(C) For purposes of this section, mediation includes any nonbinding process, including, but not limited to, neutral evaluation or a dispute review board, in which an independent third party or board assists the parties in dispute resolution through negotiation or by issuance of an evaluation. Any mediation utilized shall conform to the timeframes in this section.
(D) Unless otherwise agreed to by the public entity and the contractor in writing, the mediation conducted pursuant to this section shall excuse any further obligation under Section 20104.4 to mediate after litigation has been commenced.
(E) This section does not preclude a public entity from requiring arbitration of disputes under private arbitration or the Public Works Contract Arbitration Program, if mediation under this section does not resolve WKHSDUWLHV¶GLVSXWH
(3) Failure by the public entity to respond to a claim from a contractor within the time periods described in this subdivision or to otherwise meet the time requirements of this section shall result in the claim being deemed rejected in its entirety. A claLPWKDWLVGHQLHGE\UHDVRQRIWKHSXEOLFHQWLW\¶VIDLOXUHWRKDYHUHVSRQGHG to a claim, or its failure to otherwise meet the time requirements of this section, shall not constitute an adverse finding with regard to the merits of the claim or the responsibility or qualifications of the claimant. (4) Amounts not paid in a timely manner as required by this section shall bear interest at 7 percent per annum. (5) If a subcontractor or a lower tier subcontractor lacks legal standing to assert a claim against a public entity because privity of contract does not exist, the contractor may present to the public entity a claim on behalf of a subcontractor or lower tier subcontractor. A subcontractor may request in writing, either on their own behalf or on behalf of a lower tier subcontractor, that the contractor present a claim for work which was perf ormed by the subcontractor or by a lower tier subcontractor on behalf of the subcontractor. The subcontractor requesting that the claim be presented to the public entity shall furnish reasonable documentation to support the claim. Within 45 days of receipt of this written request, the contractor shall notify the subcontractor in writing as to whether the contractor presented the claim to the public entity and, if the original contractor did not present the claim, provide the subcontractor with a statement of the reasons for not having done so. (e) The text of this section or a summary of it shall be set forth in the plans or specifications for any public works project that may give rise to a claim under this section. (f) A waiver of the rights granted by this section is void and contrary to public policy, provided, however, that (1) upon receipt of a claim, the parties may mutually agree to waive, in writing, mediation and proceed directly to the commencement of a civil action or binding arbitration, as applicable; and (2) a public entity may prescribe reasonable change order, claim, and dispute resolution procedures and requirements in addition to the provisions of this section, so long as the contractual provisions do not conflict with or otherwise impair the timeframes and procedures set forth in this section. (g) This section applies to contracts entered into on or after January 1, 2017. (h) Nothing in this section shall impose liability upon a public entity that makes loans or grants available through a competitive application process, for the failure of an awardee to meet its contractual obligations. (i) This section shall remain in effect only until January 1, 2027, and as of that date is repealed, unless a later enacted statute, that is enacted before January 1, 2027, deletes or extends that date. 308
Bid No. 23-24.22; SP-4277
Date of Bid Opening: 01/11/2024
Diversified Thermal Services, LLCCost Per ServiceNo. of Services Per YearAnnual Cost Civic Center $1,256 6 $7,536
Community Services Building $232 4 $928
Fire Headquarters (Old) $1,056 4 $4,224
Fire Headquarters & Station 1 (New) $844 4 $3,376
Fire Station # 2 $182 6 $1,092
Fire Station # 3 $182 6 $1,092
Fire Station # 4 $182 6 $1,092
Fire Station # 5 $182 4 $728
Fire Station # 6 $346 4 $1,384
Fire Station # 7 $182 4 $728
Fire Station # 8 $198 3 $594
Main Library $665 6 $3,990
El Modena Branch Library $378 2 $756
Taft Branch Library $429 2 $858
Orange Police Department $1,640 6 $9,840
Orange Police Sub-Station $282 4 $1,128
Corporation Yard Warehouse & Garage $1,088 3 $3,264
Orange Water Plant $862 4 $3,448
Parking Structure $360 2 $720
Santa Fe Depot Building $418 12 $5,016
$51,794
Olive Park Community Building $314 4 $1,256
Killefer Lemon St. Building $272 4 $1,088
Senior Citizens Center $898 4 $3,592
Handy Park Recreation Trailer $182 4 $728
Shaffer Park Building $182 4 $728
El Camino Park Building $182 4 $728
Orange Children and Parents Together $182 4 $728
Rose St. Building $182 4 $728
Steve Ambriz Park* $136 4 $544
Grijalva Gym* $1,168 4 $4,672
$14,792
Total PM $66,586
Work Description Unit Price Per Hour $ Approximate Hours Total Cost Technician regular hourly rate (8:00 am to
5:00 pm, Monday Through Friday
Facilities 200 Hrs Parks 125 Hrs) $150.00 325 $48,750 Technician hourly rate for after-hours &
weekends (5:00 pm to 8:00 am Monday
through Friday & Saturday, Sunday, &
Holidays
Facilities 50 Hrs Parks 30 Hrs) $225.00 80 $18,000
2nd level Technician regular hourly rate
(7:00 am to 5:00 pm, Monday Through
Friday
Facilities 75 Hrs Parks 50 Hrs) $170.00 125 $21,250
2nd level Technician hourly rate for after-
hours & weekends
(5:00 pm to 7:00 am, Monday through
Friday & Saturday, Sunday, & Holidays
Facilities 20 Hrs Parks 10 Hrs) $187.50 30 $5,625
3rd level Technician regular hourly rate
(7:00 am to 5:00 pm, Monday through
Friday
Facilities 50 Hrs Parks 50 Hrs) $180.00 100 $18,000 3rd level Technician hourly rate for after-
hours & weekends
(5:00 pm to 7:00 am, Monday through
Friday & Saturday, Sunday, and Holidays
Facilities 20 Hrs Parks 10 Hrs) $202.50 30 $6,075
$117,700
$184,286
Years 3 $552,858
Total PM & Repairs
City of Orange: Summary of Bid Abstract for:
Mechanical Services and Preventative Maintenance of Heating, Ventilation, and Air Conditioning (HVAC) Equipment at Various City Buildings
Subtotal
Subtotal
Pubic Works Facilities
Parks Facilities
Subtotal Repairs
309
Agenda Item
City Council
Item #: 3.9. 3/12/2024 File #: 24-0144
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Notice of Completion and Acceptance for Demolition of Building at 2829 N. Glassell Street; Bid No. 23-24.08 (SP-4262).
2. SUMMARY
The project included the complete removal of the existing building, floors, roofs, foundations, concrete slabs, steps, walks and all appurtenances, associated structures or miscellaneous building items, unclassified excavation, grading and subgrade preparation, clearing and grubbing, and placement of crushed aggregate base, including all labor, equipment, and materials necessary for completion of the work. The City of Orange entered into a contract with Interior Demolition, Inc. The work was completed to the satisfaction of the Public Works Department.
3. RECOMMENDED ACTION
1. Accept Demolition of Building at 2829 N. Glassell Street as complete.
2. Authorize the City Clerk to file Notice of Completion with the Orange County Clerk-Recorder’s Office.
4. ATTACHMENTS
· Notice of Completion and Acceptance
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Agenda Item
City Council
Item #: 3.9. 3/12/2024 File #: 24-0144
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Notice of Completion and Acceptance for Demolition of Building at 2829 N. Glassell Street; Bid No. 23-24.08 (SP-4262).
2. SUMMARY
The project included the complete removal of the existing building, floors, roofs, foundations, concrete slabs, steps, walks and all appurtenances, associated structures or miscellaneous building items, unclassified excavation, grading and subgrade preparation, clearing and grubbing, and placement of crushed aggregate base, including all labor, equipment, and materials necessary for completion of the work. The City of Orange entered into a contract with Interior Demolition, Inc. The work was completed to the satisfaction of the Public Works Department.
3. RECOMMENDED ACTION
1. Accept Demolition of Building at 2829 N. Glassell Street as complete.
2. Authorize the City Clerk to file Notice of Completion with the Orange County Clerk-Recorder’s Office.
4. ATTACHMENTS
· Notice of Completion and Acceptance
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RECORDING REQUESTED BY AND
WHEN RECORDED MAIL TO:
City of Orange
300 East Chapman Avenue
Orange, California 92866
Attention: City Clerk
[Space above this line for Recorder’s use only.]
THIS DOCUMENT IS RECORDED AT THE
REQUEST AND FOR THE BENEFIT OF THE CITY
OF ORANGE AND IS EXEMPT FROM THE
PAYMENT OF A RECORDING FEE PURSUANT
TO GOVERNMENT CODE SECTIONS 6103 AND
27383.
NOTICE OF COMPLETION AND ACCEPTANCE
NOTICE IS HEREBY GIVEN that work on that certain public work and improvements known as “Demolition of Builidng at 2829 Classell Street, Orange. (Bid No. 23-24.08; SP-4262)” (herein referred to as the “Project”), for the owner, the City of Orange, a municipal corporation (herein referred to as the “City”), whose address is 300 E. Chapman Avenue, Orange, CA 92866, was completed and accepted by the City Council of the City of Orange on March 12, 2024 at a regular meeting of its members, at which a quorum was present and acting throughout. The Project is at 2829 N Glassell Street in the City of Orange, State of California. The contractor who performed (or caused to be performed) said public work and improvements were Interior Demolition, a California corporation, with its principal office at 23508 Pine Street, Newhall, State of California.
The name of the surety on the Labor and Material Bond for the Project is The Philadelphia Indemnity Insurance Company, Pennsylvania (Bond No. PB11510401371) in the amount of $124,200.00.
DATED as of the 12th day of March 2024. CITY OF ORANGE, a municipal corporation By:
Daniel R. Slater, Mayor, City of Orange
STATE OF CALIFORNIA
COUNTY OF ORANGE
I, Daniel R. Slater, Mayor of the City of Orange, state that I have read the foregoing document know the contents thereof, and that the facts therein stated are true of my own knowledge. I hereby declare under penalty of perjury that the foregoing is true and correct.
DATED as of the 12th day of March 2024 at Orange, California.
Daniel R. Slater, Mayor, City of Orange
I, Pamela Coleman, City Clerk for the City of Orange, hereby attest that Daniel R. Slater is known to me to be the Mayor of the City of Orange and known to me to be the person who executed the within instrument on behalf of said municipal corporation and acknowledged to me that the City of Orange executed the same.
Pamela Coleman, City Clerk, City of Orange
312
Agenda Item
City Council
Item #: 3.10. 3/12/2024 File #: 24-0145
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Notice of Completion and Acceptance for the Santiago Canyon Road - Newport Boulevard to Jamboree Road project; Bid No. 22-23.16 (SP-4201).
2. SUMMARY
The project included the rehabilitation of arterial streets including, but not limited to: traffic control, sidewalk access ramps, localized asphalt concrete repair, pavement grinding and overlaying, traffic detector loops, pavement striping, legends and raised pavement markers, including all labor, equipment, and materials necessary for completion of the work. The City of Orange entered into a contract with All American Asphalt. The work was completed to the satisfaction of the Public Works Department.
3. RECOMMENDED ACTION
1. Accept Santiago Canyon Road - Newport Boulevard to Jamboree Road project as complete.
2. Authorize the City Clerk to file Notice of Completion with the Orange County Clerk-Recorder’s Office.
4. ATTACHMENTS
· Notice of Completion and Acceptance
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Agenda Item
City Council
Item #: 3.10. 3/12/2024 File #: 24-0145
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Notice of Completion and Acceptance for the Santiago Canyon Road - Newport Boulevard to Jamboree Road project; Bid No. 22-23.16 (SP-4201).
2. SUMMARY
The project included the rehabilitation of arterial streets including, but not limited to: traffic control, sidewalk access ramps, localized asphalt concrete repair, pavement grinding and overlaying, traffic detector loops, pavement striping, legends and raised pavement markers, including all labor, equipment, and materials necessary for completion of the work. The City of Orange entered into a contract with All American Asphalt. The work was completed to the satisfaction of the Public Works Department.
3. RECOMMENDED ACTION
1. Accept Santiago Canyon Road - Newport Boulevard to Jamboree Road project as complete.
2. Authorize the City Clerk to file Notice of Completion with the Orange County Clerk-Recorder’s Office.
4. ATTACHMENTS
· Notice of Completion and Acceptance
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RECORDING REQUESTED BY AND
WHEN RECORDED MAIL TO:
City of Orange
300 East Chapman Avenue
Orange, California 92866
Attention: City Clerk
[Space above this line for Recorder’s use only.]
THIS DOCUMENT IS RECORDED AT THE
REQUEST AND FOR THE BENEFIT OF THE CITY
OF ORANGE AND IS EXEMPT FROM THE
PAYMENT OF A RECORDING FEE PURSUANT
TO GOVERNMENT CODE SECTIONS 6103 AND
27383.
NOTICE OF COMPLETION AND ACCEPTANCE
NOTICE IS HEREBY GIVEN that work on that certain public work and improvements known as “Santiago Canyon Road - Newport Boulevard to Jamboree Road. (Bid No. 22-23.16; SP-4201)” (herein referred to as the “Project”), for the owner, the City of Orange, a municipal corporation (herein referred to as the “City”), whose address is 300 E.
Chapman Avenue, Orange, CA 92866, was completed and accepted by the City Council of the City of Orange on March 12, 2024 at a regular meeting of its members, at which a quorum was present and acting throughout. The Project is at Santiago Canyon Road between Newport Boulevard and Jamboree Road in the City of Orange, State of California. The contractor who performed (or caused to be performed) said public work and improvements were All American Asphalt, a California corporation, with its principal office at 400 E. 6th Street, Corona, State of California.
The name of the surety on the Labor and Material Bond for the Project is The Fidelity and Deposit Company of Maryland, Illinois (Bond No. 7670999) in the amount of $1,129,222.00.
DATED as of the 12th day of March 2024. CITY OF ORANGE, a municipal corporation By:
Daniel R. Slater, Mayor, City of Orange
STATE OF CALIFORNIA
COUNTY OF ORANGE
I, Daniel R. Slater, Mayor of the City of Orange, state that I have read the foregoing document know the contents thereof, and that the facts therein stated are true of my own knowledge. I hereby declare under penalty of perjury that the foregoing is true and correct.
DATED as of the 12th day of March 2024 at Orange, California.
Daniel R. Slater, Mayor, City of Orange
I, Pamela Coleman, City Clerk for the City of Orange, hereby attest that Daniel R. Slater is known to me to be the Mayor of the City of Orange and known to me to be the person who executed the within instrument on behalf of said municipal corporation and acknowledged to me that the City of Orange executed the same.
Pamela Coleman, City Clerk, City of Orange
315
Agenda Item
City Council
Item #: 3.11. 3/12/2024 File #: 24-0148
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Pamela Coleman, City Clerk
1. SUBJECT
Second Reading and adoption of Ordinances related to the duties of City Treasurer and the creation of the Audit Advisement Committee and the Investment Advisory Committee. Ordinance Nos. 01-24, 02-24 and 03-24.
2. SUMMARY
The Introduction and First Reading of the related Ordinances was conducted at a Regular Council Meeting on February 27, 2024.
The three Ordinances are now presented for Second Reading by title only, and adoption.
Vote for all three at First Reading:
AYES: Barrios, Dumitru, Tavoularis, Bilodeau
Gutierrez, Slater
NOES: None
ABSENT: Gyllenhammer
3. RECOMMENDED ACTION
1. Adopt Ordinance No. 01-24. An Ordinance of the City Council of the City of Orange amending section2.26.010 of the Orange Municipal Code Related to the Duties of the Treasurer.
2. Adopt Ordinance No. 02-24. An Ordinance of the City Council of the City of Orange adding Chapter 2.50 to Title 2 of the Orange Municipal Code (Administration and Personnel) establishing the Audit Advisory Committee.
3. Adopt Ordinance No. 03-24. An Ordinance of the City Council of the City of Orange adding Chapter 2.51 to Title 2 of the Orange Municipal Code (Administration and Personnel) establishing the Investment Advisory Committee.
4. ATTACHMENTS
· Ordinance Nos. 01-24, 02-24 and 03-24
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Agenda Item
City Council
Item #: 3.11. 3/12/2024 File #: 24-0148
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Pamela Coleman, City Clerk
1. SUBJECT
Second Reading and adoption of Ordinances related to the duties of City Treasurer and the creation of the Audit Advisement Committee and the Investment Advisory Committee. Ordinance Nos. 01-24, 02-24 and 03-24.
2. SUMMARY
The Introduction and First Reading of the related Ordinances was conducted at a Regular Council Meeting on February 27, 2024.
The three Ordinances are now presented for Second Reading by title only, and adoption.
Vote for all three at First Reading:
AYES: Barrios, Dumitru, Tavoularis, Bilodeau
Gutierrez, Slater
NOES: None
ABSENT: Gyllenhammer
3. RECOMMENDED ACTION
1. Adopt Ordinance No. 01-24. An Ordinance of the City Council of the City of Orange amending section2.26.010 of the Orange Municipal Code Related to the Duties of the Treasurer.
2. Adopt Ordinance No. 02-24. An Ordinance of the City Council of the City of Orange adding Chapter 2.50 to Title 2 of the Orange Municipal Code (Administration and Personnel) establishing the Audit Advisory Committee.
3. Adopt Ordinance No. 03-24. An Ordinance of the City Council of the City of Orange adding Chapter 2.51 to Title 2 of the Orange Municipal Code (Administration and Personnel) establishing the Investment Advisory Committee.
4. ATTACHMENTS
· Ordinance Nos. 01-24, 02-24 and 03-24
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ORDINANCE NO. 01-24
AN ORDINANCE OF THE CITY COUNCIL
OF THE CITY OF ORANGE AMENDING
SECTIONS 2.26.010 OF THE ORANGE
MUNICIPAL CODE RELATED TO THE
DUTIES OF THE CITY TREASURER.
THE CITY COUNCIL OF THE CITY OF ORANGE DOES ORDAIN AS
FOLLOWS:
SECTION I:
The subject Ordinance is not subject to the provisions of the California Environmental Quality Act (CEQA) because it is not a "project" as defined in Guideline 15378.
SECTION II:
Section 2.26.010, “Administration and Personnel – Department of the Treasury – Duties of City Treasurer” of the Orange Municipal Code is hereby amended to read as follows:
2.26.010 – Duties of City Treasurer
Department of the Treasury, supervised by the City Treasurer, who shall:
A. Carry out all responsibilities and duties required of the Treasurer in the California Government Code;
B. Carry out all responsibilities and duties assigned by ordinance or otherwise delegated by the City Council from time to time;
C. Under Section 2.45.020(B), the Finance Director shall receive, hold, deposit, disburse and account for the funds of the City. However, to the extent that any duties of the Treasurer involve the holding, safe-keeping or possession of any City Funds or accounts, or any funds intended to become City Funds:
1. Keep in proper books, a full and accurate account of all the monies received and disbursed by him or her on behalf of the City, specifying the time of receipt and disbursement, from who received and to who disbursed, and on what account received and disbursed, and how paid;
2. Make a daily settlement and reconciliation with the Director of Finance of the amounts received and paid out during the day for which settlement is being made. Once each month the City Treasurer shall balance and reconcile accounts with the Director of Finance, which monthly settlement shall show the balance to the credit of the several funds for which the Treasurer is responsible;
318
2 3. Make a detailed report to the Director of Finance, on the fifth business day of each month, as to the business of the office during the month preceding, showing the balance on hand to the credit of the different funds at the time of his or her last report, the amounts received during the month, and on what account, together with such other items and facts as the Director of Finance may require;
D. Immediately deposit to the City's account any funds received by the Treasurer which are not specifically required to be held by the Treasurer under subsections B or C above; E. Submit to the City Attorney, for approval as to form, and then to the City Council for prior approval any and all agreements or contracts proposed by the Treasurer, other than acknowledgements, authorizations, and similar documents, in the normal course of municipal investment, necessary to the completion of individual investment transactions authorized under the City Council's adopted Statement of Investment Policy; F. Be responsible for carrying out and complying with the City Council's Statement Policy. The Treasurer shall act in consultation with the Finance Director in making all investment decisions and shall be assisted by the Finance Director in carrying out the duties hereunder.
Finance Department personnel who do not have responsibility for effecting investment transactions as designated by the Finance Director shall be responsible for maintaining internal audit controls on all cash management and investment activities in compliance with the City's Cash Investment Policy and generally accepted accounting practices. The Treasurer shall make all original investment, confirmation, audit and other records under the Treasurer's control available to the Finance Director or the Finance Director's designee for such purposes, who shall independently review, verify and confirm the accuracy of such records on a monthly basis.
SECTION III:
If any section, subdivision, paragraph, sentence, clause or phrase of this Ordinance is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed this Ordinance, and each section, subdivision, paragraph, sentence, clause and phrase thereof, irrespective of the fact that any one (or more) section, subdivision, paragraph, sentence, clause or phrase had been declared invalid or unconstitutional.
SECTION IV:
The City Clerk is hereby directed to certify the adoption of this Ordinance and cause the same to be published as required by law. This Ordinance shall take effect thirty (30) days from and after the date of its final passage.
ADOPTED this ____ day of ___________________, 2024.
Daniel R. Slater, Mayor, City of Orange
319
3 ATTEST:
Pamela Coleman, City Clerk, City of Orange
APPROVED AS TO FORM:
Mike Vigliotta, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE )
CITY OF ORANGE )
I, PAMELA COLEMAN, City Clerk of the City of Orange, California, do hereby certify that the foregoing Ordinance was introduced at the regular meeting of the City Council held on the 27th_ day of February, 2024, and thereafter at the regular meeting of said City Council duly held on the ___ day of _______________, 2024, was duly passed and adopted by the following vote, to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
________________________________________
Pamela Coleman, City Clerk, City of Orange
320
ORDINANCE NO. 02-24
AN ORDINANCE OF THE CITY COUNCIL OF
THE CITY OF ORANGE ADDING CHAPTER
2.50 TO TITLE 2 OF THE ORANGE
MUNICIPAL CODE (ADMINISTRATION AND
PERSONNEL) ESTABLISHING THE AUDIT
ADVISORY COMMITTEE
WHEREAS, in April 2022, the City Council adopted Resolution No. 11387, merging the previously separated Audit Committee and Investment Advisory Committee thereby creating the Investment and Audit Committee; and
WHEREAS, although the Investment and Audit Committee has provided a great service to the City of Orange, both audit and investment functions are distinct from one another; and WHEREAS, in recognizing that both functions require specific skill sets, experience, education, and expertise, the City of Orange stands to benefit by separating both functions thereby creating separate committees comprised of experts within their respective fields; and WHEREAS, it is the desire of the City Council to create an Audit Advisory Committee to assist in the overall stewardship of the City’s financial affairs, including reviewing financial information and ascertaining the adequacy of accounting and internal control systems.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ORANGE DOES HEREBY ORDAIN AS FOLLOWS:
SECTION I:
The Ordinance is not a “project” subject to provisions of the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15378 because it involves an organizational and administrative activity of the City of Orange that will not result in direct or indirect physical changes in the environment.
