; 2 year minimum requirement. dministrative Decision: Maintain forms for 3 years after retention.completion to coincide with unfiled misdemeanor 12-07-04 Evidence Room Entry Logs Property CY+2
for various police logs.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-08-00 Field Svcs - Dispatch
12-08-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 161 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 70
12-00-00 POLICE DEPARTMENT
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 12-08-02 Communication Training Program Dispatch AS+7
certificates and designations training.no specific citation given. 2 years after termination for State of California Guidelines; 7 years after termination, GC 7920.000; PRA, confidential record status.GC 12946; 4 years after termination.29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. 12-08-03 Audio Recordings - Telephone / Radio Dispatch 180 Days* exceptions of recordings pertaining to GC 34090.6.telephone and radio communication tapes, with State of California Guidelines; 180 days for audio, *destroy with consent of the City Attorney.litigation, retain until pending litigation is resolved and GC 34090.6; 100 days. If a claim is filed or pending 12-08-04 Call Cards Manually handwritten call cards for when the system is unavailable.

Dispatch AC+3
after completion to coincide with dispatch logs.Administrative Decision: Maintain call cards for 3 years 3 years after completion.State of California Guidelines; Maintain dispatch logs for CCP 340.5; 3 year statute of limitations.CCP 338; 3 year statute of limitations.GC 34090; 2 year minimum requirement. 12-08-05 Dispatch Logs Dispatch AC+3
3 years after completion.State of California Guidelines; Maintain dispatch logs for CCP 340.5; 3 year statute of limitations.CCP 338; 3 year statute of limitations.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 162 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 71
13-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
13-01-30 Fire Administration
13-01-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 13-01-02 ImageTrend Used for incidents, inspection tracking and resident contact information. Formerly FireRMS
Fire ACT
transferred to a new tracking system.Transitory Record: Maintain while active or until data is 13-01-03 FirstDue Used for inspections, EOC team coordination and other activities.

Fire ACT
transferred to a new tracking system.Transitory Record: Maintain while active or until data is 13-01-04 Vector Scheduling Creates rosters for personnel and used to create timesheets for Finance.

Fire ACT
transferred to a new tracking system.Transitory Record: Maintain while active or until data is 13-01-05 Policies & Procedures Includes interoffice procedures and directives from the Fire Chief. Maintained in Lexipol.

Fire P
given.State of California Guidelines; Permanent, no citation GC 34090; 2 year minimum requirement. 13-01-06 Internal Investigations Includes complaints about fire personnel and associated investigations.

Fire AT+6
retention period.years after termination to follow the personnel file Administrative Decision: Maintain investigations for 6 safety employees.for general employees, 5 years after termination for State of California Guidelines; 2 years after termination 29 CFR 1602.14; 1 year after action/change.GC 12946; Until resolved. 13-01-07 Strike Team Activities Used to submit forms for reimbursement from the State. Fire CY+4 CCP 337; Statute of limitations of 4 years.GC 34090; 2 year minimum requirement. 13-01-08 Ride Alongs Includes a waiver form for ride alongs. Fire CY+3 inspection records, maintain at least 1 year.8 CCR 3203(b)(1); Injury & Illness Prevention Program whichever is later. after exposure, or 2 years after patient discovers injury, CCP 340.8; Exposure to hazardous substances; 2 years injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5 Healthcare providers is 3 years after 13-01-09 Daily Activity Logs Maintained in both paper and electronic. Includes activities tracked for the day by the Captain.

Fire CY+2
for various daily logs.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 13-01-10 Daily Time Sheets Completed by staff to show what projects or staff they work with daily.

Fire CY+6
State of California Guidelines; 6 years after audit.minimum wages.29 USC 255(a); 2 to 3 years statute of limitations for 26 CFR 31.6001-1; 4 years after tax return due.LC 1174; 2 years after pay period.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return due.29 CFR 516.6; 2 years.29 CFR 516.2; Maintain.GC 34090; 2 year minimum requirement.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

FIRE SERVICES
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 163 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 72
13-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

FIRE SERVICES
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 13-01-11 BBQ Permits Normally a one day permit for inground BBQ. Fire AE+2 for Temporary Use Permits.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 13-01-12 Grant Applications & Agreements Fire AFP+5
application close-out procedures, if any.closure. *State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants.2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 13-02-00 Fire Suppression & Equipment13-02-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 13-02-02 Fire Investigations Non-arson investigations. Presumed arson incidents investigated by Police or the County.