SECTION II:
The recitals and findings contained in herein are true and correct and incorporated herein SECTION III:
Chapter 2.50 (Administration and Personnel – Audit Advisory Committee) is hereby added to the Orange Municipal Code to read as follows:
321
2 Chapter 2.50 Audit Advisory Committee
2.50.010 – Established
2.50.020 - Powers and Duties
2.50.030 – Appointments and Terms
2.50.040 – Election of Officers
2.50.050 – Regular Meetings
2.50.060 – Quorum-Voting
2.50.070 – Absence of Voting Members
2.50.080 – Action by Voting Members – Authority Required
2.50.090 – Communication from the Committee
2.50.010 – Established.
There is established in the City an Audit Advisory Committee consisting of seven voting members to act in an advisory capacity to the City Council regarding the City’s accounting and internal control systems and provide advice to the City Council regarding safeguards over City assets, including but not limited to:
A. Reporting to the City Council annually on Committee proceedings.
B. Conduct planning and exit meetings as it relates to the annual financial audit.
2.50.020 – Powers and Duties.
The Committee shall have the following duties:
A. Conduct a planning meeting with the City’s auditors to address any questions or concerns as the audit and internal controls test is prepared.
B. At the conclusion of the audit, conduct an exit meeting to evaluate results of the financial statement audit.
C. Report to the City Council on the results of the planning and exit meetings as well as the final audit results.
D. In an advisory role, propose to the City Manager review of programs or accounts as deemed necessary for achieving maximum efficiency and propriety.
2.50.030 – Appointments and Terms.
The Mayor, with approval of the City Council, will appoint each voting member of the Audit Advisory Committee. The term of office shall be for two years and thereafter until a successor for the voting member whose term is expiring has been appointed.
2.50.040 – Election of Officers.
The Committee shall elect at its first meeting of the calendar year, from its voting members, a Chairperson and Vice Chairperson. The terms of office for these offices shall be for one year.
322
3 2.50.050 – Regular Meetings.
The Committee shall meet in regular session on dates and at times to be determined from time to time by resolution of the City Council. All meetings shall be open to the public, and the Brown Act shall apply.
2.50.060 - Quorum-Voting.
A majority of at least four voting members shall constitute a quorum. A majority vote of the voting members present (at least 4 voting members, vacancies shall not count toward establishing a quorum) shall be required to carry a motion.
2.50.070 - Absence of Voting Members.
Absence from three consecutive meetings without formal notice to the Committee will be deemed to constitute the resignation of such voting member, and the position declared vacant. In the event of a vacancy, either by because of absence or otherwise, may be filled by the Mayor subject to ratification by the City Council.
2.50.080 - Action by Voting Members-Authority Required.
No voting member shall take any action or make any statement committing the Committee unless given express authority to do so by a majority vote of the Committee’s entire seven voting members.
2.50.090 - Communications from the Committee.
All recommendations and updates of the Committee to the City Council for its consideration or action shall be transmitted in writing.
SECTION IV:
If any section, subdivision, paragraph, sentence, clause or phrase of this Ordinance is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed this Ordinance, and each section, subdivision, paragraph, sentence, clause and phrase thereof, irrespective of the fact that any one (or more) section, subdivision, paragraph, sentence, clause or phrase had been declared invalid or unconstitutional.
SECTION V:
The City Clerk is hereby directed to certify the adoption of this Ordinance and cause the same to be published as required by law. This Ordinance shall take effect thirty (30) days from and after the date of its final passage.
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4 ADOPTED this ____ day of ___________________, 2024.
Daniel R. Slater, Mayor, City of Orange
ATTEST:
Pamela Coleman, City Clerk, City of Orange
APPROVED AS TO FORM:
Mike Vigliotta, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE )
CITY OF ORANGE )
I, PAMELA COLEMAN, City Clerk of the City of Orange, California, do hereby certify that the foregoing Ordinance was introduced at the regular meeting of the City Council held on the 27th day of February, 2024, and thereafter at the regular meeting of said City Council duly held on the ___ day of ____________, 2024 was duly passed and adopted by the following vote, to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
Pamela Coleman, City Clerk, City of Orange
324
ORDINANCE NO. 03-24
AN ORDINANCE OF THE CITY COUNCIL OF
THE CITY OF ORANGE ADDING CHAPTER 2.51
TO TITLE 2 OF THE ORANGE MUNICIPAL
CODE (ADMINISTRATION AND PERSONNEL)
ESTABLISHING THE INVESTMENT ADVISORY
COMMITTEE
WHERAS, in April 2022, the City Council adopted Resolution No. 11387, merging the previously separated Audit Committee and Investment Advisory Committee thereby creating the Investment and Audit Committee; and
WHEREAS, although the Investment and Audit Committee has provided a great service to the City of Orange, both audit and investment functions are nevertheless distinct and separate from one another; and
WHEREAS, in recognizing that both functions require specific skill sets, experience, education, and expertise, the City of Orange stands to benefit by separating both functions thereby creating separate committees comprised of experts within their respective fields; and WHEREAS, it is the desire of the City Council to create an Investment Advisory Committee to assist in discharging the overall stewardship of the City’s financial affairs.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ORANGE DOES HEREBY ORDAIN AS FOLLOWS:
SECTION I:
The Ordinance is not a “project” subject to provisions of the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15378 because it involves an organizational and administrative activity of the City of Orange that will not result in direct or indirect physical changes in the environment.
SECTION II:
The recitals and findings contained herein are true and correct and incorporated herein.
SECTION III:
Chapter 2.51 (Administration and Personnel – Investment Advisory Committee) is hereby added to the Orange Municipal Code to read as follows:
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2 Chapter 2.51 Investment Advisory Committee
2.51.010 – Established
2.51.020 - Powers and Duties
2.51.030 – Appointments and Terms
2.51.040 – Election of Officers
2.51.050 – Regular Meetings
2.51.060 – Quorum-Voting
2.51.070 – Absence of Voting Members
2.51.080 – Action by Voting Members – Authority Required
2.51.090 – Communication from the Committee
2.51.010 – Established.
There is established in the City an Investment Advisory Committee consisting of seven voting members to act in an advisory capacity and provide recommendations on matters that include, but are not limited to:
A. General advice to the City Council regarding the City’s Investment Policy.
B. Compliance with applicable California laws and regulations.
C. Review of the City’s investment strategy.
2.51.020 – Powers and Duties.
The Committee shall have the following duties:
A. Review the City’s Investment Policy annually.
B. Review the Treasurer’s Report to ensure conformance with the City’s Statement of Investment Policy and review related factors such as risk, diversification, and maturity.
C. Provide advice regarding potential investment strategies and suitability of pools such as Local Agency Investment Fund.
D. Provide written recommendations as applicable to the City Council regarding A, B, and C.
2.51.030 – Appointments and Terms.
The Mayor, with approval of the City Council, will appoint each voting member of the Investment Advisory Committee. The term of office shall be for two years and thereafter until a successor for the voting member whose term is expiring has been appointed.
2.51.040 – Election of Officers.
The Committee shall elect at its first meeting of the calendar year, from its voting members, a Chairperson and Vice Chairperson. The terms of office for these offices shall be for one year.
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3 2.51.050 – Regular Meetings.
The Committee shall meet in regular session on dates and at times to be determined from time to time by resolution of the City Council. All meetings shall be open to the public, and the Brown Act shall apply.
2.51.060 - Quorum-Voting.
A majority of at least four voting members shall constitute a quorum. A majority vote of the voting members present (at least 4 voting members, vacancies shall not count toward establishing a quorum) shall be required to carry a motion; provided, however, that all recommendations to the City Council must have the approval of at least four voting members.
2.51.070 - Absence of Voting Members.
Absence from three consecutive meetings without formal notice to the Committee will be deemed to constitute the resignation of such voting member, and the position declared vacant. In the event of a vacancy, either by because of absence or otherwise, may be filled by the Mayor subject to ratification by the City Council.
2.51.080 - Action by Voting Members-Authority Required.
No voting member shall take any action or make any statement committing the Committee unless given express authority to do so by a majority vote of the Committee’s entire seven voting members.
2.51.090 - Communications from the Committee.
All recommendations of the Committee to the City Council for its consideration and action shall be transmitted in writing.
SECTION IV:
If any section, subdivision, paragraph, sentence, clause or phrase of this Ordinance is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed this Ordinance, and each section, subdivision, paragraph, sentence, clause and phrase thereof, irrespective of the fact that any one (or more) section, subdivision, paragraph, sentence, clause or phrase had been declared invalid or unconstitutional.
SECTION V:
The City Clerk is hereby directed to certify the adoption of this Ordinance and cause the same to be published as required by law. This Ordinance shall take effect thirty (30) days from and after the date of its final passage.
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4 ADOPTED this ____ day of ____________________, 2024.
Daniel R. Slater, Mayor, City of Orange
ATTEST:
Pamela Coleman, City Clerk, City of Orange
APPROVED AS TO FORM:
Mike Vigliotta, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE )
CITY OF ORANGE )
I, PAMELA COLEMAN, City Clerk of the City of Orange, California, do hereby certify that the foregoing Ordinance was introduced at the regular meeting of the City Council held on the 27th day of February, 2024, and thereafter at the regular meeting of said City Council duly held on the ___ day of ____________, 2024 was duly passed and adopted by the following vote, to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
Pamela Coleman, City Clerk, City of Orange
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Agenda Item
City Council
Item #: 3.12. 3/12/2024 File #: 23-0749
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Authorize an increase to various purchase orders for vehicle parts, traffic control devices, signs, materials, and services from various vendors for the Public Works Department, Field Services Division.
2. SUMMARY
Request to authorize an increase of $242,000 to multiple existing purchase orders with various material and services vendors, on an as-needed basis, bringing the total purchase order amount to $572,000.
3. RECOMMENDED ACTION
1. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with SC Signs & Supplies, LLC for traffic control devices and signs.
2. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $42,000 with American Truck Driving School for commercial license training.
3. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $60,000 with Irv Seaver Motorcycles for fleet parts and services.
4. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $60,000 with Pete’s Road Services for fleet parts and services.
5. Approve an increase to a blanket purchase for a total not-to-exceed amount of $60,000 with Quinn Group, Inc.-Maintenance for fleet parts and services.
6. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with So. Cal Fire Services, Inc. for fleet parts and services.
7. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $70,000 with Fire Apparatus Solutions for fleet parts and services.
8. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with Daniel Tire Services for fleet parts and services.
9. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $40,000 City of Orange Printed on 3/7/2024Page 1 of 3
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with Cal-State Auto Parts, Inc. for fleet parts.
10. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with Southern Counties Lubricants for fleet parts.
11. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $40,000 with West Coast Batteries for fleet parts.
4. FISCAL IMPACT
The total expenditure for the blanket purchase orders is $572,000 of which $330,000 has already been encumbered. The additional increase for these blanket purchase orders is $242,000 and will be funded through:
710.5023.53710.00000 Parts and Supplies $210,000
220.5022.51840.00000 Local-Training, Conference, Meeting $12,000 100.5073.53660.00000 Street Signs & Marker $20,000
Total: $242,000
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
Goal 4: Provide outstanding public service
b: Provide facilities and services to meet customer expectations.
6. DISCUSSION AND BACKGROUND
The Field Services Division of the Public Works Department uses the informal bid process and government pricing to purchase required materials. Staff requests quotes from at least three independent vendors to ensure the City gets the best price in a timely manner.
The vendors detailed below provide some of the lowest prices, and as such, the City routinely spends over the $30,000 per year limit per vendor. Currently, each of the eleven vendors have the $30,000 maximum limit of their respective blanket purchase orders. To continue purchasing from these vendors when they offer the lowest bid, provide unique materials and services, or meet timing deadlines in emergency situations, staff is requesting the City Council authorize increases in the purchase orders, on an as-needed basis and for the not-to-exceed amounts shown in the above recommended actions, for Fiscal Year 2023-2024 (FY24).
The City Council is authorized to approve the procurement of certain materials, supplies, equipment and services that are unique to only one vendor, pursuant to Section 3.08.290 of the Orange Municipal Code.
The Field Services Division purchases different types of parts and outside services, which at times require a unique provider for each. Irv Seaver Motorcycles provides special parts and services strictly for Police patrol motorcycles. Pete’sRoad Service, Inc. provides both tires and 24-hour emergency roadside services for our large vehicles (i.e. fire apparatus). They also have the distinctive local ability to service larger Class 7 and 8 trucks, which, due to weight capacity limitation, cannot be accommodated by the City’sgarage. Quinn Group Inc.-Maintenance, So. Cal Fire Services, Inc., and Fire Apparatus Solutions provide parts and repair services for our heavy diesel equipment and fire City of Orange Printed on 3/7/2024Page 2 of 3
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Item #: 3.12. 3/12/2024 File #: 23-0749
Fire Apparatus Solutions provide parts and repair services for our heavy diesel equipment and fire apparatus.
Daniels Tire Services, Cal-State Auto Parts, Inc., Southern Counties Lubricants, and West Coat Batteries provide general auto parts and services at the lowest cost compared to other vendors.
Finally, SC Signs & Supplies continuously provides traffic control devices, and signs to meet the Field Services Division needs.
The Field Services Division continues to monitor and seek out the lowest priced vendors to ensure the City is getting the best value available.
7. ATTACHMENTS
· None
City of Orange Printed on 3/7/2024Page 3 of 3
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Agenda Item
City Council
Item #: 3.12. 3/12/2024 File #: 23-0749
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Authorize an increase to various purchase orders for vehicle parts, traffic control devices, signs, materials, and services from various vendors for the Public Works Department, Field Services Division.
2. SUMMARY
Request to authorize an increase of $242,000 to multiple existing purchase orders with various material and services vendors, on an as-needed basis, bringing the total purchase order amount to $572,000.
3. RECOMMENDED ACTION
1. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with SC Signs & Supplies, LLC for traffic control devices and signs.
2. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $42,000 with American Truck Driving School for commercial license training.
3. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $60,000 with Irv Seaver Motorcycles for fleet parts and services.
4. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $60,000 with Pete’s Road Services for fleet parts and services.
5. Approve an increase to a blanket purchase for a total not-to-exceed amount of $60,000 with Quinn Group, Inc.-Maintenance for fleet parts and services.
6. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with So. Cal Fire Services, Inc. for fleet parts and services.
7. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $70,000 with Fire Apparatus Solutions for fleet parts and services.
8. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with Daniel Tire Services for fleet parts and services.
9. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $40,000 City of Orange Printed on 3/7/2024Page 1 of 3
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Item #: 3.12. 3/12/2024 File #: 23-0749
with Cal-State Auto Parts, Inc. for fleet parts.
10. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with Southern Counties Lubricants for fleet parts.
11. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $40,000 with West Coast Batteries for fleet parts.
4. FISCAL IMPACT
The total expenditure for the blanket purchase orders is $572,000 of which $330,000 has already been encumbered. The additional increase for these blanket purchase orders is $242,000 and will be funded through:
710.5023.53710.00000 Parts and Supplies $210,000
220.5022.51840.00000 Local-Training, Conference, Meeting $12,000 100.5073.53660.00000 Street Signs & Marker $20,000
Total: $242,000
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
Goal 4: Provide outstanding public service
b: Provide facilities and services to meet customer expectations.
6. DISCUSSION AND BACKGROUND
The Field Services Division of the Public Works Department uses the informal bid process and government pricing to purchase required materials. Staff requests quotes from at least three independent vendors to ensure the City gets the best price in a timely manner.
The vendors detailed below provide some of the lowest prices, and as such, the City routinely spends over the $30,000 per year limit per vendor. Currently, each of the eleven vendors have the $30,000 maximum limit of their respective blanket purchase orders. To continue purchasing from these vendors when they offer the lowest bid, provide unique materials and services, or meet timing deadlines in emergency situations, staff is requesting the City Council authorize increases in the purchase orders, on an as-needed basis and for the not-to-exceed amounts shown in the above recommended actions, for Fiscal Year 2023-2024 (FY24).
The City Council is authorized to approve the procurement of certain materials, supplies, equipment and services that are unique to only one vendor, pursuant to Section 3.08.290 of the Orange Municipal Code.
The Field Services Division purchases different types of parts and outside services, which at times require a unique provider for each. Irv Seaver Motorcycles provides special parts and services strictly for Police patrol motorcycles. Pete’sRoad Service, Inc. provides both tires and 24-hour emergency roadside services for our large vehicles (i.e. fire apparatus). They also have the distinctive local ability to service larger Class 7 and 8 trucks, which, due to weight capacity limitation, cannot be accommodated by the City’sgarage. Quinn Group Inc.-Maintenance, So. Cal Fire Services, Inc., and Fire Apparatus Solutions provide parts and repair services for our heavy diesel equipment and fire City of Orange Printed on 3/7/2024Page 2 of 3
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Item #: 3.12. 3/12/2024 File #: 23-0749
Fire Apparatus Solutions provide parts and repair services for our heavy diesel equipment and fire apparatus.
Daniels Tire Services, Cal-State Auto Parts, Inc., Southern Counties Lubricants, and West Coat Batteries provide general auto parts and services at the lowest cost compared to other vendors.
Finally, SC Signs & Supplies continuously provides traffic control devices, and signs to meet the Field Services Division needs.
The Field Services Division continues to monitor and seek out the lowest priced vendors to ensure the City is getting the best value available.
7. ATTACHMENTS
· None
City of Orange Printed on 3/7/2024Page 3 of 3
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Agenda Item
City Council
Item #: 3.13. 3/12/2024 File #: 24-0114
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Sean deMetropolis, Fire Chief
1. SUBJECT
Authorize the purchase of Urban Search and Rescue tools and equipment for the Fire Department from L.N. Curtis & Sons using a Cooperative Purchasing Agreement.
2. SUMMARY
The Fire Department is seeking the purchase of tools and equipment for the department’sUrban Search and Rescue unit, through Sourcewell Contract No. 040220-LNC, with L.N. Curtis & Sons for a total of $135,000.
3. RECOMMENDED ACTION
Approve the purchase of Urban Search and Rescue tools and equipment from L.N. Curtis & Sons for a total amount of $135,000.
4. FISCAL IMPACT
The expense for this purchase is $135,000 and will be funded through:
500.3021.56032.20501 Capital Projects USAR Tools and Equipment Replacement
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
6. DISCUSSION AND BACKGROUND
The Orange City Fire Department currently staffs and operates one of five Type 1 Heavy Urban Search and Rescue (USAR) units in Orange County. This unit may be dispatched locally or regionally on complex USAR incidents to provide highly specialized equipment and trained personnel to mitigate the following types of emergencies:
1. Confined Space Rescue
2. Trench Rescue
3. Swift Water Rescue
4. Lifting and moving of heavy objects
5. High-angle rope rescue
6. Low-angle rope rescue
This apparatus is equipped with a large variety of specialty power tools and equipment which require ongoing maintenance and repair. These tools and equipment include high pressure airbags, power City of Orange Printed on 3/7/2024Page 1 of 2
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ongoing maintenance and repair. These tools and equipment include high pressure airbags, power saws, drill hammers, on-board air compressor, Stanley Tool, rope/rigging equipment, shoring equipment, confined space air and communication lines.
Capital Improvement Program (CIP) funding was approved in FY 2023 for the purchase and replacement of USAR tools and equipment. This purchase will replace the hydraulic shoring systems and various rescue equipment that have reached their end of service life on USAR 1.
The City Council previously authorized a Cooperative Purchasing Agreement (CPA) using Sourcewell as a vehicle and equipment procurement standard. This purchase is a continuation of that policy.
Sourcewell contracts are nationally solicited, competitively bid, and awarded. L.N. Curtis & Sons was awarded contract No. 040220-LNC for equipment and tools that are required and most in demand to support firefighting and rescue operations.
7. ATTACHMENTS
· Sourcewell Contract No. 040220-LNC
· L.N. Curtis & Sons Quote No. 289259
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Agenda Item
City Council
Item #: 3.13. 3/12/2024 File #: 24-0114
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Sean deMetropolis, Fire Chief
1. SUBJECT
Authorize the purchase of Urban Search and Rescue tools and equipment for the Fire Department from L.N. Curtis & Sons using a Cooperative Purchasing Agreement.
2. SUMMARY
The Fire Department is seeking the purchase of tools and equipment for the department’sUrban Search and Rescue unit, through Sourcewell Contract No. 040220-LNC, with L.N. Curtis & Sons for a total of $135,000.
3. RECOMMENDED ACTION
Approve the purchase of Urban Search and Rescue tools and equipment from L.N. Curtis & Sons for a total amount of $135,000.
4. FISCAL IMPACT
The expense for this purchase is $135,000 and will be funded through:
500.3021.56032.20501 Capital Projects USAR Tools and Equipment Replacement
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
6. DISCUSSION AND BACKGROUND
The Orange City Fire Department currently staffs and operates one of five Type 1 Heavy Urban Search and Rescue (USAR) units in Orange County. This unit may be dispatched locally or regionally on complex USAR incidents to provide highly specialized equipment and trained personnel to mitigate the following types of emergencies:
1. Confined Space Rescue
2. Trench Rescue
3. Swift Water Rescue
4. Lifting and moving of heavy objects
5. High-angle rope rescue
6. Low-angle rope rescue
This apparatus is equipped with a large variety of specialty power tools and equipment which require ongoing maintenance and repair. These tools and equipment include high pressure airbags, power City of Orange Printed on 3/7/2024Page 1 of 2
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Item #: 3.13. 3/12/2024 File #: 24-0114
ongoing maintenance and repair. These tools and equipment include high pressure airbags, power saws, drill hammers, on-board air compressor, Stanley Tool, rope/rigging equipment, shoring equipment, confined space air and communication lines.
Capital Improvement Program (CIP) funding was approved in FY 2023 for the purchase and replacement of USAR tools and equipment. This purchase will replace the hydraulic shoring systems and various rescue equipment that have reached their end of service life on USAR 1.
The City Council previously authorized a Cooperative Purchasing Agreement (CPA) using Sourcewell as a vehicle and equipment procurement standard. This purchase is a continuation of that policy.
Sourcewell contracts are nationally solicited, competitively bid, and awarded. L.N. Curtis & Sons was awarded contract No. 040220-LNC for equipment and tools that are required and most in demand to support firefighting and rescue operations.
7. ATTACHMENTS
· Sourcewell Contract No. 040220-LNC
· L.N. Curtis & Sons Quote No. 289259
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040220-LNC
1 Rev. 4/2019
Solicitation Number: RFP #040220
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and L.N. Curtis & Sons dba Curtis, 185 Lennon Lane, Suite 110, Walnut Creek, CA 94598 (Vendor).
Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to its members. Participation is open to all levels of governmental entity, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.
Vendor desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and its Members (Members) in the United States only.
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires May 7, 2024, unless it is cancelled sooner pursuant to Article 24. This Contract may be extended up to one additional one-year period upon request of Sourcewell and with written agreement by Vendor.
C. SURVIVAL OF TERMS. Articles 11 through 16 survive the expiration or cancellation of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Vendor will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.
Vendor’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.
All Equipment and Products provided under this Contract must be new/current model. Vendor may offer close-out or refurbished Equipment or Products if they are clearly indicated in Vendor’s product and pricing list. Unless agreed to by the Member in advance, Equipment or Products must be delivered as operational to the Member’s site.
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This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.
B. WARRANTY. Vendor warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.
In addition, Vendor warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Vendor’s dealers and distributors must agree to assist the Member in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that is effective past the expiration of the Vendor’s warranty will be passed on to the Member.
C. DEALERS AND DISTRIBUTORS. Upon Contract execution, Vendor will make available to Sourcewell a means to validate or authenticate Vendor’s authorized Distributors/Dealers relative to the Equipment, Products, and Services related to this Contract. This list may be updated from time-to-time and is incorporated into this Contract by reference. It is the Vendor’s responsibility to ensure Sourcewell receives the most current version of this list.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced as stated in Vendor’s Proposal.
Regardless of the payment method chosen by the Member, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Member at the time of purchase.
When providing pricing quotes to Members, all pricing quoted must reflect a Member’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Member’s requested delivery location.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Vendor must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Members. Members reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery.
Vendor must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.
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Sourcewell may declare the Vendor in breach of this Contract if the Vendor intentionally delivers substandard or inferior Equipment or Products. In the event of the delivery of nonconforming Equipment and Products, the Member will notify the Vendor as soon as possible and the Vendor will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Member.
B. SALES TAX. Each Member is responsible for supplying the Vendor with valid tax-exemption certification(s). When ordering, Members must indicate if it is a tax-exempt entity.
C. HOT LIST PRICING. At any time during this Contract, Vendor may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Vendor determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Members.
4. PRODUCT AND PRICING CHANGE REQUESTS
Vendor may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Contract Administrator. This form is available from the assigned Sourcewell Contract Administrator. At a minimum, the request must:
x Identify the applicable Sourcewell contract number
x Clearly specify the requested change
x Provide sufficient detail to justify the requested change x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change) x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Request Form will be become an amendment to this Contract and be incorporated by reference.
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5. MEMBERSHIP, CONTRACT ACCESS, AND MEMBER REQUIREMENTS
A. MEMBERSHIP. Membership in Sourcewell is open to public and nonprofit entities across the United States and Canada; such as municipal, state/province, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Members that can legally access the Equipment, Products, or Services under this Contract within the United States. A Member’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Vendor understands that a Member’s use of this Contract is at the Member’s sole convenience and Members reserve the right to obtain like Equipment, Products, or Services from any other source.
Vendor is responsible for familiarizing its sales and service forces with Sourcewell membership requirements and documentation and will encourage potential members to join Sourcewell.
Sourcewell reserves the right to add and remove Members to its roster during the term of this Contract.
B. PUBLIC FACILITIES. Vendor’s employees may be required to perform work at government- owned facilities, including schools. Vendor’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Member policies and procedures, and all applicable laws.
6. MEMBER ORDERING AND PURCHASE ORDERS
A. PURCHASE ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, Member must clearly indicate to Vendor that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Vendor. Typically a Member will issue a purchase order directly to Vendor. Members may use their own forms for purchase orders, but it should clearly note the applicable Sourcewell contract number. Members will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Member.
B. ADDITIONAL TERMS AND CONDITIONS. Additional terms and conditions to a purchase order may be negotiated between a Member and Vendor, such as job or industry-specific requirements, legal requirements (such as affirmative action or immigration status requirements), or specific local policy requirements. Any negotiated additional terms and conditions must never be less favorable to the Member than what is contained in Vendor’s Proposal.
C. PERFORMANCE BOND. If requested by a Member, Vendor will provide a performance bond that meets the requirements set forth in the Member’s purchase order.
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D. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Member requires service or specialized performance requirements (such as e-commerce specifications, specialized delivery requirements, or other specifications and requirements) not addressed in this Contract, the Member and the Vendor may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.
E. TERMINATION OF PURCHASE ORDERS. Members may terminate a purchase order, in whole or in part, immediately upon notice to Vendor in the event of any of the following events:
1. The Member fails to receive funding or appropriation from its governing body at levels sufficient to pay for the goods to be purchased;
2. Federal or state laws or regulations prohibit the purchase or change the Member’s requirements; or
3. Vendor commits any material breach of this Contract or the additional terms agreed to between the Vendor and a Member.
F. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Member’s purchase order will be determined by the Member making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Vendor will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:
x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Member inquiries; and x Business reviews to Sourcewell and Members, if applicable.
B. BUSINESS REVIEWS. Vendor must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to members, pricing and contract terms, administrative fees, supply issues, customer issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Vendor must provide a contract sales activity report (Report) to the Sourcewell Contract Administrator assigned to this Contract. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made).
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The Report must contain the following fields:
x Customer Name (e.g., City of Staples Highway Department); x Customer Physical Street Address;
x Customer City;
x Customer State;
x Customer Zip Code;
x Customer Contact Name;
x Customer Contact Email Address;
x Customer Contact Telephone Number;
x Sourcewell Assigned Entity/Member Number;
x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Vendor.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Vendor will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Members. The Vendor will submit a check payable to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Members under this Contract during each calendar quarter. Payments should note the Sourcewell-assigned contract number in the memo and must be mailed to the address above “Attn: Accounts Receivable.” Payments must be received no later than forty-five (45) calendar days after the end of each calendar quarter.
Vendor agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Vendor is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Vendor in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than thirty (30) days from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Vendor’s Authorized Representative is the person named in the Vendor’s Proposal. If Vendor’s Authorized Representative changes at any time during this Contract, Vendor must promptly notify Sourcewell in writing.
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10. ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. ASSIGNMENT. Neither the Vendor nor Sourcewell may assign or transfer any rights or obligations under this Contract without the prior consent of the parties and a fully executed assignment agreement. Such consent will not be unreasonably withheld.
B. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been fully executed by the parties.
C. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not waive the provision or the right to enforce it.
D. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between Sourcewell and Vendor. No other understanding regarding this Contract, whether written or oral, may be used to bind either party.
E. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, master- servant, principal-agent, or any other relationship.
11. LIABILITY
Vendor must indemnify, save, and hold Sourcewell and its Members, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees, arising out of the performance of this Contract by the Vendor or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications.
12. AUDITS
Sourcewell reserves the right to review the books, records, documents, and accounting procedures and practices of the Vendor relevant to this Contract for a minimum of six (6) years from the end of this Contract. This clause extends to Members as it relates to business conducted by that Member under this Contract.
13. GOVERNMENT DATA PRACTICES
Vendor and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Vendor under this Contract.
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If the Vendor receives a request to release the data referred to in this article, the Vendor must immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond to the request.
14. INTELLECTUAL PROPERTY
As applicable, Vendor agrees to indemnify and hold harmless Sourcewell and its Members against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Members by any person on account of the use of any Equipment or Products by Sourcewell or its Members supplied by Vendor in violation of applicable patent or copyright laws.
15. PUBLICITY, MARKETING, AND ENDORSEMENT
A. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Vendor individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.
B. MARKETING. Any direct advertising, marketing, or offers with Members must be approved by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator assigned to this Contract.
C. ENDORSEMENT. The Vendor must not claim that Sourcewell endorses its Equipment, Products, or Services.
16. GOVERNING LAW, JURISDICTION, AND VENUE
Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls, Minnesota.
17. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.
18. SEVERABILITY
If any provision of this Contract is found to be illegal, unenforceable, or void then both Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the
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remainder of this Contract is capable of performance, it will not be affected by such declaration or finding and must be fully performed.
19. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Vendor will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Vendor may escalate the resolution of the issue to a higher level of management. The Vendor will have thirty (30) calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Vendor must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Vendor fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, any additional costs incurred by Sourcewell and/or its Members as a result of such failure to proceed will be borne by the Vendor.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Member order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
Written notice of default and a reasonable opportunity to cure must be issued by the party claiming default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.
20. INSURANCE
A. REQUIREMENTS. At its own expense, Vendor must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:
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1. Workers’ Compensation and Employer’s Liability.
Workers’ Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Vendor will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition). At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract, Vendor will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer).
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Vendor will maintain umbrella coverage over Workers’ Compensation, Commercial General Liability, and Commercial Automobile.
Minimum Limits:
$2,000,000
5. Professional/Technical, Errors and Omissions, and/or Miscellaneous Liability.
During the term of this Contract, Vendor will maintain coverage for all claims the Vendor may become legally obligated to pay resulting from any actual or alleged negligent act, error, or omission related to Vendor’s professional services required under this Contract.
Minimum Limits:
$2,000,000 per claim or event
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$2,000,000 – annual aggregate
6. Network Security and Privacy Liability Insurance. During the term of this Contract, Vendor will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Vendor’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Vendor to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Vendor must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Contract Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf. All policies must include there will be no cancellation, suspension, non-renewal, or reduction of coverage without thirty (30) days’ prior written notice to the Vendor.
Upon request, Vendor must provide to Sourcewell copies of applicable policies and endorsements, within ten (10) days of a request. Failure to request certificates of insurance by Sourcewell, or failure of Vendor to provide certificates of insurance, in no way limits or relieves Vendor of its duties and responsibilities in this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Vendor agrees to name Sourcewell and its Members, including their officers, agents, and employees, as an additional insured under the Vendor’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Vendor, and products and completed operations of Vendor. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Vendor waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Vendor or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance
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maintained by the Vendor or its subcontractors. Where permitted by law, Vendor must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.
E. UMBRELLA/EXCESS LIABILITY. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies).
F. SELF-INSURED RETENTIONS. Any self-insured retention in excess of $10,000 is subject to Sourcewell’s approval.
21. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Vendor must maintain a valid status on all required federal, state, and local licenses, bonds, and permits required for the operation of the business that the Vendor conducts with Sourcewell and Members.
22. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Vendor certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in writing.
Vendor certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota, the United States federal government, or any Member.
Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Vendor further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.
23. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Members that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Members may also require additional requirements based on specific funding specifications. Within this Article, all references to “federal” should be interpreted to mean the United States federal government. The following list only applies when
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a Member accesses Vendor’s Equipment, Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by non- federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Vendor must be in compliance with all applicable Davis-Bacon Act provisions.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. § 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
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work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). Vendor certifies that during the term of this Contract will comply with applicable requirements as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Vendors must file any required certifications. Vendors must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award
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covered by 31 U.S.C. § 1352. Vendors must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Vendors must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Vendor must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of three (3) years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Vendor must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Vendor must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Vendor agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Vendor’s personnel for the purpose of interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.
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24. CANCELLATION
Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon sixty (60) days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Vendor’s Proposal.
Termination of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to termination.
Sourcewell L.N. Curtis & Sons dba Curtis
By: __________________________ By: __________________________ Jeremy Schwartz Nick Lawrence
Title: Director of Operations &
Procurement/CPO
Title: Director of Special Programs
Date: ________________________
Date: ________________________
Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
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Bid Number: RFP 040220 Vendor Name: L.N. Curtis & sons
372
Table 14: Industry Specific Questions
Line
Item Question Response *
66 If you are awarded a contract, provide a
few examples of internal metrics that will
be tracked to measure whether you are
having success with the contract.
Per our standard operating procedures, Curtis tracks Key Performance Indicators (KPIs) to make sure our business is tracking per plan. KPI-related data is extracted from our Enterprise Resource Planning platform, Oracle-NetSuite.
Oracle-NetSuite, a cloud ERP solution that automates front and back-office processes enable the Company to track all critical business functions including financial management, revenue management, fixed assets, order entry/management/tracking, billing, and inventory management.
*
Oracle-NetSuite enables Curtis management to generate real-time performance and status reports (e.g., sales (orders and frequency) fill rates vendor performance returns due to improper shipments and defective items and back-orders).
Using Oracle-NetSuite, Curtis tracks performance of all orders, awards, contracts, and programs, including, should Curtis be honored with a contract, the Company's performance in support of Sourcewell.
67 Describe the unique design and feature
attributes of the products and/or equipment
offered in your proposal.
As the largest stocking distributor of firefighting equipment in the West and one of the largest distributors of firefighting equipment and services in America, Curtis is offering the premium brand of products in the defined categories along with on-site product support and customer service.
*
In addition to products being offered at best pricing, Curtis offers the membership a full suite of Integrated Logistics Support and Services product specialists who are trained and certified by manufacturers to provide deployment support and, product training in use, care, maintenance and repair, and safety.
68 Describe available options for
customization of the products and/or
equipment offered in your proposal.
Firefighting equipment can be highly customized products, based on the requirements of each department, and sometimes, each firefighter.
Curtis' Sales and Product Support teams provide the market with pre-sales product training and education to help define the optimal performance specifications and design requirements required to meet each department's unique Risk Assessment.
*
69 If you provide on-site or in-person sales,
service, training, and/or support, explain
how those activities are handled and the
unique attributes of your process.
All on-site services are coordinated and mutually agreed upon with appropriate agency personnel prior any work performed.
There are no unique attributes of the Curtis process. We adapt our support activities to be in full compliance with the requirements placed upon us by both the procurement and operations side of our customers' organizational structures and regulations.
*
70 Describe your compliance with applicable
national standards for the products and/or
equipment offered in your proposal, such
as: National Fire Protection Association
(NFPA), Occupational Safety and Health
Administration (OSHA), and American
National Standards Institute (ANSI).
All products included in this Curtis proposal comply to the related and associated national standards and industry segment requirements, including NFPA, USFS/NFES, ANSI, ASTM, and 29 Code of Federal Regulations (CFR) 1910 (OSHA).
*
Exceptions to Terms, Conditions, or Specifications Form
Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text.
Documents
Bid Number: RFP 040220 Vendor Name: L.N. Curtis & sons
373
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Bid Number: RFP 040220 Vendor Name: L.N. Curtis & sons
375
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Bid Number: RFP 040220 Vendor Name: L.N. Curtis & sons
376
Ph: 323-780-0254
TF: 866-557-0254
Fax: 714-522-5001
[email protected]
UEI#: DDLSADSWN7U7
Paci®c South Division
15523 Carmenita Road
Santa Fe Springs, CA 90670
www.LNCurtis.com
Quotation No. 289259
Quotation
CUSTOMER: SHIP TO:
Orange City Fire Department
300 East Chapman Avenue
Orange CA 92866
Orange City Fire Department
Attn: Captain Matt Nelson
1176 East Chapman Avenue
Orange CA 92866
QUOTATION NO. ISSUED DATE EXPIRATION DATE
289259 02/02/2024 03/03/2024
SALESPERSON CUSTOMER SERVICE REP
Chad Ziegenhorn
[email protected]
760-650-8456
Diana Limbrick
[email protected]
510-268-3362
REQUISITION NO. REQUESTING PARTY CUSTOMER NO. TERMS OFFER CLASS Nelson Captain Matt Nelson C35473 Net 30 SW-FFE
F.O.B. SHIP VIA DELIVERY REQ. BY
SP Standard Shipping
SPECIAL INSTRUCTIONS
Sourcewell 040220 (Fire®ghting Equipment & Rescue Tools)
NOTES & DISCLAIMERS
Thank you for this opportunity to quote. We are pleased to offer requested items below. If you have any questions, need additional information, or would like to place an order, please contact your Customer Service Rep as noted above.
Safety Warning Notice: Products offered, sold, or invoiced herewith may have an applicable Safety Data Sheet (SDS) as prepared by the manufacturer of the product. The SDS is provided with the product. In addition, manufacturer's safety and/or warning notices, instructions and information relating to the proper use and care of the product is provided with the product. All applicable SDS, safety and/or warning notices, instructions and other information provided with the product should be thoroughly read, reviewed, and understood prior to handling, distributing, using, reselling, or servicing any and all products provided by Curtis. Materials utilized to clean, repair, maintain and/or service your owned equipment, as well as Curtis owned equipment, may contain per-and poly¯uoroalkyl substances (PFAS) to meet national standards or original equipment manufacturer speci®cations. For other important product notices and warnings, or to request an SDS, product speci®cations, manufacturer's safety notices, instructions and/or warning notices, please contact Curtis or visit https://www.lncurtis.com/product-notices-warnings
LN QTY UNIT PART NUMBER DESCRIPTION PL UNIT PRICE TOTAL PRICE 1 4 EA 22-796206 PARA 19-25" Acme Thread Rescue Strut
LIST PRICE: $607.00
SFR $576.65 $2,306.60
2 4 EA 22-796200 PARA 25-36" Acme Thread Rescue Strut
LIST PRICE: $701.00
SFR $665.95 $2,663.80
377
Ph: 323-780-0254
TF: 866-557-0254
Fax: 714-522-5001
[email protected]
UEI#: DDLSADSWN7U7
Paci®c South Division
15523 Carmenita Road
Santa Fe Springs, CA 90670
www.LNCurtis.com
Quotation No. 289259
LN QTY UNIT PART NUMBER DESCRIPTION PL UNIT PRICE TOTAL PRICE 3 4 EA 22-796202 PARA 37-58" Acme Thread Rescue Strut
LIST PRICE: $878.00
SFR $834.10 $3,336.40
4 4 EA 22-796024 PARA 24" Strut Extension
LIST PRICE: $318.00
SFR $302.10 $1,208.40
5 4 EA 22-796012 PARA 12" Strut Extension
LIST PRICE: $250.00
SFR $237.50 $950.00
6 4 EA 22-796017 PARA 6" Strut Extension
LIST PRICE: $230.00
SFR $218.50 $874.00
7 1 EA 22-796TCK PARA Trench Control Kit
LIST PRICE: $4,320.00
SFR $4,104.00 $4,104.00
8 1 EA PARATECH
CUSTOM
As Below:
ITEM # 22-895750
.
AIR CONTROL KIT
.
LIST PRICE:
$6,861.00
SFR $6,517.95 $6,517.95
9 2 EA 22-796281 PARA 6© Waler Rail
LIST PRICE: $771.00
SFR $732.45 $1,464.90
10 2 EA 22-796283 PARA 8© Whaler Rail
LIST PRICE: $1,048.00
SFR $995.60 $1,991.20
378
Ph: 323-780-0254
TF: 866-557-0254
Fax: 714-522-5001
[email protected]
UEI#: DDLSADSWN7U7
Paci®c South Division
15523 Carmenita Road
Santa Fe Springs, CA 90670
www.LNCurtis.com
Quotation No. 289259
LN QTY UNIT PART NUMBER DESCRIPTION PL UNIT PRICE TOTAL PRICE 11 2 EA 22-796287 PARA Whaler Connector
LIST PRICE: $685.00
SFR $650.75 $1,301.50
12 16 EA 22-796285 PARA Whaler Stop Block
LIST PRICE: $198.00
SFR $188.10 $3,009.60
13 1 EA 22-887102KG2
PARA
10 Ton Kev Air Cushion Kit, Consisting
of:
2 - 22887010K Type ©B/K© Air Cushion
1 - 22887011K Carrying Case
1 - 22887305G2 14.5 PSI Dual
Controller with Gauges and Safety Relief
Valves
1 - 22887400 1" X 20© Red LP Hose
1 - 22887401 1" X 20© Blue LP Hose
1 - 22890513 3/8" X 16© Black Hp Hose
1 - 22887099K Repair Kit
LIST PRICE: $9,329.00
SFR $8,862.55 $8,862.55
14 18 EA 22-796060 PARA 6" Square Swivel Base
LIST PRICE: $413.00
SFR $392.35 $7,062.30
15 6 EA 22-796360 PARA 72-116" Acme Thread Long Shore
Rescue 610 Strut
LIST PRICE: $2,141.00
SFR $2,033.95 $12,203.70
16 4 EA 22-796730 PARA 48-73" Acme Thread Rescue Strut, Mod 406
LIST PRICE: $1,758.00
SFR $1,670.10 $6,680.40
17 2 EA 22-796376 PARA 67" Extension, Mod 635
LIST PRICE: $1,018.00
SFR $967.10 $1,934.20
379
Ph: 323-780-0254
TF: 866-557-0254
Fax: 714-522-5001
[email protected]
UEI#: DDLSADSWN7U7
Paci®c South Division
15523 Carmenita Road
Santa Fe Springs, CA 90670
www.LNCurtis.com
Quotation No. 289259
LN QTY UNIT PART NUMBER DESCRIPTION PL UNIT PRICE TOTAL PRICE 18 2 EA 22-796356 PARA 48" Extension, Mod 435
LIST PRICE: $888.00
SFR $843.60 $1,687.20
19 2 EA 22-796342 PARA 24" Extension, Mod 235
LIST PRICE: $627.00
SFR $595.65 $1,191.30
20 4 EA 22-796134 PARA 4X4" Channel Base
LIST PRICE: $189.00
SFR $179.55 $718.20
21 4 EA 22-796136 PARA 6X6" Channel Base
LIST PRICE: $213.00
SFR $202.35 $809.40
22 2 EA 22-796348 PARA Longshore Adjustable Brace B23
LIST PRICE: $921.00
SFR $874.95 $1,749.90
23 12 EA 22-796330 PARA Clamp 335 and Clevis
LIST PRICE: $674.00
SFR $640.30 $7,683.60
24 4 EA 22-796250 PARA Raker Rail Latch
LIST PRICE: $259.00
SFR $246.05 $984.20
25 1 EA 22-796656 PARA Rail 4 Latch Holder
LIST PRICE: $184.00
SFR $102.77 $102.77
26 5 EA 22-796350 PARA Longshore Adjustable Brace B57
LIST PRICE: $1,128.00
SFR $1,071.60 $5,358.00
380
Ph: 323-780-0254
TF: 866-557-0254
Fax: 714-522-5001
[email protected]
UEI#: DDLSADSWN7U7
Paci®c South Division
15523 Carmenita Road
Santa Fe Springs, CA 90670
www.LNCurtis.com
Quotation No. 289259
LN QTY UNIT PART NUMBER DESCRIPTION PL UNIT PRICE TOTAL PRICE 27 1 EA PARATECH
CUSTOM
As Below:
ITEM # 22-796399
.
TRI BRACE
.