Fire AC+3 CCP 338; 3 year statute of limitations for action. 13-02-03 Incident Report Request Includes requests for incident reports. Fire AC+2 State of California Guidelines; 2 years after completion.GC 34090; 2 year minimum requirement. 13-02-04 Personal Protective Clothing & Equipment
Inspections equipment.

Annual tests for all personal protective clothing and Fire CY+10 the life of the equipment.equitable indemnity claim up to 5 years and 10 years for Administrative Decision: Possibility of defending an inspection records, maintain at least 1 year.8 CCP 3203(b)(1); Injury & Illness Prevention Program whichever is later.after exposure, or 2 years after patient discovers injury, CCP 340.8; Exposure to hazardous substances; 2 years injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5; Healthcare providers; 3 years after GC 34090; 2 year minimum requirement. 13-02-05 SCBA Fit & Flow Test Annual tests for both person and unit. Fire P of the citations.potential medical issues and varying retention periods Administrative Decision: Permanent for long term State of California Guidelines.is retained for termination/separation plus 2 years, per Individual training information maintained by employee for training materials.State of California Guidelines; 2 years after superseded 8 CCR 3203; IIPP training, at least 1 year. 13-02-06 Hose Testing Records Fire CY+2
for equipment and gear logs.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 164 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 73
13-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

FIRE SERVICES
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 13-02-07 Ladder Testing Fire CY+2
for equipment and gear logs.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 13-02-08 Fresh Air Compressor / SCBA Fill Station
Inspections certificate of compliance.

Inspection by an outside company with resulting Fire P
of the citations.potential medical issues and varying retention periods Administrative Decision: Permanent for long term for equipment and gear logs.State of California Guidelines; Current year plus 2 years whichever is later.after exposure, or 2 years after patient discovers injury, CCP 340.8; Exposure to hazardous substances; 2 years injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5; Healthcare providers; 3 years after GC 34090; 2 year minimum requirement. 13-02-09 Daily Vehicle Inspection Log Inspection of vehicles by drivers prior to driving. other aspects. Through Vector Solutions.levels, tire condition, appearance, operations, lights and Required by the DOT. Includes safety equipment, liquid Fire CY+2
year.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 13-03-00 Emergency Medical Services
13-03-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 13-03-02 Patient Care Reports Includes refusal of care and the patient care report. software system since 2016.Produced and maintained digitally in ImageTrend Fire C AC+7 *
years after 18th birthday for unemancipated minors.22 CCR 70751; 7 years for patient records for adults, *2 whichever is later.after exposure, or 2 years after patient discovers injury, CCP 340.8; Exposure to hazardous substances; 2 years injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5; Healthcare providers; 3 years after GC 34090; 2 year minimum requirement. 13-03-03 Narcotic Administration Log Log of administration of narcotics and distribution of remaining narcotics. Monthly log.

Fire AC+5
equitable indemnity claim up to 5 years.Administrative Decision: Possibility of defending an injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5; Healthcare providers; 3 years after GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 165 of 179 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 74
13-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis Ξ
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separa

FIRE SERVICES
tion, AT - After Termination, C - Confidential, CM -
Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise) 13-03-04 Paramedic Check Sheets
forms. Stored in Vector CheckIT since 2022.Three reports: Daily, monthly, medical supply order checks, medication inventories, ordering supplies.

Forms used by paramedics to document equipment Fire AC+5 equitable indemnity claim up to 5 years.Administrative Decision: Possibility of defending an whichever is later.after exposure, or 2 years after patient discovers injury, CCP 340.8; Exposure to hazardous substances; 2 years injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5; Healthcare providers; 3 years after GC 34090; 2 year minimum requirement. 13-03-05 EMT-I/EMT-Basic Certification & Paramedic
License Cards
provider. since 2022. Department is a continuing education validate requirements. Maintained in Vector Solutions Certification records and continued education records to Fire C AS+2 designations.termination/separation for certifications and State of California Guidelines; 2 years after GC 34090; 2 year minimum requirement. 13-04-00 Training
13-04-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 13-04-02 Training Materials & Schedules Includes initial academy classes, hazmat training and other training classes.