LIST PRICE: $1,346.00
SFR $1,278.70 $1,278.70
28 2 EA 22-796680 PARA Column Base
LIST PRICE: $708.00
SFR $672.60 $1,345.20
29 4 EA 22-796258C PARA 72" Raker Rail
LIST PRICE: $789.00
SFR $749.55 $2,998.20
30 2 EA 22-796469 PARA Raker Rail Splice
LIST PRICE: $406.00
SFR $385.70 $771.40
31 2 EA 22-796475 PARA Raker Angle Base
LIST PRICE: $176.00
SFR $167.20 $334.40
32 4 EA 22-796250 PARA Raker Rail Latch
LIST PRICE: $259.00
SFR $246.05 $984.20
33 2 EA 22-796290 PARA Raker Junction Base
LIST PRICE: $608.00
SFR $577.60 $1,155.20
34 2 EA 22-796280 PARA Rail Junction
LIST PRICE: $680.00
SFR $646.00 $1,292.00
381
Ph: 323-780-0254
TF: 866-557-0254
Fax: 714-522-5001
[email protected]
UEI#: DDLSADSWN7U7
Paci®c South Division
15523 Carmenita Road
Santa Fe Springs, CA 90670
www.LNCurtis.com
Quotation No. 289259
LN QTY UNIT PART NUMBER DESCRIPTION PL UNIT PRICE TOTAL PRICE 35 2 EA 22-796690 PARA 45 Degree Base
LIST PRICE: $645.00
SFR $612.75 $1,225.50
36 10 EA 22-796P14 PARA Double Head Steel Picket Stake
LIST PRICE: $48.00
SFR $45.60 $456.00
37 2 EA 22-79HA10K
PARA
Hydrafusion Strut 10 Kit Consisting of:
(1) 22-79HA10, 51.8 Lb Hydrafusion
Strut
(1) 22-7900209G, Pump with Gauge
LIST PRICE: $5,097.00
SFR $4,842.15 $9,684.30
38 2 EA 22-796035 PARA 6" Extension Converter
LIST PRICE: $277.00
SFR $263.15 $526.30
39 4 EA 22-796270 PARA Contour Base
LIST PRICE: $274.00
SFR $260.30 $1,041.20
40 4 EA 22-796180C PARA 12X12" Hinged Base with Anchor Ring LIST PRICE: $728.00
SFR $691.60 $2,766.40
41 4 EA 22-796025 PARA Multi Base
LIST PRICE: $298.00
SFR $283.10 $1,132.40
42 6 EA 22-890553 PARA 27© Ratchet Belt with Finger Hooks LIST PRICE: $172.00
SFR $163.40 $980.40
382
Ph: 323-780-0254
TF: 866-557-0254
Fax: 714-522-5001
[email protected]
UEI#: DDLSADSWN7U7
Paci®c South Division
15523 Carmenita Road
Santa Fe Springs, CA 90670
www.LNCurtis.com
Quotation No. 289259
LN QTY UNIT PART NUMBER DESCRIPTION PL UNIT PRICE TOTAL PRICE 43 4 EA 22-796161 PARA Tie Down Keys with J-Hook
LIST PRICE: $59.00
SFR $56.05 $224.20
44 1 EA 22-796V02 PARA VSK Controller, Version 2 Includes (1) Double Male Nipple 22-890730
LIST PRICE: $594.00
SFR $564.30 $564.30
45 2 EA 22-796685 PARA Multi Chain Base
LIST PRICE: $736.00
SFR $699.20 $1,398.40
46 2 EA 22-796206 PARA 19-25" Acme Thread Rescue Strut
LIST PRICE: $607.00
SFR $576.65 $1,153.30
47 2 EA 22-796200 PARA 25-36" Acme Thread Rescue Strut
LIST PRICE: $701.00
SFR $665.95 $1,331.90
48 2 EA 22-796202 PARA 37-58" Acme Thread Rescue Strut
LIST PRICE: $878.00
SFR $834.10 $1,668.20
49 6 EA 22-796036 PARA 36" Strut Extension
LIST PRICE: $389.00
SFR $369.55 $2,217.30
50 2 EA 22-796024 PARA 24" Strut Extension
LIST PRICE: $318.00
SFR $302.10 $604.20
51 2 EA 22-796012 PARA 12" Strut Extension
LIST PRICE: $250.00
SFR $237.50 $475.00
383
Ph: 323-780-0254
TF: 866-557-0254
Fax: 714-522-5001
[email protected]
UEI#: DDLSADSWN7U7
Paci®c South Division
15523 Carmenita Road
Santa Fe Springs, CA 90670
www.LNCurtis.com
Quotation No. 289259
LN QTY UNIT PART NUMBER DESCRIPTION PL UNIT PRICE TOTAL PRICE 52 1 EA 22-796017 PARA 6" Strut Extension
LIST PRICE: $230.00
SFR $218.50 $218.50
Small Business
CAGE Code: 5E720
SIC Code: 5099
Federal Tax ID: 94-1214350
UEI #DDLSADSWN7U7
This pricing remains ®rm until 03/03/2024. Contact us for updated pricing after this date.
Due to market volatility and supply shortages, we recommend contacting your local L.N. Curtis and sons of®ce prior to placing your order to con®rm pricing and availability. This excludes our GSA Contract and other Fixed Price Contracts which are governed by contract-speci®c prices, terms, and conditions.
Subtotal $124,583.17
Estimated Tax Total $9,655.19
Transportation* $0.00
*(to be added when order ships)
Total $134,238.36
View Terms of Sale and Return Policy
384
Agenda Item
City Council
Item #: 3.14. 3/12/2024 File #: 24-0149
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Approval of payment to Southern California Edison for new electrical service for Well No. 28 located at 225 W. Maple Avenue.
2. SUMMARY
Southern California Edison submitted a payment request in the total amount of $81,005.98 for the design and installation of new electrical service for Well No. 28.
3. RECOMMENDED ACTION
Approve payment to Southern California Edison in the amount of $81,005.98 for the design and installation of electrical service to Well No. 28.
4. FISCAL IMPACT
The expense for this purchase is $81,005.98 and will be funded through:
600.8011.56411.18120 Water Fund (600) Well 28 Construction
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
Goal 4: Provide outstanding public service
b: Provide facilities and services to meet customer expectations.
6. DISCUSSION AND BACKGROUND
Phase 2 of the Well No. 28 project consists of the installation of the well head, Ion Exchange vessels, piping, electrical and chemical buildings, screen walls, and the public pocket park. This project requires a new underground service and electrical meter from Southern California Edison (SCE) to power the well pump, motor, miscellaneous lighting, and other electrical components. While the contractor is tasked with providing all on-site electrical equipment, the City, as the owner, is responsible for requesting electrical service from SCE to the site. SCE has completed the design for the new service and submitted an invoice for both the design and installation in the total amount of $81,005.98. SCE’sinstallation will start upon receiving the requested payment. Staff is requesting the City Council approve the payment to SCE for the new service at Well 28.
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Item #: 3.14. 3/12/2024 File #: 24-0149
7. ATTACHMENTS
· SCE New Meter and Service Plan
· SCE Invoice
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386
Agenda Item
City Council
Item #: 3.14. 3/12/2024 File #: 24-0149
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Approval of payment to Southern California Edison for new electrical service for Well No. 28 located at 225 W. Maple Avenue.
2. SUMMARY
Southern California Edison submitted a payment request in the total amount of $81,005.98 for the design and installation of new electrical service for Well No. 28.
3. RECOMMENDED ACTION
Approve payment to Southern California Edison in the amount of $81,005.98 for the design and installation of electrical service to Well No. 28.
4. FISCAL IMPACT
The expense for this purchase is $81,005.98 and will be funded through:
600.8011.56411.18120 Water Fund (600) Well 28 Construction
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
Goal 4: Provide outstanding public service
b: Provide facilities and services to meet customer expectations.
6. DISCUSSION AND BACKGROUND
Phase 2 of the Well No. 28 project consists of the installation of the well head, Ion Exchange vessels, piping, electrical and chemical buildings, screen walls, and the public pocket park. This project requires a new underground service and electrical meter from Southern California Edison (SCE) to power the well pump, motor, miscellaneous lighting, and other electrical components. While the contractor is tasked with providing all on-site electrical equipment, the City, as the owner, is responsible for requesting electrical service from SCE to the site. SCE has completed the design for the new service and submitted an invoice for both the design and installation in the total amount of $81,005.98. SCE’sinstallation will start upon receiving the requested payment. Staff is requesting the City Council approve the payment to SCE for the new service at Well 28.
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Item #: 3.14. 3/12/2024 File #: 24-0149
7. ATTACHMENTS
· SCE New Meter and Service Plan
· SCE Invoice
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388
PROPOSEDWELL NO. 28
PROP MSB
EXISTP/L
ORANGEPURPLE 12KVA1
CONTACT INFO:
SCE Inspection
CREW NOTES
Contact USADial 811 or 800-422-4133UNDERGROUND SERVICE ALERTwww.digalert.org/contact
CUSTOMER NOTES
389
390
Description Amount
Service Request Number: 3586666 Project:
225 W MAPLE AVE ORANGE CA 92866
Install - Billing Option: SCE INSTALL -
300 E CHAPMAN AVE
ORANGE CA 92866
Telephone:
ORANGE, CITY OF
SCE Contact: Daniel Jacque Boyadjian
Invoice Date: 01/29/2024
1241 SOUTH GRAND AVENUE
SANTA ANA CA 92705
Southern California Edison Company
Document # 7590539555
Invoice # 533888
Item # 564493
Design #: 1655826
2167936 - NEW METER & SERVICE
Product: $81,005.98
Previous Payment $0.00
* Enclosed are two copies of your invoice. Please return one copy of the invoice with your payment to Accounts Receivable in the enclosed return-addressed envelope. The other copy of the invoice is for your records. * ALL PRICES ARE APPLICABLE FOR A PERIOD OF 90 DAYS FROM THIS DATE AND ARE SUBJECT TO CHANGE THEREAFTER.
* All payments must be delivered by mail, an alternate postal method, or one of our electronic payment options.
Walk-in payments are no longer accepted at any SCE location, including Accounts Receivable. * Call the Edison company at 1-800-655-4555 to make application for electrical service. * An Edison Inspector must approve all underground systems. Please call your designated inspector 48 hours prior to construction to schedule an inspection.
* Final electrical inspection from the local governmental building and safety department must be received before we can energize your service.
* By paying this invoice, customer acknowledges and agrees that if this project is canceled by customer for any reason or customer does not proceed with the project completion. * Any expense incurred by SCE, including, but not limited to, expenses related to engineering, inspection and construction, prior to the project cancellation or completion will be deducted from any applicable refund due to the customer.
* To ensure worker and public safety, please maintain the appropriate clearance distance from utility infrastructure during your construction project to avoid encroachments that may result in serious injury or damage. * If relocation of existing utility infrastructure is pending, please adjust your work around the proposed relocation schedule as appropriate. If you have any questions, please contact the designated SCE representative assigned to your project.
.
$ 81,005.98
COMMENTS:
TOTAL PROJECT INVOICE AMOUNT: 391
Description Amount
Service Request Number: 3586666 Project:
225 W MAPLE AVE ORANGE CA 92866
Install - Billing Option: SCE INSTALL -
300 E CHAPMAN AVE
ORANGE CA 92866
Telephone:
ORANGE, CITY OF
SCE Contact: Daniel Jacque Boyadjian
Invoice Date: 01/29/2024
1241 SOUTH GRAND AVENUE
SANTA ANA CA 92705
Southern California Edison Company
Document # 7590539555
Invoice # 533888
Please detach and return payment stub with payment
Payment
Stub
ORANGE, CITY OF
300 E CHAPMAN AVE
ORANGE CA 92866
Please pay total amount now due:
$ 81,005.98
Thank you for paying promptly
Make check payable to Southern California EdisonDocument # 7590539555 ATTN: Accounts Receivable
PO Box 800
Rosemead, CA 91771-001
ADDITIONAL PAYMENT INSTRUCTIONS:
If paying by check, please follow instructions on payment stub JP Morgan Chase Bank
New York, NY
ABA#: 021000021 - Acct#: 323-394434
SCE Taxpayer ID No. 95-1240335
Document #: 7590539555
SCE Contact:
Southern California Edison
Attn: Accounts Receivable
8631 Rush Street G-53
Rosemead, CA 91770
Daniel Jacque Boyadjian
Instructions for wire or ACH payments:
*** Failure to properly identify your document number and SCE contact may delay the application of funds and initiation of your project
Special Instructions for overnight delivery methods:
392
Agenda Item
City Council
Item #: 3.15. 3/12/2024 File #: 24-0091
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Pamela Coleman, City Clerk
1. SUBJECT
2024 City of Orange Conflict of Interest Code Biennial Review Notice.
2. SUMMARY
The City is required by Government Code Section 87306.5 to review, and, if necessary, amend its Conflict of Interest Code every even-numbered year. As the code reviewing body for the City of Orange, the City Council must, no later than July 1, 2024, direct review of its code; and, no later than October 1, 2024, receive notice that an amendment is or is not required. If an amendment is required, it must be completed prior to December 31, 2024.
3. RECOMMENDED ACTION
Direct staff to review the Conflict of Interest Code and authorize execution of the Biennial Review Notice no later than October 1, 2024.
4. FISCAL IMPACT
None.
5. STRATEGIC PLAN GOALS
This action does not correlate to any of the adopted strategic plan goals; however, Section 87306 of the California Government Code requires biennial review of the City’s Conflict of Interest Code.
6. DISCUSSION AND BACKGROUND
The Political Reform Act of 1973 (“the Act”) and, in particular, Government Code Section 87306.5, requires the City Council to direct a review of the City’sConflict of Interest Code (“Code”)no later than July 1 of each even-numbered year. If changes are necessary, a revised Code must be submitted to the City Council for approval. The City of Orange Conflict of Interest Code was last amended in 2022.
The Conflict of Interest Code identifies officials; employees; boards, committees, and commissions; and consultants who are required to file a Statement of Economic Interest Form 700 when assuming office, on an annual basis, and upon leaving office. The purpose of the update is to specify positions within the agency which involve decision making that may have a material or personal financial interest relative to City business. Designated individuals must disqualify themselves when conflicts of City of Orange Printed on 3/7/2024Page 1 of 2
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Item #: 3.15. 3/12/2024 File #: 24-0091
interest occur.
The completed review must be submitted to the City Council, with any recommended changes, by October 1, 2024. If an amendment is required, it must be completed prior to December 31, 2024.
Staff anticipates necessary changes to the current Code; and, therefore, will prepare an amendment to be presented to the City Council for consideration no later than December 31, 2024.
7. ATTACHMENTS
· Resolution No. 11415 adopted on October 11, 2022
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Agenda Item
City Council
Item #: 3.15. 3/12/2024 File #: 24-0091
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Pamela Coleman, City Clerk
1. SUBJECT
2024 City of Orange Conflict of Interest Code Biennial Review Notice.
2. SUMMARY
The City is required by Government Code Section 87306.5 to review, and, if necessary, amend its Conflict of Interest Code every even-numbered year. As the code reviewing body for the City of Orange, the City Council must, no later than July 1, 2024, direct review of its code; and, no later than October 1, 2024, receive notice that an amendment is or is not required. If an amendment is required, it must be completed prior to December 31, 2024.
3. RECOMMENDED ACTION
Direct staff to review the Conflict of Interest Code and authorize execution of the Biennial Review Notice no later than October 1, 2024.
4. FISCAL IMPACT
None.
5. STRATEGIC PLAN GOALS
This action does not correlate to any of the adopted strategic plan goals; however, Section 87306 of the California Government Code requires biennial review of the City’s Conflict of Interest Code.
6. DISCUSSION AND BACKGROUND
The Political Reform Act of 1973 (“the Act”) and, in particular, Government Code Section 87306.5, requires the City Council to direct a review of the City’sConflict of Interest Code (“Code”)no later than July 1 of each even-numbered year. If changes are necessary, a revised Code must be submitted to the City Council for approval. The City of Orange Conflict of Interest Code was last amended in 2022.
The Conflict of Interest Code identifies officials; employees; boards, committees, and commissions; and consultants who are required to file a Statement of Economic Interest Form 700 when assuming office, on an annual basis, and upon leaving office. The purpose of the update is to specify positions within the agency which involve decision making that may have a material or personal financial interest relative to City business. Designated individuals must disqualify themselves when conflicts of City of Orange Printed on 3/7/2024Page 1 of 2
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Item #: 3.15. 3/12/2024 File #: 24-0091
interest occur.
The completed review must be submitted to the City Council, with any recommended changes, by October 1, 2024. If an amendment is required, it must be completed prior to December 31, 2024.
Staff anticipates necessary changes to the current Code; and, therefore, will prepare an amendment to be presented to the City Council for consideration no later than December 31, 2024.
7. ATTACHMENTS
· Resolution No. 11415 adopted on October 11, 2022
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396
RESOLUTION NO. 11415
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ORANGE ADOPTING AN AMENDED
CONFLICT OF INTEREST CODE PURSUANT TO
THE POLITICAL REFORM ACT OF 1974
WHEREAS, the Political Reform Act( Government Code Section 81000 et seq.) requires the City to adopt andpromulgate a conflict of interest code; and WHEREAS, the City Council adopteda Conflict of Interest Code,which was amendedby Resolution No. 11276 on October 13, 2020; and
WHEREAS, the Political Reform Act, in Government Code Section 87306, requires the City to review its Conflict of Interest Code biennially to determine whether amendments are required; and
WHEREAS, on June14,2022, the City Council directed staff to.review the City' sConflict of Interest Code; and
WHEREAS, the City hasdetermined that due to changesin City employee positions and titles, the City' s Conflict of Interest Code requires revision; and WHEREAS, on September13, 2022, the,City Council received and filed the 2022 Local Agency Biennial Notice and directed staff to promulgate the necessaryamendmentsto the City' s Conflict of Interest Code.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Orangeas follows:
SECTION 1. The City Council adopts by reference the model conflict of interest code promulgated by the Fair Political PracticesCommission as setforth in Section 18730 of the Title 2 of the California Code of Regulations, which, together with the City' s List of Designated Positions and Disclosure Categories, collectively constitute the City of OrangeConflict of Interest Code. A copy of said Code is attachedheretoasExhibit A and shall be on file with the City Clerk and available to the public for inspection and copying during regular businesshours.
SECTION 2. The amended Conflict of Interest Code shall become effective at the time of the adoption and approval of this Resolution.
SECTION 3. Any prior Resolution adopting a Conflict of Interest Code for the City of Orange, including Resolution No. 11276, is hereby rescinded upon the effective date of this Resolution.
397
ADOPTED this 11th day of October 2022.
14 tiL
Mark A. Murphy, Mayor, City of • e
ATTEST:
COe—eitYLi
Pamela Coleman, City Clerk, City of Or e
Attachment: Exhibit A
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss.
CITY OF ORANGE
I, PAMELA COLEMAN, City Clerk of the City of Orange, California, do hereby certify that the foregoing Resolution was duly and regularly adoptedby the City Council of the City of Orange at a regular meeting thereof held on the 11th day of October 2022, by the following vote:
AYES: COUNCILMEMBERS: Nichols, Monaco, Barrios, Dumitru, Tavoularis, Gutierrez, and Murphy
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
ABSTAIN: COUNCILMEMBERS: None
PamelaColeman, City Clerk, City of Orange
Resolution No. 11415 2
398
CONFLICT OF INTEREST CODE OF THE
CITY OF ORANGE
The Political Reform Act ( Government Code Section 81000, et seq.) requires state and local government agencies to adopt and promulgate conflict of interest codes. The Fair Political Practices Commission has adopted a regulation ( 2 California Code of Regulations Section 18730) that contains the terms of a standard conflict of interest code, which can be incorporated by reference in an agency' s code. After public notice and hearing, the standard code may be amended by the Fair Political Practices Commission to conform to amendments in the Political Reform Act. Therefore, the terms of 2 California Code of Regulations Section 18730 and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference. This regulation and the attached Appendix, designating positions and establishing disclosure categories, shall constitute the conflict of interest code of the City of Orange (" City").
All officials and designated positions required to submit a statement of economic interests shall file their statements with the City Clerk as the City's Filing Officer. The City Clerk shall make and retain a copy of all statements filed by officials listed in Government Code Section 87200, and forward the originals of such statements to the Fair Political Practices Commission. The City Clerk shall retain the originals of the statements filed by all other officials and designated positions and will make all retained statements available for public inspection and reproduction during regular business hours ( Gov. Code § 81008). 399
APPENDIX
DESIGNATION OF POSITIONS AND
ESTABLISHMENT OF DISCLOSURE CATEGORIES
PART A
DESIGNATED POSITIONS
The Mayor, Members of the City Council and Planning Commission, the City Manager, the City Attorney, the City Treasurer, and all other City Officials who manage public investments as defined by 2 California Code of Regulations § 18700. 3( b), are NOT subject to the City' s Code, but must file disclosure statements under Government Code Section 87200 et seq. [ Regs. § 18730( b)( 3)]
OFFICIALS WHO MANAGE PUBLIC INVESTMENTS
It has been determined that the positions listed below are other City Officials who manage public investments.' These positions are listed here for informational purposes only.
Administrative Services Director
Assistant City Manager
Assistant Finance Director
Finance Director
1 Individuals holding one of the above listed positions may contact the Fair Political Practices Commission for assistance or written advice regarding their filing obligations if they believe that their position has been categorized incorrectly. The Fair Political Practices Commission makes the final determination whether a position is covered by 87200.
400
DESIGNATED POSITIONS DISCLOSURE
CATEGORIES
City Attorney
Assistant City Attorney I 1, 2, 3, 4
Assistant City Attorney II 1, 2, 3, 4
Risk Manager 1, 2, 3, 4
Senior Assistant City Attorney 1, 2, 3, 4
City Clerk
City Clerk 1, 2, 3, 4
Director of City Clerk Services 1, 2, 3, 4
Deputy City Clerk 1, 2, 3, 4
City Manager
Assistant to the City Manager 1, 2, 3, 4
Deputy City Manager 1, 2, 3, 4
Economic Development Manager 1, 2, 3, 4
Internal Audit Manager 1, 2, 3, 4
Senior Economic Development Project Manager 1, 2, 3, 4
Senior Administrative Analyst 1, 2, 3, 4
Senior Assistant to the City Manager 1, 2, 3, 4
Community Development
Administrative Analyst I & II 1, 2, 3, 4
Assistant Community Development Director 1, 2, 3, 4
Code Compliance Officer 1, 2, 3, 4
Code Compliance Supervisor 1, 2, 3, 4
Community Development Director 1, 2, 3, 4
Environmental Compliance Specialist 2, 3, 4
Planning Manager 1, 2, 3, 4
Principal Planner 1, 2, 3, 4
Public Affairs and Information Manager 1, 2, 3, 4
Senior Administrative Analyst 1, 2, 3, 4
Senior Code Compliance Officer 1, 2, 3, 4
Senior Housing Manager 1, 2, 3, 4
Senior Planner 1, 2, 3, 4
Community Services
Administrative Analyst II 1, 2, 3, 4
Assistant Director 1, 2, 3, 4
Community Services Director 1, 2, 3, 4
Parks and Facilities Manager 1, 2, 3, 4
Recreation Services Manager 2, 3, 4
Senior Administrative Analyst 1, 2, 3, 4
Finance
Accounting Manager 2, 3, 4
Budget Manager 1, 2, 3, 4
Buyer 1, 2, 3, 4
Finance Coordinator- Business License 1, 2, 3, 4
Finance Manager 1, 2, 3, 4
Investment/ Revenue Officer 1, 2, 3, 4
Lead Business License Inspector 1, 2, 3, 4
401
DESIGNATED POSITIONS DISCLOSURE
CATEGORIES
Purchasing Officer 1, 2, 3, 4
Senior Buyer 1, 2, 3, 4
Fire
Battalion Chief 1, 2, 3, 4
Deputy Chief 1, 2, 3, 4
EMS Manager 1, 2, 3, 4
Fire Chief 1, 2, 3, 4
Staff Captain 1, 2, 3, 4
Information Technology
Manager 1, 2, 3, 4
IT Project Manager 1, 2, 3, 4
Library
Assistant Library Services Director 1, 2, 3, 4
Library Manager I & II 1, 2, 3, 4
Library Services Director 1, 2, 3, 4
Library Tech/ Support Services Manager 1, 2, 3, 4
Senior Library Manager 1, 2, 3, 4
Human Resources
Assistant Human Resources Director 1, 2, 3, 4
Human Resources Director 1, 2, 3, 4
Human Resources Manager 1, 2, 3, 4
Senior Human Resources Analyst 1, 2, 3, 4
Police
Administrative Analyst I & II 1, 2, 3, 4
Captain 1, 2, 3, 4
Emergency Manager 1, 2, 3, 4
Lieutenant 1, 2, 3, 4
Police Chief 1, 2, 3, 4
Senior Administrative Analyst 1, 2, 3, 4
Public Works
Administrative Manager 1, 2, 3, 4
Assistant Field Services Manager 1, 2, 3, 4
Assistant Public Works Director 1, 2, 3, 4
Assistant Water Manager 1, 2, 3, 4
Building and Safety Manager 1, 2, 3, 4
Building Inspection Supervisor 1, 2, 3, 4
Chief Building Official 1, 2, 3, 4
City Traffic Engineer 1, 2, 3, 4
Combination Building Inspector 1, 2, 3, 4
Construction Inspection Supervisor 3, 4
Construction Inspector I & II 3, 4
Contract Administrator 1, 2, 3, 4
Deputy Public Works Director 1, 2, 3, 4
Environmental Program Manager 1, 2, 3, 4
Environmental Scientist 2, 3, 4
Equipment Maintenance Superintendent 2, 3, 4
Field Services Manager 1, 2, 3, 4
402
DESIGNATED POSITIONS DISCLOSURE
CATEGORIES
Plan Check Engineer 1, 2, 3, 4
Principal Civil Engineer 3, 4
Public Works Director 1, 2, 3, 4
Real Property Agent 1, 2, 3, 4
Senior Civil Engineer 3, 4
Senior Plan Check Engineer 1, 2, 3, 4
Traffic Operations Superintendent 1, 2, 3, 4
Water Manager 1, 2, 3, 4
Orange City Public Facilities Financing Authority
Member 1, 2, 3, 4
Members of Boards, Commissions, and Committees
Community Development Block Grant Program Committee 1, 2, 3, 4 Design Review Committee 1, 2, 3, 4
Investment and Audit Committee 1, 2, 3, 4
Orange Public Library Board of Trustees' 1, 2, 3, 4 Park Planning & Community Events Commission 1, 2, 3, 4
Traffic Commission 1, 2, 3, 4
All interests in real property as set forth in Category 1, but only investments, sources of income and business positions which may provide services or materials of the type utilized by the library.
Consultants and New Positions2
2Consultants shall be included in the list of designated employees and shall 1, 2, 3, 4 disclose pursuant to the broadest disclosure category in the Code subject to the following limitation: The City Manager may determine in writing that a particular consultant, although a " designated position," is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements described in this section. Such written determination shall include a description of the consultant' s duties and, based upon that description, a statement of the extent of disclosure requirements.
The City Manager's determination is a public record and shall be retained for public inspection in the same manner and location as this Conflict of Interest Code. The disclosure requirements for new positions shall be categorized by the City Manager based on the duties of the position.
403
PART B
DISCLOSURE CATEGORIES
Disclosure categories pertain to investments, real property, business positions and sources of income, including loans, gifts, and travel payments from sources located in or doing business within the jurisdiction of the City of Orange (City).
Category 1
Interests in real property within the boundaries of the City or within two miles of the boundaries of the City in which the designated employee, spouse and dependent children have an aggregate interest of$ 1,000 or more in value. It includes interests in real property held by a business entity or trust in which the employee, spouse and dependent children have an aggregate interest of 10% or more.
Category 2
Investments held by the designated employee, spouse and dependent children, with an aggregate value of more than $ 1,000, in business entities having real property in the City or doing business, planning to do business, or having done business in the City within the past two years. It includes investments held by a business entity or trust in which the filer, spouse and dependent children have an aggregate interest of 10% or greater.
Category 3
Income ( including loans) aggregating $ 250 or more if the source is located within or doing business within the City. It includes gifts aggregating $ 50 or more whether or not the source ( donor) is in the City. It includes sources of income to the designated employee, to the designated employee' s community property interest in the income of a spouse, and to the employee' s pro rata share of any income of a trust in which the employee, spouse or dependent children have individually or collectively an aggregate interest of 10% or greater.
Category 4
Employment and management positions in business entities. 404
Agenda Item
City Council
Item #: 3.16. 3/12/2024 File #: 24-0134
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Grant of Easement to Southern California Edison for electrical service to the Katella Terrace senior affordable housing project, under construction on City-owned land at 1249 East Katella Avenue.
2. SUMMARY
Following the City Council's approval on October 10, 2023 for a Grant of Easement to Southern California Edison to facilitate electrical and communication services for the neighboring property, a Grant of Easement is being requested to accommodate a separate transformer specifically for the Katella Terrace senior affordable housing project, which is under construction at 1249 East Katella Avenue on City-owned land.
3. RECOMMENDED ACTION
Approve an additional Grant of Easement to Southern California Edison for the Katella Terrace Apartments located at 1249 East Katella Avenue to accommodate a separate transformer; and authorize the Mayor to execute on behalf of the City.
4. FISCAL IMPACT
None.
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
d: Assure the development of the City occurs in a fashion that maximizes public safety.
Goal 4: Provide outstanding public service
b: Provide facilities and services to meet customer expectations.
6. DISCUSSION AND BACKGROUND
The Katella Terrace senior affordable housing project received initial approval from the City Council on September 10, 2019, for its construction on 1.54 acres of City-owned land. The City Council then gave its approval to an agreement with OSH Katella Terrace (OSH) for the donation of land at 1249 City of Orange Printed on 3/7/2024Page 1 of 2
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Item #: 3.16. 3/12/2024 File #: 24-0134
East Katella Avenue on February 8, 2022.
Construction began in July 2023, with an estimated completion targeted for November 2024. A previous easement was granted by the City Council to Southern California Edison (SCE) on October 10, 2023, for a transformer serving a neighboring property. This prior action facilitated the removal of an old transformer from the project site and the installation of a new one in January 2024 on the new easement. As a result, SCE is in the process of filing a quitclaim to vacate the old easement that contained the decommissioned transformer.
The current proposal seeks to approve an additional Grant of Easement to SCE for a separate transformer dedicated to the Katella Terrace project located at the northeast section of the property.
OSH, through SCE, has provided a Grant of Easement Deed, engineered drawing, and a calculation of the area of the proposed easement of approximately 1,576 square feet. The approval is a critical step in ensuring the project's successful completion and operational efficiency.
Upon approval, staff will coordinate with OSH to finalize and record the additional easement to ensure its alignment with the City's strategic goals and the original project's objectives.
7. ATTACHMENTS
· Katella Terrace - SCE Grant of Easement Deed
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Agenda Item
City Council
Item #: 3.16. 3/12/2024 File #: 24-0134
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Grant of Easement to Southern California Edison for electrical service to the Katella Terrace senior affordable housing project, under construction on City-owned land at 1249 East Katella Avenue.
2. SUMMARY
Following the City Council's approval on October 10, 2023 for a Grant of Easement to Southern California Edison to facilitate electrical and communication services for the neighboring property, a Grant of Easement is being requested to accommodate a separate transformer specifically for the Katella Terrace senior affordable housing project, which is under construction at 1249 East Katella Avenue on City-owned land.
3. RECOMMENDED ACTION
Approve an additional Grant of Easement to Southern California Edison for the Katella Terrace Apartments located at 1249 East Katella Avenue to accommodate a separate transformer; and authorize the Mayor to execute on behalf of the City.
4. FISCAL IMPACT
None.
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
d: Assure the development of the City occurs in a fashion that maximizes public safety.
Goal 4: Provide outstanding public service
b: Provide facilities and services to meet customer expectations.
6. DISCUSSION AND BACKGROUND
The Katella Terrace senior affordable housing project received initial approval from the City Council on September 10, 2019, for its construction on 1.54 acres of City-owned land. The City Council then gave its approval to an agreement with OSH Katella Terrace (OSH) for the donation of land at 1249 City of Orange Printed on 3/7/2024Page 1 of 2
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Item #: 3.16. 3/12/2024 File #: 24-0134
East Katella Avenue on February 8, 2022.
Construction began in July 2023, with an estimated completion targeted for November 2024. A previous easement was granted by the City Council to Southern California Edison (SCE) on October 10, 2023, for a transformer serving a neighboring property. This prior action facilitated the removal of an old transformer from the project site and the installation of a new one in January 2024 on the new easement. As a result, SCE is in the process of filing a quitclaim to vacate the old easement that contained the decommissioned transformer.
The current proposal seeks to approve an additional Grant of Easement to SCE for a separate transformer dedicated to the Katella Terrace project located at the northeast section of the property.
OSH, through SCE, has provided a Grant of Easement Deed, engineered drawing, and a calculation of the area of the proposed easement of approximately 1,576 square feet. The approval is a critical step in ensuring the project's successful completion and operational efficiency.
Upon approval, staff will coordinate with OSH to finalize and record the additional easement to ensure its alignment with the City's strategic goals and the original project's objectives.
7. ATTACHMENTS
· Katella Terrace - SCE Grant of Easement Deed
City of Orange Printed on 3/7/2024Page 2 of 2
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RECORDING REQUESTED BY
WHEN RECORDED MAIL TO
SOUTHERN CALIFORNIA EDISON COMPANY
2 INNOVATION WAY, 2nd FLOOR
POMONA, CA 91768
Attn: Title and Real Estate Services
SCE Doc. No.
GRANT OF
EASEMENT
DOCUMENTARY TRANSFER TAX $ NONE
VALUE AND CONSIDERATION LESS THAN $100.00)
DISTRICT
Central OC
SERVICE ORDER
TD2105021
SERIAL NO. MAP SIZE
SCE Company
SIG. OF DECLARANT OR AGENT DETERMINING TAX FIRM NAME GVM MT -2241 -E3
APN 375-461-48
APPROVED:
VEGETATION &
LAND
MANAGEMENT
BY
SLS/PM
DATE
12/01/2023
CITY OF ORANGE, a municipal corporation (hereinafter ref CALIFORNIA EDISON COMPANY, a corporation, its successors and assigns (hereinafter referred ant an easement and right of way to construct, use, maintain, operate, alter, add to, repair, replace, reconstruct, inspect and remove at any time and from time to time underground electrical supply systems and communication systems (hereinafter referred to as ms consisting of wires, underground conduits, cables, vaults, manholes, handholes, and including above-ground enclosures, markers and concrete pads and other appurtenant fixtures and equipment necessary or useful for distributing electrical energy and for transmitting intelligence, data and/or communications (eg. through fiber optic cable), in, on, over, under, across and along that certain real property in the County of Orange, State of California, described as follows:
TWO STRIPS OF LAND LYING WITHIN PARCEL 2 OF PARCEL MAP NO. 79-772, AS PER MAP FILED IN BOOK 139, PAGES 5 AND 6 OF PARCEL MAPS, IN THE OFFICE OF THE COUNTY RECORDER OF SAID COUNTY, THE CENTERLINES OF SAID STRIPS ARE DESCRIBED AS FOLLOWS:
STRIP #1 (6.00 FEET WIDE)
COMMENCING AT THE SOUTHEASTERLY CORNER OF SAID PARCEL 2; THENCE ALONG THE TRUE POINT OF BEGINNING ; THENCE
NORTHWESTERLY AND HAVING A RADIUS OF 12.50 FEET; THENCE NORTHEASTERLY ALONG SAID
ENCE NORTH
6 FEET TO A POINT OF ENDING, SAID
THE SIDELINES OF SAID STRIP ARE TO BE PROLONGED OR SHORTENED TO TERMINATE NORTHWESTERLY IN THE EASTERLY AND SOUTHERLY LINES OF STRIP #2 DESCRIBED HEREINBELOW AND TO JOIN AT THE ANGLE POINT.
EXCEPTING THEREFROM THAT PORTION INCLUDED WITHIN PUBLIC STREET.
STRIP #2 (16.00 FEET WIDE)
COMMENCING TRUE POINT OF
BEGINNING TO A POINT OF ENDING.
409
2 DSE802324962
TD2105021
CONTAINING A TOTAL AREA OF APPROXIMATELY 1,576 SQUARE FEET.
FOR SKETCH TO ACCOMPANY LEGAL DESCRIPTION, SEE EXHIBIT A ATTACHED HERETO AND MADE A PART HERE OF.
It is understood and agreed that the above description is approximate only, it being the intention of the Grantor(s) to grant an easement for said systems as constructed. The centerline of the easement shall be coincidental with the centerline of said systems as constructed in, on, over, under, across, and along the Grantor(s) property.
This legal description was prepared pursuant to Sec. 8730(c) of the Business & Professions Code.
Grantor further grants, bargains, sells and conveys unto the Grantee the right of assignment, in whole or in part, to others, without limitation, and the right to apportion or divide in whatever manner Grantee deems desirable, any one or more, or all, of the easements and rights, including but not limited to all rights of access and ingress and egress granted to the Grantee by this Grant of Easement.
Grantor agrees for himself, his heirs and assigns, not to erect, place or maintain, nor to permit the erection, placement or maintenance of any building, planter boxes, earth fill or other structures except walls and fences on the above described real property. The Grantee, and its contractors, agents and employees, shall have the right to trim or cut tree roots as may endanger or interfere with said systems and shall have free access to said systems and every part thereof, at all times, for the purpose of exercising the rights herein granted; provided, however, that in making any excavation on said property of the Grantor, the Grantee shall make the same in such a manner as will cause the least injury to the surface of the ground around such excavation, and shall replace the earth so removed by it and restore the surface of the ground to as near the same condition as it was prior to such excavation as is practicable.
EXECUTED this _____ day of _______________________, 20____.
GRANTOR
CITY OF ORANGE, a municipal corporation
____________________________________
Signature
____________________________________
Print Name
____________________________________
Title
410
3 DSE802324962
TD2105021
A Notary Public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California )
County of )
On _______________________ before me, , a Notary Public, personally appeared , who proved to me on the basis of
satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature _______________________________ (Seal)
411
4 DSE802324962
TD2105021
EXECUTED this _____ day of _______________________, 20__.
GRANTEE
SOUTHERN CALIFORNIA EDISON COMPANY,
a corporation
____________________________________
Signature
____________________________________
Print Name
____________________________________
Title
A Notary Public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California )
County of )
On _______________________ before me, , a Notary Public, personally appeared , who proved to me on the basis of
satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature _______________________________ (Seal)
412
413
Agenda Item
City Council
Item #: 3.17. 3/12/2024 File #: 24-0074
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Pamela Coleman, City Clerk
1. SUBJECT
Adoption of records retention schedules. Resolution No. 11530.
2. SUMMARY
The City is upgrading its record management program, including its record retention policies. The adoption of this retention schedule will result in efficiency gains and cost savings.
3. RECOMMENDED ACTION
Adopt Resolution No. 11530. A Resolution of the City Council of the City of Orange adopting a records retention schedule and authorizing destruction of certain city records.
4. FISCAL IMPACT
None.
5. STRATEGIC PLAN GOALS
Goal 4: Provide outstanding public service
b: Provide facilities and services to meet customer expectations. c: Enhance technology to improve public accessibility to information and services.
6. DISCUSSION AND BACKGROUND
Orange selected Gladwell Governmental Services, Inc., an expert in local government records, to update its records management program. An upgrade in the existing program was also necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency, and take advantage of current technology and changes in law.
The upgrade of the current records management systems is driven by many factors, including:
· Very limited space in city facilities
· Many departments are filing and storing copies of the same records · Orange produces and manages many permanent records
· Escalating records storage expenses
· Technology advancements
· Changes in law
City of Orange Printed on 3/7/2024Page 1 of 2
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Item #: 3.17. 3/12/2024 File #: 24-0074
The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation, and disposal of all records managed by the City.
The retention periods are in compliance with all laws and are standard business practices for California cities.
The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of city records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Orange will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk, and City Attorney, which is provided in Section 2 of the proposed resolution. This will reduce costs and improve efficiency for the City.
It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3.
7. ATTACHMENTS
· Resolution No. 11530
City of Orange Printed on 3/7/2024Page 2 of 2
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Agenda Item
City Council
Item #: 3.17. 3/12/2024 File #: 24-0074
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Pamela Coleman, City Clerk
1. SUBJECT
Adoption of records retention schedules. Resolution No. 11530.
2. SUMMARY
The City is upgrading its record management program, including its record retention policies. The adoption of this retention schedule will result in efficiency gains and cost savings.
3. RECOMMENDED ACTION
Adopt Resolution No. 11530. A Resolution of the City Council of the City of Orange adopting a records retention schedule and authorizing destruction of certain city records.
4. FISCAL IMPACT
None.
5. STRATEGIC PLAN GOALS
Goal 4: Provide outstanding public service
b: Provide facilities and services to meet customer expectations. c: Enhance technology to improve public accessibility to information and services.
6. DISCUSSION AND BACKGROUND
Orange selected Gladwell Governmental Services, Inc., an expert in local government records, to update its records management program. An upgrade in the existing program was also necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency, and take advantage of current technology and changes in law.
The upgrade of the current records management systems is driven by many factors, including:
· Very limited space in city facilities
· Many departments are filing and storing copies of the same records · Orange produces and manages many permanent records
· Escalating records storage expenses
· Technology advancements
· Changes in law
City of Orange Printed on 3/7/2024Page 1 of 2
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416
Item #: 3.17. 3/12/2024 File #: 24-0074
The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation, and disposal of all records managed by the City.
The retention periods are in compliance with all laws and are standard business practices for California cities.
The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of city records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Orange will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk, and City Attorney, which is provided in Section 2 of the proposed resolution. This will reduce costs and improve efficiency for the City.
It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3.
7. ATTACHMENTS
· Resolution No. 11530
City of Orange Printed on 3/7/2024Page 2 of 2
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417
RESOLUTION NO. 11530
A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF ORANGE ADOPTING A
RECORDS RETENTION SCHEDULE AND
AUTHORIZING DESTRUCTION OF CERTAIN
CITY RECORDS
WHEREAS, the City Clerk is responsible for the administration and management of City records and public records and their retention as determined by their legal, fiscal, administrative and archival value; and
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Orange; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City of Orange previously adopted Resolution No s. 9499 and 10525 , approving a Records Retention Policy and Retention Schedule.
NOW, THEREFORE, BE IT RESOLVED by the City Council as follows:
SECTION 1. Resolution Nos. 9499 and 10525 are hereby repealed.
SECTION 2. The records of the City of Orange, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, without further action by the City Council of the City of Orange.
SECTION 3. Updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.
SECTION 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.
SECTION 5. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.
418
2 SECTION 6. This resolution shall become effective immediately upon its passage and adoption.
ADOPTED this _____ day of _____________________ 2024.
Daniel R. Slater, Mayor, City of Orange
ATTEST:
Pamela Coleman, City Clerk, City of Orange
APPROVED AS TO FORM:
Mike Vigliotta, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss.
CITY OF ORANGE )
I, PAMELA COLEMAN, City Clerk of the City of Orange, California, do hereby certify that the foregoing Resolution was duly and regularly adopted by the City Council of the City of Orange at a regular meeting thereof held on the _____ day of February 2024, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
Pamela Coleman, City Clerk, City of Orange
419
HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission
A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.
The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive ), all electronic and paper records should be destroyed (or deleted / erased ) after the specified period of time has elapsed and authorization to destroy has been obtained.
Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.
The term “records” shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act.
STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City -wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and t herefore responsible for maintaining the official (original) record for the prescribed length of time.
Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Depart ment. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.
BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.
AUTHORIZATION TO DESTROY RECORDS:
Destruction of an official (original) record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an official (original) record.
Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.
On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”
Draft 420
RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission
OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.
Usually it is the department that originates the record.
Records Description: The record series (a group of like records).
Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.
Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained
For file folders containing documents with different retention timeframes, use the document with the longest retention time.
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes
Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format ;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes , and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.
Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Draft
421
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-001
Accident / Incident Reports - MEMBERS OF
THE PUBLIC
Send a copy to Risk Management, who also
retains employee injuries
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-002
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Brown Act challenges must be filed within
30 or 90 days of action; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Certified Payrolls,
Project Schedules, RFP - Request for Proposal
or Successful Proposal, etc.)
Send all Original Agreements / Contracts,
Amendments, and Insurance certificates to the
City Clerk
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR
91.105(h), 92.505, & 570.502(b), 29 CFR
97.42; OMB Circular A-133GC §34090
Lead Dept. CW-004
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Certified Payrolls,
Project Schedules, RFP - Request for Proposal
or Successful Proposal, etc.)
Send all Original Agreements / Contracts,
Amendments, and Insurance certificates to the
City Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
City preference; Covers E&O Statute of
Limitations; Published Audit Standards=4-
7 years; Statute of Limitations: Contracts
& Spec's=4 years, Wrongful Death=comp.