Fire AS+7
years for certificates and designations training.for non-safety training records. Current year plus 2 State of California Guidelines; Current year plus 7 years GC 12946; 4 years after termination.29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. 13-04-03 Continuing Education Course Rosters Fire CY+7
years for certificates and designations training.for non-safety training records. Current year plus 2 State of California Guidelines; Current year plus 7 years GC 12946; 4 years after termination.29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 EXHIBIT B MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 166 of 179

CITY COUNCIL

AGENDA REPORT
DATE: JULY 15, 2024
SECTION: CONSENT - RESOLUTIONS
ITEM NO.: 2
FILE I.D.: STB300–17
DEPT.: FINANCE
PREPARER: C. GRAVES
SUBJECT: CONSIDER ADOPTION OF RESOLUTION NO. 24–3446 AUTHORIZING PLACEMENT

OF LIENS ON CERTAIN PROPERTIES FOR DELINQUENT SEWER AND TRASH CHARGES REASON FOR CONSIDERATION: Staff has identified 176 sewer and trash accounts in the odd–numbered–month billing cycle that are more than three billing periods delinquent. Pursuant to Montclair Municipal Code Chapter 1.12, these properties are subject to lien.

BACKGROUND: Ordinance No. 02–815 authorizes the placement of liens on properties on which delinquent civil debts have accrued and makes property owners responsible for delinquent sewer and trash charges accrued after the effective date of the Ordinance (March 1, 2002) for accounts in tenants' names. Prior to the City Council's adoption of Ordinance No. 02–815, property owners were responsible for only those accounts in their own names.

FISCAL IMPACT: Recoverable amount is $62,139.54, plus $3,520.00 for release of lien fees, plus $8,800.00 in lien fees, for a total of $74,459.54.

RECOMMENDATION: Staff recommends the City Council adopt Resolution No. 24–3446 authorizing placement of liens on certain properties for delinquent sewer and trash charges.

MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 167 of 179 Resolution No. 24–3446 Page 1 of 1
RESOLUTION NO. 24–3446

A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF MONTCLAIR AUTHORIZING

PLACEMENT OF LIENS ON CERTAIN

PROPERTIES FOR DELINQUENT SEWER

AND TRASH ACCOUNTS
WHEREAS, Chapter 1.12 of the Montclair Municipal Code authorizes the City to place liens on properties on which delinquent civil debts have accrued; and WHEREAS, all owners of property in the City of Montclair were notified about the adoption of Ordinance No. 02–815 authorizing placement of liens on properties on which delinquent civil debts have accrued; and
WHEREAS, it has been determined that there are 176 sewer and/or trash accounts on which there are delinquencies in excess of 90 days; and WHEREAS, the owners of these properties have received regular billing state– ments and late notices since the onset of such delinquencies; and WHEREAS, the owners of these properties were notified on June 6, 2024, that their delinquent accounts are subject to causing a lien to be placed on their properties for settlement of such delinquencies; and that such liens would be considered for approval by the Montclair City Council on Monday, July 15, 2024.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Montclair approves the placement of liens on the properties and in the amounts specified in Exhibit A, entitled Report of Delinquent Civil Debts – July 2024, attached hereto.

BE IT FURTHER RESOLVED that the City Clerk is authorized to provide the San Bernardino County Auditor/Controller–Recorder with the documents required to cause such liens to be placed.

APPROVED AND ADOPTED this XX day of XX, 2024.

Mayor
ATTEST:

City Clerk
I, Andrea M. Myrick, City Clerk of the City of Montclair, DO HEREBY CERTIFY that Resolution No. 24–3446 was duly adopted by the City Council of said city and was approved by the Mayor of said city at a regular meeting of said City Council held on the XX day of XX, 2024, and that it was adopted by the following vote, to–wit:

AYES: XX
NOES: XX
ABSTAIN: XX
ABSENT: XX
Andrea M. Myrick
City Clerk
MONTCLAIR CITY COUNCIL MEETING – 07/15/2024 Page 168 of 179 Exhibit A to Resolution No. 24–3446
Report of Delinquent Civil Debts – July 2024