+ 5 years, Developers=comp. + 10 years;
CCP §337 et. seq., GC §34090
CITY-WIDE (Used by All Departments)
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
422
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Lead Dept. CW-005
Agreements & Contracts: Approved by
Department Head ONLY
City Clerk retains originals if approved by the
City Manager or City Council
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute of
Limitations: Contracts & Spec's=4 years,
CCP §337 et. seq., GC §34090
Lead Dept. CW-006
Agreements & Contracts: Approved by
Department Head ONLY
UNSUCCESSFUL BIDS, PROPOSALS or
RESPONSES to RFPs (Request for Proposals)
and/or RFQs (Request for Qualifications) that
don't result in a contract
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Finance / Purchasing retains the originals
of Formal procurements; Includes
unopened bids; GC §34090
n/a CW-007
Boards, Commissions, & Committees:
External Organizations - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Ppr Non-records
City Clerk CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
MINUTES
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Send all originals to the City Clerk; GC
§34090.7
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b)
Staffing Dept. CW-010
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
AUDIO RECORDINGS
30 days, or
After Minutes
are Approved,
Whichever is
Longer
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
423
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Staffing Dept. CW-011
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
VIDEO RECORDINGS
2 years Mag
Department preference; Video recordings
of meetings are required for 90 days; GC
§34090.6
Staffing Dept. CW-012
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Only Citizen Advisory Boards appointed by
the City Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.
Staffing Dept. CW-013
Committees: Subcommittees of the City
Council (Ad-Hoc or Standing Committees)
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
All final actions are made by the City
Council and reflected in their records; GC
§34090
Lead
(Responding)
Dept.
CW-014 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
City preference; Claims must be filed in 6
months or 1 year; CCP §§338 et seq., 340
et seq., 342, GC §34090
Lead Dept. CW-015 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-016
Correspondence - ROUTINE
(Content relates in a SUBSTANTIVE way to
the conduct of the public's business)
(e.g. e-mail, Letters, Memorandums,
Administrative, Chronological, General Files,
Reading File, Working Files, etc.)
IF the Content relates in a SUBSTANTIVE way
to the conduct of the public's business
2 years Mag,
Ppr
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose v.
Superior Court (Smith). S218066.
Supreme Court of California, 2017; GC
§34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
424
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-017
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, PowerPoint
presentations, speaker cards, speech notes,
staff videoconference chats, notes and
recordings, supply inventories, telephone
messages, text messages, transmittal letters,
thank yous, requests from other cities,
preliminary notices for construction projects,
undeliverable envelopes, visitors logs, voice
mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are filed and
retained based upon their CONTENT.
Records, e-mails, electronic records, or
social media postings where the Content
relates in a substantive way to the
conduct of the public's business, or
that ARE made or retained for the
purpose of preserving the informational
content for future reference are saved
by printing them out and placing in a file
folder, or saving them electronically in a
folder outside the e-mail system; If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary drafts. GC §34090,
GC §7927.500; Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v. Superior Court
(Smith). S218066. Supreme Court of
California, 2017
Lead Dept. CW-018 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.
GC §§34090, 7927.500, 7928.705
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
425
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Lead Dept. CW-019 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.
Lead Dept. CW-020 Grant Applications funded by the City's General Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept. CW-021 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-022
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.
Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; 2 CFR 200.334; 24 CFR
91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Lead Dept. CW-023 Newspaper Clippings
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
426
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Human
Resources CW-024 Personnel Files (Department Copies)
Send all originals to Human Resources
Send any
copies to
Human
Resources
upon
Separation or
Transfer
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Originals are retained by Human
Resources; GC §34090.7
Lead Dept. CW-025 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Notes maintained in a separate folder to
be incorporated into performance
evaluation, or to document progressive
discipline; GC §34090 et seq.
Lead Dept. CW-026 Photographs
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Ordered
the Appraisal)
CW-027 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-028 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR
91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
n/a CW-029
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, etc.:
Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
Mag,
Ppr Non-Records
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
427
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Lead Dept. CW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, Strategic Plans, etc.:
Produced by YOUR Department
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-031
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, Strategic Plans, etc.:
Produced by OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-032 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-033 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Lead Dept. CW-034 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Lead Dept. CW-035
Surveys / Questionnaires (that the City issues).
If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
428
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Lead Dept. CW-036
Training Presented by City Staff - COURSE
RECORDS
(Attendance Rosters, Outlines and Materials;
includes Ethics, Harassment, & Safety Training
& Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Meets OSHA
requirements; Ethics Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 12960, 34090,
53235.2(b), 53237.2(b)
Lead Dept. CW-037
Video Recordings - Building Security, Regular
and Ongoing Operations (Employees
Performing Work, Cashiering, Building Security,
etc.)
1 year Mag Records regular and ongoing operations;
GC §34090.6 et seq,
Lead Dept. CW-038 Video Recordings - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Lead Dept. CW-039
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years Ppr
Department Preference; EEOC / FLSA /
ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection,
or discharge; ; 29 CFR 1627.3(b)(i), 29
CFR 1602.14; GC §§12946, 12960,
34090; 29 USC 1113
Lead Dept. CW-040
Volunteer / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Department Preference; EEOC / FLSA /
ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection,
or discharge; ; 29 CFR 1627.3(b)(i), 29
CFR 1602.14; GC §§12946, 12960,
34090; 29 USC 1113
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
429
Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(City Attorney, Risk Management)
Page CA-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
CITY ATTORNEY
City Attorney CA-001 Administrative Hearings (Dangerous Animals, etc.)
Final
Decision +
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department Preference; GC §34090
City Attorney CA-002 Amicus Briefs Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department Preference; GC §34090
City Attorney CA-003 City Attorney Opinions 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department Preference; GC §34090
City Attorney CA-004
Lawsuits / Litigation - May include
correspondence, pleadings, transcripts,
appeals, Settlement Agreements, Court
Decisions, etc.
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S
Yes:
After QC
& OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
City Attorney CA-005 Legal Advice Files Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department Preference; GC §34090
City Attorney CA-006 Legal Case Management Software
Database
Indefinite -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department Preference; GC §34090
City Attorney CA-007 Work Request / Legal Advice Request 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department Preference; GC §34090
CITY ATTORNEY/ RISK MANAGEMENT
City
Attorney /
Risk
Management
CA-008 Claim for Damages / Claims Against the
City
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S
Yes:
After QC
& OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
430
Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(City Attorney, Risk Management)
Page CA-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
City
Attorney /
Risk
Management
CA-009 COVID-19 Notifications to Employees 3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
LC §6409.6(k), GC §34090
City
Attorney /
Risk
Management
CA-010 Insurance Policies -
General Liability, Workers Compensation P Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department Preference; Covers longest possible
statute of limitations; CCP §337 et seq.; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i); GC §§
911.2, 34090
City
Attorney /
Risk
Management
CA-011 Insurance Policies -
Property, Fire, Theft, etc.
Expiration +
4 years
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department Preference; Covers statute of
limitations for contracts; CCP §337 et seq.; GC
§34090
City
Attorney /
Risk
Management
CA-012 OSHA Citations and Inspections 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
OSHA requires 5 years; State law requires 2
years; 8 CCR §3203(b)(1), OMB 1220-0029; GC
§34090; LC §6429c
City
Attorney /
Risk
Management
CA-013 OSHA Logs - 200, 300, 301, 301A 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
OSHA requires 5 years; State law requires 2
years; 8 CCR 14300.33(a), 8 CCR §3203(b)(1),
GC §34090.7; LC §6429c
City
Attorney /
Risk
Management
CA-014 Property Damage Claims / Subrogation /
Restitution 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department preference; Meets municipal
government auditing standards; GC §34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
431
Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(City Attorney, Risk Management)
Page CA-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
City
Attorney /
Risk
Management
CA-015
Workers Compensation Claims / Long
Term Disability Claims (Includes all
Accident, Incident, or Injury Reports from
Employees)
Separation
+ 30 years
OR
Termination
of Benefits
+ 30 years,
Whichever
is Longer
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department preference; Claims can be made for
30 years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
432
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-001
Agenda Packets / Staff Reports: City
Council, Redevelopment Agency,
Successor Agency, Oversight Board, Public
Financing Authority, Industrial
Development Authority
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-002
Agreements & Contracts, Amendments - ALL
Approved by the City Manager or City
Council
(INFRASTRUCTURE, OR IF IMAGED, JPAs,
MOUs)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work), insurance
certificates
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property &
property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, etc.
P Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
response; Statute of Limitations is 10 years for
Errors & Omissions; 4 years for all contracts;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention requirements
in 48 CFR 4.703(a)
CITY CLERK
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
433
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-003
Agreements & Contracts, Amendments - ALL
Approved by the City Manager or City
Council
(NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT IMAGED)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work), insurance
certificates
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Personnel,
Professional Services, etc.
Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; Statute of Limitations
is 10 years for Errors & Omissions; 4 years for
all contracts; CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)
City Clerk CC-004 Board & Commission / Committee Applications (All, whether appointed or not) 2 years Mag, Ppr Yes: After QC & OD GC §34090
City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After
QC & OD GC §34090
City Clerk CC-006 City Articles of Incorporation P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-007 Claim for Damages Forms, 2 years Mag, Ppr Yes: After
QC & OD
Risk Management handles Claim Files; GC
§34090
City Clerk CC-008
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):
ELECTRONICALLY FILED / DATABASE
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Statements filed electronically are required for
10 years; City maintains copies only; original
statements are filed with FPPC; GC
§81009(f)(g); GC §84615
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
434
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-009
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):
DESIGNATED EMPLOYEES &
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
City maintains original statements; GC
§81009(e)&(g)
City Clerk CC-010
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):
PUBLIC OFFICIALS (elected & not elected.
Includes City Council Members, Planning
Commission Members, City Manager, City
Treasurer & City Attorney)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
City maintains copies only; original statements
are filed with FPPC; GC §81009(f)&(g)
City Clerk CC-011 Economic Interest Filings - Lobbyist
Registration (City Ordinance)
Last Report
+ 5 years
Mag,
Ppr Department preference; GC §34090
City Clerk CC-012
Economic Interest Filings - Lobbyist
Reporting (City or FPPC Form 635 / 602) -
Lobbyist Authorization / Reporting
5 years Mag,
Ppr 2 CCR 18615(f), GC §34090
City Clerk CC-013
Filing System / Subject Files / Function Filing
System - HISTORICALLY SIGNIFICANT,
LAND, PLANNING, CAPITAL
IMPROVEMENT INFRASTRUCTURE
PROJECTS
P Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-014 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT
Minimum 2
years Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-015 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
City Clerk CC-016 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years
Should post on website for 4 years; GC
§81009(e)
City Clerk CC-017 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e)
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
435
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-018 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years
Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)
City Clerk CC-019
Campaign Disclosure Statements (FPPC 400
Series Forms, 501 Form): SUCCESSFUL
CANDIDATES (Elected Officials)
P Mag, Mfr,
OD, Ppr S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-020
Campaign Disclosure Statements (FPPC 400
Series Forms, 501 Form):
UNSUCCESSFUL CANDIDATES - PRIOR TO
ELECTRONIC FILING
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-021
Campaign Disclosure Statements (FPPC 400
Series Forms, 501 Form): UNSUCCESSFUL
CANDIDATES, ELECTRONICALLY FILED -
WITH or WITHOUT Committees
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Campaign statements must be posted on the
City’s website within 72 hours and remain on
line for 4 years; Statements filed electronically
are required for 10 years; GC §81009(b)&(g);
GC §84615
City Clerk CC-022
Campaign Filings (FPPC 400 Series Forms):
THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
City Clerk CC-023
Campaign Filings (FPPC 400 Series Forms):
OTHER COMMITTEES (PACS - not candidate-
controlled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
City Clerk CC-024
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between unsuccessful
& successful candidates; EC §17100
CITY CLERK ELECTIONS (CONSOLIDATED)
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
436
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-025
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between unsuccessful
& successful candidates; EC §17100
City Clerk CC-026
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Planning Commission, Precinct Maps,
County Election Services, Candidate
Statements to be printed in the Sample Ballot,
Polling Locations and Precinct Board
Members, Notices, Postings, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-027
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-028 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk CC-029 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk CC-030
Prop. 218 (Property-based fees) - Notice
Mailing List, Protest Letters / Ballots,
Tabulation
2 years Mag, Ppr GC §53753(e)(2)
(End of Elections Section)
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
437
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-031
Ethics Training Certificates for City Council,
Board and Commission Members /
Harassment Prevention Training Certificates
for City Council
5 years Mag, Mfr,
OD, Ppr S Yes: After
QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b)
City Clerk CC-032
Historical Records, Photographs, & Historical
Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
City Clerk CC-033
Insurance Certificates - Those that cannot be
matched to a specific agreement or contract,
and DOES NOT have a current agreement /
contract with the City
When No
Longer
Required
Mag, Ppr Not a City record
City Clerk CC-034
Insurance Certificates - Those that cannot be
matched to a specific agreement or contract,
and MAY have a current agreement / contract
with the City
11 years Yes: Before
Completion
Mag, Mfr,
OD, Ppr S Yes: After
Inactive
Longest Statute of Limitations is 10 years;
Conforms with Agreement Retention (usually
filed with agreement); CCP §337 et seq.; GC
§34090
City Clerk CC-035
Minutes: City Council, Redevelopment Agency,
Successor Agency, Public Financing Authority,
Industrial Development Authority
ALL Boards & Commissions: CDBG Program
Committee, Design Review Committee,
Investment & Audit Committee: Planning
Commission, Traffic Commission,
P Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-036 Oath of Office / Appointments: City Council, Board and Commission Members
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department Preference; Statute of Limitations:
Public official misconduct is discovery of
offense + 4 years, GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC 1113
City Clerk CC-037 Ordinances P Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
438
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-038 Passport Transmittals 24 months Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD
US Passport requirement to destroy forms
monthly; GC §34090
City Clerk CC-039
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 City Clerk CC-040 Public Records Requests / Subpoenas Duces Tecum / Database (Next Request) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-041
Recorded Documents / Real Property: Deeds,
Easements, Right of Ways, Abandonments /
Vacation, Liens / Lien Releases
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(a)
City Clerk CC-042 Recordings: Audio or Video of City Council Meetings
Minimum 4
years Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
City Clerk CC-043 Records Destruction Authorization Forms & Certifications (All Departments) 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD Department preference; GC §34090
City Clerk CC-044
Resolutions: City Council, Redevelopment
Agency, Successor Agency, Oversight Board,
Public Financing Authority, Industrial
Development Authority
P Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
439
Ver. 2.5 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY MANAGER
City Manager CM-001 City Manager Weekly Reports 2 years Mag, Ppr GC §34090 City Manager CM-002
Contracts for Investigators (Department
Heads only - Human Resources retains
Employees)
Excludes Police
Completion +
5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference; Statute of Limitations for
contractual obligations is 4 years; CCP §§337.
337.1(a), 337.15, 343; GC §34090
City Manager CM-003 Film Permits Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Department Preference; GC §34090 et seq.
City Manager CM-004
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Department preference; GC §34090
City Manager CM-005 Proclamations & Certificates 2 years Mag, Ppr GC §34090 City Manager CM-006 Project Files / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Department Preference; GC §34090 et seq.
City Manager CM-007 Public Information / Press Releases (except Fire and Police) 2 years Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
GC §34090
Finance CM-008 Travel Records / Expense Reports
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
GC §34090.7
EMERGENCY SERVICES
City Manager /
Emergency
Services
CM-009 Emergency Operations Center Activations
and Drills / EOC Activations and Drills 10 years Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:
After QC
& OD
Department preference to ensure reimbursement
from FEMA or OES, if applicable; GC §34090
City Manager /
Emergency
Services
CM-010
Emergency Operations Plan (includes
Office of Emergency Management &
Homeland Security)
When
Superseded Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
GC §34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
440
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Housing, Planning) Page CD-1
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
BUILDING & SAFETY
Lead Div. CD-001 _Permit Database (TrackIT) Indefinite
(Perm) Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
Community
Develop. /
Building & Safety
CD-002 Activity Reports / Building Activity Reports
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts not retained in the
ordinary course of business (Reports can
be re-run from the database); GC §34090
Community
Develop. /
Building & Safety
CD-003
Address Files / Building Permit Applications
Never Issued (Applicant Notified Ready for
Issuance and never followed through)
Upon
Expiration Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts; Content does not
relate in a substantive way to the conduct
of the public's business; GC §34090,
Community
Develop. /
Building & Safety
CD-004 Address Files / Building Permits P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Community
Develop. /
Building & Safety
CD-005
Building Plans - Finalled - INDUSTRIAL,
COMMERCIAL, MULTI-FAMILY DWELLINGS,
PLACES OF PUBLIC ACCOMMODATION
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Law requires for the life of the building for
commercial and common interest
dwellings only; CBC 104.7 & 107.5,
H&S§19850, GC §34090
Community
Develop. /
Building & Safety
CD-006 Building Plans - Cancelled or Withdrawn
Upon
Cancellation
or withdrawal
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Develop. /
Building & Safety
CD-007 Building Plans - Expired, never started
construction.
Upon
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Community
Develop. /
Building & Safety
CD-008 Building Plans - Expired, construction started
(or unknown) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
441
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Housing, Planning) Page CD-2
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
Develop. /
Building & Safety
CD-009 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
Community
Develop. /
Building & Safety
CD-010 Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Community
Develop. /
Building & Safety
CD-011 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §50022.6
Community
Develop. /
Building & Safety
CD-012 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Building & Safety
CD-014
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Develop. /
Building & Safety
CD-015 Correction Notices - Building
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building & Safety
CD-016 Energy Calculations
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (Preliminary
Drafts); GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
442
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Housing, Planning) Page CD-3
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
Develop. /
Building & Safety
CD-017 Geotechnical and Soils Reports (all) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Building & Safety
CD-018 Plan Check Comments
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building & Safety
CD-019 Stop Work Notices
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building & Safety
CD-020 Structural Calculations - (all)
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (Preliminary
Drafts); GC §34090
CODE ENFORCEMENT
Lead Div. CD-021 _Permit Database (TrackIT) Indefinite
(Perm) Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
Community
Develop. / Code
Enforcement
CD-022
Code Enforcement / Abatement / Short Term
Rental (STR) Violation Case Files
(may Include Citations, Notice of Violations,
Photos, and Code Enforcement Complaint
Letters)
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Community
Develop. / Code
Enforcement
CD-023 Hearing Officer Determinations / Appeals of Code Enforcement Actions
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Community
Develop. / Code
Enforcement
CD-024 Liens & Releases P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090(a)
Community
Develop. / Code
Enforcement
CD-025
Permits: Mobile Vending Vehicle, Sidewalk
Vending, Special Promotion Permits, Temporary
Banner Permit, etc.
Expiration +
2 years
Yes: Until
Completion Mag, Ppr S / I Yes: After
QC & OD GC § 34090
HOUSING
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
443
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Housing, Planning) Page CD-4
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
Development /
Housing
CDBG Program Committee / Community
Development Block Grant Program Committee
AGENDAS & STAFF REPORTS
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference to be consistent
with CDBG retention (see City-wide,
Grants); GC §34090
Community
Development /
Housing
CDBG Program Committee / Community
Development Block Grant Program Committee
AUDIO RECORDINGS
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
City Clerk
CDBG Program Committee / Community
Development Block Grant Program Committee
MINUTES
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Send all originals to the City Clerk; GC
§34090.7
Community
Development /
Housing
CDBG Program Committee / Community
Development Block Grant Program Committee
RESOLUTIONS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community
Development /
Housing
CDBG Program Committee / Community
Development Block Grant Program Committee
VIDEO RECORDINGS
2 years Mag
Department preference; Video recordings
of meetings are required for 90 days; GC
§34090.7
Community
Development /
Housing
CD-026 Housing Applications Rejected (First Time Home
Buyers, Rehabilitation, HOME, etc.) 5 years Mag, Ppr Department preference; GC §34090 Community
Development /
Housing
CD-026.5
Housing Plans: Consolidated Annual Performance
and Evaluation Review (CAPER) /
Comprehensive Housing Affordability Strategy
(CHAS)
Minimum 5
years Mag, Ppr Required for 5 years; 24 CFR 91.105(h);
GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
444
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Housing, Planning) Page CD-5
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
Development /
Housing
CD-027
Housing Programs: Affordable Housing Projects,
HOME, Rehabilitation, CDBG-funded Housing
Projects, etc.
May include inclusionary housing agreements,
regulatory agreements, promissory notes, deeds
of trust, resale restrictions, rights of first refusal
and options to purchase, etc.
WITHOUT a Recapture / Resale Restriction
Loan Pay-off
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
HUD requires 5 years after the
agreement terminates; Consistent with
Consolidated Plan Requirements;
Required for 3-4 years from expenditure
or performance report; 2 CFR 200.334;
24 CFR 92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090
Community
Development /
Housing
CD-028
Housing Programs: Affordable Housing Projects,
HOME, Rehabilitation, CDBG-funded Housing
Projects, etc.
May include inclusionary housing agreements,
regulatory agreements, promissory notes, deeds
of trust, resale restrictions, rights of first refusal
and options to purchase, etc.
WITH a Recapture / Resale Restriction
5 years after
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
HUD requires 5 years after the project
completion; documents imposing
recapture / resale restrictions are 5 years
after the affordability period terminates;
Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report; 2 CFR 200.334; 24
CFR 92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090
Community
Development /
Housing
CD-028.5
Preliminary Application Form (required for a
housing development project that includes
residential units; form is provided by California
Department of Housing & Community
Development
5 years Mag, Ppr
Various benchmarks are placed using the
number of residential dwelling units on
the project site within the last five years;
GC §§34090, 66300.
PLANNING
Lead Div. CD-029 Permit Database (TrackIT) Indefinite
(Perm) Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
445
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Housing, Planning) Page CD-6
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
Develop. /
Planning
CD-030
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, Uniform Development Application,
etc.)
Examples:
Conditional Use Permits (CUPs)
Density Bonus
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Public Art
Rezones
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090,
34090.7
Community
Develop. /
Planning
CD-031 Advanced Planning / Long Range Planning /
Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Planning
CD-032 Aerial Photographs (Historical) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
446
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Housing, Planning) Page CD-7
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
Develop. /
Planning
CD-033 Annexations / Boundaries / Consolidations /
LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Census Bureau CD-039 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (Non-Records - Census Bureau is OFR)
Community
Develop. /
Planning
CD-040 Design Review Committee
AGENDAS & STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (Design Review
Committee can approve or deny
applications); GC §34090
Community
Develop. /
Planning
CD-041 Design Review Committee
AUDIO RECORDINGS
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
City Clerk CD-042 Design Review Committee
MINUTES & RESOLUTIONS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Send all originals to the City Clerk; GC
§34090.7
Community
Develop. /
Planning
CD-043 Design Review Committee
VIDEO RECORDINGS 2 years Mag
Department preference; Video recordings
of meetings are required for 90 days; GC
§34090.7
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
447
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Housing, Planning) Page CD-8
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
Develop. /
Planning
CD-044
Environmental Determinations / Permits:
Environmental Impact Reports (EIRs), Negative
Declarations, etc.) / CEQA - Where Planning is
the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Community
Develop. /
Planning
CD-045
Environmental Determinations / Plans:
Environmental Impact Reports (EIRs), Negative
Declarations, Notice of Exemption (NOE), etc.) /
CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Develop. /
Planning
CD-046 Environmental Plans P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Develop. /
Planning
CD-047 Environmental Studies 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Develop. /
Planning
CD-048
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans and
Amendments; General Plan Interpretations,
General Plan Conformity Determinations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Develop. /
Planning
CD-049 Historic Preservation / Historical Designations / Historical Landmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
448
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Housing, Planning) Page CD-9
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
Develop. /
Planning
CD-050 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Community
Develop. /
Planning
CD-051 Planning Commission
AGENDAS & STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (Planning
Commission can approve or deny
applications); GC §34090
Community
Develop. /
Planning
CD-052 Planning Commission
AUDIO RECORDINGS
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
City Clerk CD-053 Planning Commission
MINUTES
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Send all originals to the City Clerk; GC
§34090.7
Community
Develop. /
Planning
CD-054 Planning Commission
RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community
Develop. /
Planning
CD-055 Planning Commission
VIDEO RECORDINGS 2 years Mag
Department preference; Video recordings
of meetings are required for 90 days; GC
§34090.7
Other Agencies CD-056 Regional Planning
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
(Non-Records - County, State, or other
agencies retain the originals)
Community
Develop. /
Planning
CD-057
Regulatory Business Permits (Approved &
Unapproved)
Bingo Permits, Live Entertainment, etc.
No Longer In
Business + 2
years
Yes:
During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Develop. /
Planning
CD-058 Temporary Permits (Approved & Unapproved)
Christmas Tree Lots, Pumpkin Lots, etc.
Expiration +
2 years
Yes:
During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
449
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Housing, Planning) Page CD-10
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
Develop. /
Planning
CD-059 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Planning
CD-060 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Planning
CD-061 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (copies); GC
§34090.7
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
450
Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
COMMUNITY SERVICES
Community
Services CS-001 _Recreation Activity Registration Database (CivicRec)
Indefinite -
Minimum 2
years
Mag, Department preference; GC §34090
Community
Services CS-002
Activity / Special Programs / Event Files
Children's Programs, Cultural Arts, Sports,
Seniors, Filming, Theatre Programs etc.
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After
QC'd &
OD
Department preference; GC §34090
Community
Services CS-003 Activity Guide / Class Guide / Program Guide (Final) P
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After
QC'd &
OD
Department preference; GC §34090
Community
Services CS-004
Agreements & Contracts - Class Instructors,
Performers, Special Events, Sponsorships,
Others where Errors & Omissions don't apply
Completion
+ 2 years
Yes:
Before
Completion
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department Preference; Statute of
Limitations for Errors & Omissions is not
applicable; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Community
Services CS-005
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:
Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes:
During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After
QC'd &
OD
GC §34090
Public Works /
Engineering CS-006
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Street Lighting Districts / Special Districts:
Cost Details and Summaries
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Engineering keeps all finals; GC
§34090.7
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
451
Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Engineering
OR
Community
Services
CS-007
Capital Improvement Projects (CIP) - where
Community Services is the Lead:
MAINTENANCE-ONLY PROJECTS (Painting,
Pavement Resurfacing, Potholing, Signal
Synchronization, Slip Lining, Slurry Seal, Re-
Roof, etc. - No change in Infrastructure
Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders, Notice
of Completion, Photos, etc.)
Completion
+ 5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
Public Works /
Engineering
OR
Community
Services
CS-008
Capital Improvement Projects (CIP) - where
Community Services is the Lead:
Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP, etc.
Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP
§337 et. seq., GC §34090
Public Works /
Engineering
OR
Community
Services
CS-009
Capital Improvement Projects (CIP) - where
Community Services is the Lead: Permanent
File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative Declarations,
Categorical Exemptions, Materials Testing Reports,
Grading Permits, Hazardous Materials, Notice of
Completion, Photos, Record Drawings Soils Reports,
Studies, Submittals, Surveys, etc.
P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
452
Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Engineering
OR
Community
Services
CS-010
Drawings - where Community Services is the
Lead: Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Drafts should be destroyed; GC §34090
Community
Services CS-011 Evaluations / Surveys (Programmatic Evaluations of Recreation programs)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After
QC'd &
OD
Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Community
Services CS-012 Incident Reports 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After
QC'd &
OD
GC §34090
Community
Services CS-013 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes:
After
QC'd &
OD
GC §34090
Community
Services CS-014
Park Facility Use Requests / Field Rentals /
Facility Use Applications and Permits (Includes
Insurance Certificates and ABC Permits where
appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After
QC'd &
OD
GC §34090 et. seq.
Community
Services CS-015 Park Planning & Community Events Commission
AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department preference; Audio Required
for 30 days; GC §54953.5(b)
Community
Services CS-016 Park Planning & Community Events Commission
AUDIO RECORDINGS
30 days, or
After
Minutes are
Approved,
Whichever is
Longer
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
453
Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CS-017 Park Planning & Community Events Commission
MINUTES
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Send all originals to the City Clerk; GC
§34090.7
Community
Services CS-018 Park Planning & Community Events Commission VIDEO RECORDINGS 2 years Mag
Department preference; Video
recordings of meetings are required for
90 days; GC §34090.6
Community
Services CS-019 Playground Equipment Inspection & Maintenance 5 years Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department preference; GC §34090
Community
Services CS-020 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After
QC'd &
OD
GC §34090
Community
Services CS-021 Schedules / Hours (classes and staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After
QC'd &
OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Division
Providing
Service / Work
CS-022
Work Orders / Service Requests / Service Orders
- CRM / CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
CS-023
Work Orders / Service Requests / Service Orders
- All Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Preliminary drafts (the database is the
original); GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
454
Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Division
Providing
Service / Work
CS-024
Work Orders / Service Requests / Service Orders
- NOT entered in CRM / CMMS Database (or
partial information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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455
Ver. 2.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED-1 Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ECONOMIC DEVELOPMENT
Economic
Development ED-001 Economic Development Projects (Records related to Business Recruitment or Retention)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Economic
Development ED-002
Redevelopment Projects & Project Areas
(Ensure Planning has all Environmental
Documents, Engineering has all CIP Projects,
and City Clerk has all Real Property records for
Permanent retention)
Completion +
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering ED-003
Redevelopment Projects & Project Areas
CIP Projects built by Redevelopment Agency,
if any
Send to
Engineering
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
ED-004
Redevelopment Projects & Project Areas
Environmental Documents / CEQA Permits,
EIRs, Categorical Exemptions, Negative
Declarations, etc.
Send to
Planning
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk ED-005
Redevelopment Projects & Project Areas
Real Property: Deeds, Easements, Rights of
Way
Send to City
Clerk
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
456
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / ADMINISTRATION
Finance /
Lead Div. FIN-001 _Financial Services Database / ERP Database (EDEN)
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Admin. FIN-002 Audit Reports / Annual Consolidated Financial Report (ACFR) and related Audit Opinions P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Finance /
Admin. FIN-003 Audit Work Papers
5 years?
OR
When No
Longer
Required?
Mag, Ppr Department Preference; preliminary
drafts; GC §34090
Finance /
Admin. FIN-004
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) / General Obligation Bonds / Revenue
Bonds / Assessment District Bonds / CFD
Bonds - Includes Continuing Disclosure
Reports
See Bank Statements for statement retention.
Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are
10 years; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a);
26 CFR 1.6001-1(e): GC §43900 et
seq.
Finance /
Admin. FIN-005 Budgets - Adopted / Final P
Yes:
Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Finance /
Admin. FIN-006 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:
Current
Fiscal Year
Mag, Ppr Department Preference; GC §34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
457
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Admin. FIN-007 Investment & Audit Committee:
AUDIO RECORDINGS
30 days, or
after Minutes
are
Approved,
Whichever is
Longer
Mag Department preference; Audio
Required for 30 days; GC §54953.5(b)
City Clerk FIN-008 Investment & Audit Committee:
MINUTES
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Send all originals to the City Clerk; GC
§34090.7
Finance /
Admin. FIN-009 Investment & Audit Committee:
AGENDAS & STAFF REPORTS
Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference; GC
§54953.5(b)
Finance /
Admin. FIN-010 Single Audits / Transportation Audits / PERS Audit, etc. 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference (exceeds
municipal government auditing
standards); GC §34090
BUSINESS LICENSE
Finance /
Business
License
FIN-011 _Business License Database
Indefinite -
Minimum 5
years
Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
Finance /
Business
License
FIN-012 Business License Applications, Registrations
and Renewals 5 years Ppr Department preference; Meets auditing standards; GC §34090 et seq.
Finance /
Business
License
FIN-013 Short-Term Rental Registrations
Upon
Change of
Ownership
of Property -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference (registrations
have no expiration); GC §34090
FINANCE / GENERAL ACCOUNTING
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
458
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
General
Accounting
FIN-014 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Ppr
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.
FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
General
Accounting
FIN-015
Accounts Payable / Invoices and Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Admin. FIN-016
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Tenant Billing / Rent, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
General
Accounting
FIN-017
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years Mag, Ppr Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
General
Accounting
FIN-018 Checks / Warrant Register Report (issued) 5 years Mag, Mfr, OD, Ppr S Yes: After
QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-019 Checks / Warrants (Cashed or Returned /
NSF) 5 years Mag, Mfr,
OD, Ppr S Yes: After
QC & OD
Department Preference; Meets auditing
standards; GC §34090
Public
Works
Services /
Utility
Billing
FIN-020 Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years Mag, Ppr Department preference; GC §§34090, 26 CFR 31.6001-1
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
459
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
General
Accounting
FIN-021
Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Ppr
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Finance /
General
Accounting
FIN-022 FEMA / OES Claims & Backup Support 10 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD
Department Preference to pass
possible audit; GC §34090
Finance /
General
Accounting
FIN-023 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-024
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
Maturity + 5
years
Yes: Until
Paid Mag, Ppr
Department Preference; Meets auditing
standards; FTC Reg's rely on "self-
enforcement"; GC§§ 34090, 43900
Finance /
General
Accounting
FIN-025 Journal Entries / Journal Vouchers / Budget
Adjustments 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; meets
municipal government auditing
standards; Statute of Limitations is 4
years; GC §34090, CCP § 337
Finance /
General
Accounting
FIN-026
Reports, Financial Reports Created from
Financial Database: General Ledgers,
Subsidiary Ledgers, Trial Balance,
Reconciliations, Registers, Transaction
Histories, Balance Sheets, etc.
When No
Longer
Required
Mag, Ppr Financial system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-027
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Mag, Ppr Department Preference; Meets auditing
standards; GC §34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
460
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk FIN-028 Treasurer's Reports Copies)
Copies -
When No
Longer
Requires
Mag, Ppr Presented to City Council; GC
§34090.7
Finance /
General
Accounting
FIN-029 W-9s
Vendor
Inactive + 5
years
Mag, Ppr Meets IRS auditing standards; GC
§34090
FINANCE / PAYROLL
Finance /
Lead Div. FIN-030 _Payroll Database / ERP Database (EDEN and IntelliTime)
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Payroll FIN-031
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and Coverage) & Transmittal
Form)
5 years Mag, Ppr
Department Preference; Instructions
state "Generally, keep copies of
information returns you filed with the
IRS or have the ability to reconstruct
the data for at least 3 years, from the
due date of the returns"; GC §34090
Finance /
Payroll FIN-032
CalPERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Finance /
Payroll FIN-033 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-034 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Ppr Department Preference; GC §34090, 26 CFR 31.6001-1
Finance /
Payroll FIN-035 DE-34 (California EDD Report of New
Employees) 5 years Mag, Ppr
Department Preference; Instructions
state "Generally, keep copies of
information returns you filed with the
IRS or have the ability to reconstruct
the data for at least 3 years, from the
due date of the returns"; GC §34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
461
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Payroll FIN-036
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA & Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years Mag, Ppr
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-037 Deferred Compensation (City Statements) 5 years Mag, Ppr Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1
Finance /
Payroll FIN-038 Payroll Employee Files (Copies of PAFs, W-4s, Deductions, etc.)
Separation +
5 years Mag, Ppr
Department preference; (meets
municipal government auditing
standards); W-4s are required 4 years
after the due date of such tax for the
return period to which the records
relate, or the date such tax is paid,
whichever is the later. GC §34090; 26
CFR 31.6001-1
Finance /
Payroll FIN-039 Payroll Reports (includes Leave Registers, time Transaction Reports, etc. 5 years Mag, Ppr
Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-040 PERS Statements 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-041 Retiree Medical Enrollment / Retiree Billing / COBRA Billing 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference; Meets
municipal government auditing
standards; GC §34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
462
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Payroll FIN-042 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
Finance /
Payroll FIN-043 W-2's 5 years Mag, Ppr
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
FINANCE / PURCHASING
Finance /
Purchasing FIN-044
Agreements & Contracts: Approved by City
Manager or City Clerk
UNSUCCESSFUL BIDS, PROPOSALS or
RESPONSES to RFPs (Request for
Proposals) and/or RFQs (Request for
Qualifications) that don't result in a contract
Final Agreements or Contracts are retained by
the City Clerk
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
See City-wide for those that the
Department Head can execute the
contract or agreement; Includes
unopened bids; GC §34090
Finance /
Purchasing FIN-045 Bid Opening Files: Proposals, Bid Opening List 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
463
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Purchasing FIN-046 Purchase Orders & Requisitions, Change Orders to Purchase Orders 5 years Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference (Professional
Services always have a contract,
therefore Errors & Omissions are not
applicable); Statute of Limitations is 4
years; 10 years for Errors & Omissions;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090
FINANCE / UTILITY BILLING
Finance /
Utility
Billing
FIN-047 _Customer Service / Utility Billing Database
(Harris)
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §+I13:I28
Finance /
Utility
Billing
FIN-048 Adjustments / Abnormal Read Reports
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference (The Database
is the original; reports are considered
drafts or copies, and can be re-printed
from the database); GC §34090
Finance /
Utility
Billing
FIN-049 Auto-Pay Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Finance /
Utility
Billing
FIN-050 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC
§34090
Finance /
Utility
Billing
FIN-051 Bankruptcies - Where a claim is filed 10 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD
Department Preference (negative
information remains on credit ratings
for 7 years); GC §34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
464
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Utility
Billing
FIN-052 Billing Registers, Payment Registers,
Adjustment Registers
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference (The Database
is the original; reports are considered
drafts or copies, and can be re-printed
from the database); GC §34090
Finance /
Utility
Billing
FIN-053
Checks deposited to Bank (City scans them for
the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions Mag, Ppr These are bank instruments, and not City records; per bank agreement.
Finance /
Utility
Billing
FIN-054 Collections / Collection Agency Case Files &
Statements / Delinquent Accounts 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference; Delinquencies
remain on credit reports for 7 years;
GC §34090 et seq.
Finance /
Utility
Billing
FIN-055 Hydrant Meters - Rentals / Temporary (Pools,
Construction)
End of
Rental + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Finance /
Utility
Billing
FIN-056 Payment Stubs / Water Receipts / Utility
Receipts (when payment is submitted)
When No
Longer
Required
Mag, Ppr
Preliminary Documents - payments can
be made without including the stub; GC
§34090 et seq.
Finance /
Utility
Billing
FIN-057 Residential Water Billing: Appeals - Payment
Delinquency & Impending Discontinuation
Final
Decision + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Documented or attached to Customer
Record in database; GC §34090; H&S
§116908
Finance /
Utility
Billing
FIN-058
Residential Water Billing: Non-payment
Notices / Notice of Payment Delinquency &
Impending Discontinuation (Initial, Final)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Documented or attached to Customer
Record in database; GC §34090; H&S
§116908
Finance /
Utility
Billing
FIN-059
Residential Water Billing: Payment Plans:
Amortization, Alternative Payment Plans,
Deferrals, etc.
Expiration or
Completion
of Payment
Plan
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Documented or attached to Customer
Record in database; GC §34090; H&S
§116910
Finance /
Utility
Billing
FIN-060
Residential Water Billing: Policy on
Discontinuation of Residential Service for
Nonpayment
When
Superseded;
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Must post to Website; H&S §116906;
GC §34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
465
Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Utility
Billing
FIN-061 Residential Water Billing: Report of Annual
Discontinuations of Residential Service
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Must post to Website; H&S §116918;
GC §34090
Finance /
Utility
Billing
FIN-062 Residential Water Billing: Adjustments to
Customer accounts
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Documented or attached to Customer
Record in database; GC §34090; H&S
§116908
Finance /
Utility
Billing
FIN-063 Returned Checks / NSF Checks 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; Meets auditing
standards; GC §34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
466
Ver. 2.5 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FIRE ADMINISTRATION
Fire /
Admin. FR-001 _Fire Incident Database (ERS / ESO)
Indefinite -
Minimum
Life of the
Structure or
Activity or
Minimum 5
years,
Whichever is
Longer
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Data is interrelated; retention is required for Fire
Inspections / Business Inspection Files /
Occupancy Inspections / Approvals, Modification
/ Alternative Methods or Materials; CFC §104.6.2;
GC §34090 et seq.
Fire /
Admin. FR-002 ISO Insurance Ratings 15 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (rated every 10 years);
GC §34090
Fire /
Admin. FR-003 Monthly Statistical Reports / Run Statistics When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Considered a preliminary draft / copy (the Fire
database is the original); GC §34090 et seq.
City Clerk FR-004 Mutual Aid Agreements, Joint Power
Authorities (Local and State)
Copies -
When No
Longer
Required
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD City Clerk is OFR; GC §34090.7
Fire /
Admin. FR-005 Press Releases - Fire Only 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire /
Admin. FR-006 Programs and Projects (e.g. Cadet, CPR
Program, Fire Service Day, etc.)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.
Fire /
Admin. FR-007 Ride-A-Long Waivers 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire /
Admin. FR-008 Strike Team Reimbursement (OES / FEMA) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference to pass possible audit;
GC §34090
FIRE / EMERGENCY MEDICAL SERVICES
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
467
Ver. 2.5 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / EMS FR-009 _Fire Incident ePCR Database (Medical Transports / electronic Patient Care Reports)
Indefinite -
Minimum 30
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference (Only 20 years is
required to meet legal mandates); Data is
interrelated (e-PCRs for minors are required until
1 year after age 18, but not less than 7 years -
see Patient Care Reports); GC §34090 et seq.
Fire / EMS FR-010 Controlled Substance Logs, Inventories / Drug Logs 3 years Yes Mag,
Ppr
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04; GC
§34090
Fire / EMS FR-011 EMS Complaints 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Statute of Limitations for health providers is 3
years; Call Records are required for 3 years; 13
CCR 1100.7, CCP §340.5, GC §34090
Fire / EMS FR-012 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 45 CFR 164.530(j)
Fire / EMS FR-013 HIPAA Release of Protected Health Records 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire / EMS FR-014
Patient Care Reports / PCRs / e-PCRs (EMS
transportation) Reports: ALL (medical and
non-medical.)
Includes e-PCR Database / Electronic
Patient Care Report Database
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (Only 20 years is
required to meet legal mandates); minors are
required until 1 year after age 18, but not less
than 7 years; 10 years is recommended by
AHIMA for "healthcare providers"; Statute of
Limitations for health providers is 3 years; CCP
§340.5, GC §34090; H&S §§1797.98(e) 123145;
42 CFR 482.24(b); 9 CCR 9444, 22 CCR
70751(c) & 71551(c); 22 CCR 70751(c),
71551(c), 73543(a), 74731(a), 75055(a),
75343(a), 77143(a), W&I 14124.1; CMS Pub.
100-4, Chapter 1, Section 110.3
FIRE MARSHAL / FIRE PREVENTION
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
468
Ver. 2.5 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / Fire
Prevention FR-015 _Fire Inspection Database
Indefinite -
Minimum
Life of the
Structure or
Activity or
Minimum 5
years,
Whichever is
Longer
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Data is interrelated; retention is required for Fire
Inspections / Business Inspection Files /
Occupancy Inspections / Approvals, Modification
/ Alternative Methods or Materials; CFC §104.6.2;
GC §34090 et seq.
Fire / Fire
Prevention FR-016
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Modification / Alternative
Methods or Materials / Certificate of
Occupancy
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Required for the Life of
the Structure or Activity, or Minimum 5 years
whichever is longer for Approvals, Inspections,
Fires, Modification / Alternative Methods or
Materials; CFC §§ 104.6 – 104.6.4; GC §34090
Fire / Fire
Prevention FR-017 Fire Inspections / Citations / Notice of Correction / Notice of Violation
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Not required for the Life
of the Structure or Activity, or Minimum 5 years
whichever is longer - only applies to Approvals,
Inspections, Fires, Modification / Alternative
Methods or Materials; CFC §§ 104.6 – 104.6.4;
GC §34090
Fire / Fire
Prevention FR-018 Hazardous Materials - Chemical Site
Analysis, Incidents P Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (5 years is required);
Orange County CUPA has delegated this
program to the City; CUPA = Certified Unified
Program Agencies; GC §34090; 27 CCR
§§15185, 15188, 15280
Fire / Fire
Prevention FR-019 Hazardous Materials - Disclosures Superseded + 5 years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
5 years is required; Orange County CUPA has
delegated this program to the City; GC §34090;
27 CCR §§15185, 15188, 15280
Fire / Fire
Prevention FR-020
Hazardous Materials - Enforcement
Actions, Inventory Reconciliations,
Investigations, Notifications
Case Closed
+ 5 years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
5 years is required; Orange County CUPA has
delegated this program to the City; GC §34090;
27 CCR §§15185, 15188, 15280
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
469
Ver. 2.5 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / Fire
Prevention FR-021 Hazardous Materials - HMBP - Hazardous Materials Business Plans
Superseded
+ 5 years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference - Filed with the State of
California; Orange County CUPA has delegated
this program to the City; GC §34090
Fire / Fire
Prevention FR-022 Hazardous Materials - Inspections P Yes: Before Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
5 years is required; Orange County CUPA has
delegated this program to the City; GC §34090;
27 CCR §§15185, 15188, 15280
Fire / Fire
Prevention FR-023 Hazardous Materials - Inventory, Self- Audits
Case Closed
+ 5 years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
5 years is required; Orange County CUPA has
delegated this program to the City; GC §34090;
27 CCR §§15185, 15188, 15280
Fire / Fire
Prevention FR-024
Permits: Construction & Operational Fire
Permits: High Piled Storage, Sprinkler
Systems, etc.
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; CFC §§ 104.6 – 104.6.4;
GC § 34090 et seq.
Fire / Fire
Prevention FR-025
Permits: Fire Code Permits / Special Event
Permits (assembly permits, burn permits,
candle permits, tent permits, open flame,
etc.)
Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.
Fire / Fire
Prevention FR-026
Plan Review / Fire Sprinkler, Fire Safety
Plans (Final, Approved by the Fire
Department Only)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; CFC §§ 104.6 – 104.6.4,
105.2; GC § 34090 et seq.
Fire / Fire
Prevention FR-027 Public Information / Education (when
produced internally)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire / Fire
Prevention FR-028 Underground Storage Tank (UST) -
Correspondence P Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference - Orange County CUPA
has delegated this program to the City; CUPA =
Certified Unified Program Agencies; GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
470
Ver. 2.5 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / Fire
Prevention FR-029
Underground Storage Tank (UST) -
Installation, Modification, Remediation
Reports, Removal,
P Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (5 years is required);
Orange County CUPA has delegated this
program to the City; GC §34090; 27 CCR
§§15185, 15188, 15280
Fire / Fire
Prevention FR-030
Underground Storage Tank (UST) - Permits,
Owner / Operator Forms, UPCF Form /
Unified Program Consolidated Form UST
Operating Permit Application – Facility
Information
P Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (5 years is required);
Orange County CUPA has delegated this
program to the City; GC §34090; 27 CCR
§§15185, 15188, 15280
Fire / Fire
Prevention FR-031 Underground Storage Tank (UST) - Site Maps P Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference - Orange County CUPA
has delegated this program to the City; GC
§34090
OPERATIONS / SUPPRESSION
Fire / Ops FR-032 _Fire Operations Database
Indefinite -
Minimum
Life of the
Structure or
Activity or
Minimum 5
years,
Whichever is
Longer
Mag Data is interrelated; CFC §104.6.2; GC §34090
et seq.
Fire / Ops FR-033 Call Log / Summary Report / Station Log Books / Red Books 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire / Ops FR-034 Controlled Substance Logs, Inventories / Drug Logs 3 years Yes Mag,
Ppr
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04; GC
§34090
Fire / Ops FR-035 Equipment Records & Testing Surplus + 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference to be in compliance with
NFPA Standards for in-service automotive fire
apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC
§34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
471
Ver. 2.5 RECORDS RETENTION SCHEDULE - FIRE Page FR-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / Ops FR-036 Fire Investigations - Arson & Capital Crimes Only P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference (Capital Crimes have no
statute of limitations); GC §34090 et seq.
Fire / Ops FR-037 Fire Investigations - OTHER Than Arson & Capital Crimes 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090 et seq.
Fire / Ops FR-038 Fire Station Inspection Reports 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Fire / Ops FR-039 PPE Checklists (Personal Protective
Equipment Checklists) 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Fire / Ops FR-040 Pre-Fire Plans When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.
TRAINING
Fire /
Training FR-041 _Training Database (Vector Solutions /
Target Solutions)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090 et seq.
Fire /
Training FR-042
Employee Respiratory Fit Tests, Toxic
Substance Exposures, Rehab Vital Signs,
TB Test, Vaccinations
Separation +
30 years OR
Deceased +
5 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Files maintained
separately; Claims can be made for 30 years for
toxic substance exposure; 8 CCR §3204(d)(1) et
seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946, 34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
472
Ver. 2.5 RECORDS RETENTION SCHEDULE - FIRE Page FR-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire /
Training FR-043
Training File (by employee - in Vector
Solutions Database)
Individual Training Certificates, Continuing
Education for Paramedics
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Paramedic training /
Continued Education is required for 4 years;
Meets OSHA requirements; Ethics Training is 5
years; EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer, selection, or
discharge; State Law requires 4 years for
personnel actions; 8 CCR §3203 et seq., 29
CFR 1627.3(b)(ii), LC §6429(c); GC §§12946,
12960, 34090, 53235.2(b), 53237.2(b); 22 CCR
100395
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
473
Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page AS/HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, Dental, Vision, etc.)
Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Federal law requires 6 years after filing
date for retirement; EEOC / ADEA (Age)
requires 1 year after benefit plan
termination; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Human
Resources HR-002
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final disposition
of formal complaint; State requires 2 years
after "fully and finally disposed"; 2 CCR
11013(c); GC §§12946, 12960, 34090
Human
Resources HR-003
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference to cover Statute of
Limitations; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960, 34090
Human
Resources HR-004 Compensation Surveys & Studies Minimum 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference to cover Statute of
Limitations; ; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; Wage rate tables are 1
or 2 years; State requires 2 years; 29 CFR
516.6(2), 29 CFR 1602.14, GC §§12946,
12960, 34090
Human
Resources HR-005
Contracts for Investigators (Employee
Investigations -
Excludes Police)
Completion +
5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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474
Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page AS/HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-006 Employee Investigations Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference to match retention
for personnel files; statute of limitations for
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
Fire / Training
OR
Human
Resources?
HR-007
Employee Respiratory Fit Tests, Toxic
Substance Exposures, Rehab Vital Signs,
TB Test, Vaccinations
Separation +
30 years OR
Termination of
Benefits + 30
years,
Whichever is
Longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
Human
Resources HR-008 Employment Verifications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Non-records, content is not substantive;
GC §34090 et seq.
Human
Resources HR-009 Grievances Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference to match retention
for personnel files; statute of limitations for
retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; LC 1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
475
Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page AS/HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-010 I-9s Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
Human
Resources HR-011 Industrial Disability Retirement
Separation +
30 years OR
Termination of
Benefits + 30
years,
Whichever is
Longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference; Claims can be
made for 30 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq., 8
CCR 5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946, 12960,
34090
Human
Resources HR-012 Job Descriptions / Job Classification / Job Specifications
Minimum
Superseded +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; retirement benefits is 6 years
from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Human
Resources HR-013
Long Term Disability Claims (Includes all
Accident, Incident, or Injury Reports from
Employees)
Separation +
30 years OR
Termination of
Benefits + 30
years,
Whichever is
Longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference; Claims can be
made for 30 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq., 8
CCR 5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946, 12960,
34090
Finance /
Payroll ? HR-014 Payroll Employee Files (Copies of PAFs, W- 4s, Deductions, etc.)
Separation + 5
years Mag, Ppr Department preference; GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
476
Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page AS/HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-015
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline, Evaluations,
Policy Acknowledgements, Employee's Oath
of Office / Oath for Disaster Worker,
Harassment Prevention Training Certificates,
PAF / Personnel Action Forms, etc.)
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; W-4s are
required four years after the due date of
such tax for the return period to which the
records relate, or the date such tax is paid,
whichever is the later. 26 CFR 31-6001-1;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; 53237.2(b),
LC 1198.5
Human
Resources HR-016
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, etc.
Excludes Fire Respiratory Fit Tests, Toxic
Substance Exposures, Rehab Vital Signs,
TB Test, Vaccinations, which are retained by
Fire
Separation +
30 years OR
Termination of
Benefits + 30
years,
Whichever is
Longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately; Claims
can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090
Human
Resources HR-017
Recruitment and Testing File / NeoGov
Database
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.
Hiring
Decision + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Human
Resources HR-018 Trip Reduction / Rideshare 3 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD AQMD rule 2201(j)(7); GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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477
Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page AS/HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-019 Unemployment Claims Separation + 6
years Mag, Ppr
Department preference to match
Personnel File retention; GC §§12946,
12960, 60201
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
478
Ver. 3.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Information
Technology IT-001 Backups - DAILY, WEEKLY
When No
Longer
Required
Yes Mag.
Used for Disaster Recovery Purposes
Only; Considered a copy and can be
destroyed when no longer required; GC
§34090 et seq.
Information
Technology IT-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. GC §34090 et seq.
Information
Technology IT-003 Network Configuration Maps & Plans
When No
Longer
Required
Mag.
Preliminary documents not retained in the
ordinary course of business; GC §34090
et seq.
Information
Technology IT-004
UNALTERABLE MEDIA / IMMUTABLE
CLOUD BACKUP / (WORM / DVD-r / CD-r /
Blue Ray-R / Optical Disk) or other
unalterable media that does not permit
additions, deletions, or changes
P OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); must
be stored in a "safe and separate
location"; GC 34090, 12168.7, EVC 1550,
2 CCR 22620 et seq.
INFORMATION TECHNOLOGY
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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479
Ver. 2.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
LIBRARY
Library LIB-001 Library Information / Library Management System Database
Indefinite -
Minimum 2
years
Yes Mag, Ppr Data Fields / Records are interrelated; GC §34090
Library LIB-002 Comment Cards / Statements from
Patrons
When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary drafts
not retained in the ordinary course of
business; GC §34090
Library LIB-003 Contest Entries (Photo Contests, etc.)
When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary drafts
not retained in the ordinary course of
business; GC §34090
Library LIB-004 Contest Winners (Photo Contests, etc.) 2 years Mag, Ppr GC §34090 et. seq.
Library LIB-005 Contracts for Digital Services /
Subscription for On-Line Services
Completion
+ 2 years Mag, Ppr GC §34090 et. seq.
Library LIB-006
Facility Rental Applications (Room
Reservations, etc. - also see Insurance on
City-wide)
2 years
Yes:
Before
Event
Mag, Ppr GC §34090
Library LIB-007
Grants: LSCA (Library Services and
Construction), LSTA (Library Services
and Technology), SLRC (State Literacy
Resource Centers), CLLS (California
Library Literacy Services); CLSA
(California Library Services Act, IMLS
(Institute of Museum & Library
Services), and PLF (Public Library
Foundation) ONLY. For all others,
follow City-wide Schedule.
(SUCCESSFUL Reports, and
Financial Information)
Final
Expenditure
+ 5 years
Mag, Mfr,
OD, Ppr S/ I Yes: After
QC & OD
Per California State Library Records
Management Program Requirements (April
27, 1998); GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
480
Ver. 2.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Library LIB-008
History Collection Releases / Grant Deeds
/ Copyright Usage Permission / Photo or
Video Release Agreement / Use Items
from Library Collection, etc.
P Mag, Mfr,
OD, Ppr S/ I Yes: After
QC & OD Department preference; GC §34090 et. seq.
Library LIB-009 Incident Reports / Report Logs (Recurring Offenders)
Minimum 2
years Mag, Ppr Department Preference; GC §34090
Library LIB-010 Inter-Library Loan Records (not accessible to the public) 2 years
Yes:
Before
Event
Mag, Ppr GC §34090
Library LIB-011 Library Board of Trustees
AGENDAS & STAFF REPORTS
Minimum 2
years Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Department preference; Audio Required for
30 days; GC §54953.5(b)
Library LIB-012 Library Board of Trustees
AUDIO RECORDINGS
30 days, or
After
Minutes are
Approved,
Whichever is
Longer
Mag Department preference; Audio Required for
30 days; GC §54953.5(b)
City Clerk LIB-013 Library Board of Trustees
MINUTES
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
Send all originals to the City Clerk; GC
§34090.7
Library LIB-014 Library Board of Trustees
VIDEO RECORDINGS 2 years Mag
Department preference; Video recordings of
meetings are required for 90 days; GC
§34090.6
Library LIB-015 Library Card Applications / Patron
Applications / Internet User Agreements
Minimum 2
years Yes Mag, Ppr GC §34090
Library LIB-016
Library Programs - Education, Youth &
Families, Lifelong Learning, etc. (Program
Manager's Records)
Minimum 2
years Mag, Ppr Department Preference; GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
481
Ver. 2.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Library LIB-017 Library Statistics / Circulation Reports When No
Longer
Required
Mag, Ppr Copies (placed in Library Board's Agenda
Packet); GC §34090.7
Library LIB-018 Program Sign Ups (e.g. Summer Reading)
When No
Longer
Required
Mag, Ppr Content Not Substantive / Preliminary draft;
GC §34090
Library LIB-019
Registrations / Sign-ins / Waivers (Signed
by participants, or their parent or
guardian)
2 years Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
GC §34090 et. seq.
Library LIB-020 Waivers / Release Forms (Artists /
Exhibitor's work in Display Cases) 2 years Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
& OD
GC §34090 et. seq.
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Draft
482
Ver.2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
POLICE ADMINISTRATION / POLICE CHIEF
Police /
Admin. / Chief PD-001
CCW Applications / Renewals (Carry
Concealed Weapon Applications and
Permits) - UNSUCCESSFUL / DENIED
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.
Police /
Admin. / Chief PD-002
CCW Applications / Renewals (Carry
Concealed Weapon Applications and
Permits) - SUCCESSFUL / APPROVED
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.
Police /
Admin. / Chief PD-003 Reports and Studies - Historical P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.
Police /
Admin. / Chief PD-004 Reports and Studies - NOT Historical 10 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.
FIELD OPERATIONS / PATROL
Police / Field
Ops / Patrol PD-005 Canine Animal Files Separation +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.
Police / Field
Ops / Patrol PD-006 Ops Plans (Street Fair, Third of July, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.
Police / Field
Ops / Patrol PD-007 PAS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.
Police / Field
Ops / Patrol PD-008 Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Preliminary drafts (the timecard / timesheet is
the final); GC §34090 et seq.
Police / Field
Ops / Patrol PD-009
Reports to State or Federal Agencies:
Report to POST Commission of peace
officer employment, compliant, finding,
disposition, or judgement pursuant to §PC
13510.9, etc.
Report of data regarding the number, type,
or disposition of complaints made against
its officers
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.
Police / Field
Ops / Patrol PD-010 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After
QC & OD
11 CCR 999.228; 11 CCR 999.229; GC
§34090
Police / Field
Ops / Patrol PD-011 Traffic Control: Radar Calibration Records Life of the Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
483
Ver.2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / Field
Ops / Patrol PD-012 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.
Police / Field
Ops / Patrol PD-013 Use of Force Reviews - Not as a result of a complaint from a member of the public 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD
Department Preference; GC §§12946, 12960,
34090
FIELD SERVICES / COMMUNICATIONS / CAD / DISPATCH
Police / Field
Services /
Commun.
PD-014
Audio Recordings or Tapes - (CAD/RMS)
Recordings of Telephone & Radio
Communications Dispatch Tapes (CAD)
366 days Mag
Department Preference; legally mandated for
100 days; (may be discoverable or made
public in some circumstances), GC §§34090,
34090.6
Police / Field
Services /
Commun.
PD-015 Vacation Checks / Patrol Requests
When No
Longer
Required
Mag, Ppr Preliminary Draft (entered in RMS / CAD
system; GC §34090 et seq.
INVESTIGATIVE SERVICES / DETECTIVES - SPECIAL INVESTIGATIONS, TASK FORCES, SECURITY, ETC.
Police /
Investigative
Services
PD-016 Alarm Permits Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
State of
California PD-017 Alcoholic Beverage Control Licenses / Permits / ABC Permit Applications
When No
Longer
Required
Mag, Ppr Not a City record
Police /
Investigative
Services
PD-018 Asset Forfeiture Notification 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Per Federal DOJ requirements (Equitable
Sharing Guide); GC §34090
Police /
Investigative
Services
PD-019
Criminal Intelligence Files
Confidential informant information &
activities
Last Entry +
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal conduct
or activity. Misleading, obsolete or unreliable
information is required to be destroyed;
remaining records must not be retained longer
than 5 years; 28 CFR 23.20(h); GC §34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
484
Ver.2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Investigative
Services
PD-020 Detectives Investigation Files and Arrest
Files
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.
Police /
Investigative
Services
PD-021 Guns: Dealers Record of Sale (DROS) 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Investigative
Services
PD-022 Informant Files / Gang Files Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
Police /
Investigative
Services
PD-023 Pawn Slips 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference to provide information
to other agencies; Non-records used for
investigations; Originals entered into the State
Automated Property System; most agencies
retain for 2 years; GC §34090
INVESTIGATIVE SERVICES / PROPERTY AND EVIDENCE
Police /
Investigative
Services /
Property &
Evidence
PD-024 _Property & Evidence Database Indefinite (P) Mag Department Preference (data is interrelated); GC §34090
Police /
Investigative
Services /
Property &
Evidence
PD-025 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Police /
Investigative
Services /
Property &
Evidence
PD-026 Gun and Narcotics Destruction Log
(Documents related to)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
485
Ver.2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Investigative
Services /
Property &
Evidence
PD-027 Property & Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Investigative
Services /
Property &
Evidence
PD-028 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
INVESTIGATIVE SERVICES / RECORDS
Police /
Investigative
Services /
Records
PD-029 _RMS Database Indefinite (P) Yes Mag Data Fields / Records are interrelated; GC §34090
Police /
Investigative
Services /
Records
PD-030 Call Slips (Documents Overtime / Court
Time / Subpoena compliance) 2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD
Department preference - Preliminary Drafts;
GC §34090
Police /
Investigative
Services /
Records
PD-031 CHP Forms: Pursuit Report (CHP 187A),
Vehicle Report (CHP 180), etc. 2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090
Police /
Investigative
Services /
Records
PD-032
Citations (Parking, Traffic, Marijuana /
Cannabis). Includes requests for
dismissals, cancellations, and appeals.
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090 et seq.
Police /
Investigative
Services /
Records
PD-033
CRIME REPORTS / SEALED RECORDS:
Sealed Juvenile Cases - Childhood Sexual
Assault
Age of
Majority + 22
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD CCP §§340.1, GC §34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
486
Ver.2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Investigative
Services /
Records
PD-034
CRIME REPORTS / SEALED RECORDS:
Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing Date
+ 5 years)
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD
CCP §§340.1, GC §34090; GC §68152(g)(1),
W&I §781(d)
Police /
Investigative
Services /
Records
PD-035
CRIME REPORTS:
Lost Property: Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
Police /
Investigative
Services /
Records
PD-036
CRIME REPORTS:
ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), & Sexual Assault (Rape),
Arson (Suspected or Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799;
803(h), 11169 et seq.; 11170(a); WIC 707(b)
Police /
Investigative
Services /
Records
PD-037
CRIME REPORTS:
Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD PC §§11169(c),11170(a)(3)
Police /
Investigative
Services /
Records
PD-038
CRIME REPORTS:
Except those specifically mentioned in
the schedule (ALL Others)
7 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD
Department Preference; Provided there are no
outstanding warrants, unrecovered identifiable
items, criminal deaths, they are not historically
significant, and it is not classified under PC
§800 & 290; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S
§11361.5, GC §34090, PC §802, PC §§187,
800 et seq.
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
487
Ver.2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Investigative
Services /
Records
PD-039
CRIME REPORTS:
Misdemeanor or Infraction - Adult
Marijuana / Cannabis - H&S
§11357(b)(c)(d)(e) or H&S §11360(b) (with
procedure in H&S §11361.5) - Except those
with outstanding stolen property, including
firearms, or lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq.
Police /
Investigative
Services /
Records
PD-040
CRIME REPORTS:
Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E) -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Investigative
Services /
Records
PD-041
CRIME REPORTS:
Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD Department Preference; GC §34090
Police /
Investigative
Services /
Records
PD-042
CRIME REPORTS:
Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090; PC
§851.8(a)
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
488
Ver.2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Investigative
Services /
Records
PD-043
CRIME REPORTS:
Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Investigative
Services /
Records
PD-044
CRIME REPORTS:
Vacatur Relief Granted by Court - Victim of
Human Trafficking, or Victim of Intimate
Partner Violence or Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD
Individual petitions Court ("Shall" Destroy); GC
§34090; PC §§236.14(k); 236.15(k)
Police /
Investigative
Services /
Records
PD-045
Crime Statistics / National Incident-Based
Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090
Police /
Investigative
Services /
Records
PD-046 Officer Recordings: Body-Worn Cameras
– LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.
Police /
Investigative
Services /
Records
PD-047
Officer Recordings: Body-Worn Cameras -
that ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.
Police /
Investigative
Services /
Records
PD-048 Officer Recordings: Body-Worn Cameras -
that are NOT evidence
Minimum 90
days Mag,
Department preference (law recommends 90
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.
Police /
Investigative
Services /
Records
PD-049 Parking Permits Expiration +
2 years
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090 et seq.
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
489
Ver.2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Investigative
Services /
Records
PD-050
Permits: Cannabis, Firearms Dealers,
Secondhand Dealers, Pawn Brokers
Licenses
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Investigative
Services /
Records
PD-051 Registrants: Arson Registrations: Adults P, or Death of Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference; Pursuant to PC
§457.1 et seq.; required to register for life; If
released from CYA, records are destroyed
after age 25 or sealing pursuant to W&I §781;
GC §34090.7
Police /
Investigative
Services /
Records
PD-052
Registrants: Arson Registrations:
Juveniles released from California Youth
Authority
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Pursuant to PC §457.1 et seq.; If released from
CYA, records are destroyed after age 25 or
sealing pursuant to W&I §781; GC §34090.7
Police /
Investigative
Services /
Records
PD-053 Registrants: Narcotic Registrations: 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Investigative
Services /
Records
PD-054 Registrants: Sex Offender Registrations:
Adults
P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no
subsequent offenses; Pursuant to PC §290 et
seq.
Police /
Investigative
Services /
Records
PD-055 Registrants: Sex Offender Registrations:
Juveniles
P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no
subsequent offenses; Pursuant to PC §290 et
seq.
Police /
Investigative
Services /
Records
PD-056 Subpoenas (Personal Appearance of Police
Employees) 2 years Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD
Department preference; Court or District
Attorney records; GC §34090 et seq.
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
490
Ver.2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Investigative
Services /
Records
PD-057
Video Recordings - Jail / Temporary
Holding / Building Security, City
Operations
1 year Mag Records regular ongoing operations of the
City; GC §34090.6 et seq.
Police /
Investigative
Services /
Records
PD-058 Video Recordings - Public Areas / Public
Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
SUPPORT SERVICES
Police /
Support
Services
PD-059
Background Files - Successful Employee
and Volunteer Applicants (Employees,
Cadets, Explorers, CERT, Chaplains,
Reserves, etc.)
Separation +
4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; State Law requires 4
years; EEOC / FLSA / ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; ; 29 CFR 1627.3(b)(i),
29 CFR 1602.14; GC §§12946, 12960, 34090;
29 USC 1113
Police /
Support
Services
PD-060
Background Files - Unsuccessful
Employee and Volunteer Applicants
(Employees, Cadets, Explorers, CERT,
Chaplains, Reserves, etc.)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
State Law requires 4 years; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Police /
Support
Services
PD-061 Complaints from Employees - WITH or
WITHOUT Sustained Finding of Misconduct
Final
Disposition +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference (consistent with
Lexipol); GC § 34090 et seq.
Police /
Support
Services
PD-062
Complaints from Members of the Public -
Internal Investigations WITH Sustained
Finding of Misconduct
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD PC §§832.5(b), 832.7; GC§ 34090
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
491
Ver.2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Support
Services
PD-063
Complaints from Members of the Public -
Internal Investigations WITHOUT
Sustained Finding of Misconduct
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by members
of the public; other State & Federal laws
require retention until final disposition of formal
complaint; State requires 2 years after action is
taken; Statute of Limitations is 4 years for
misconduct after the discovery of the offense
for misconduct in office; EVC §1045, GC
§§12946,12960, 34090, PC §§801.5, 803(c),
832.5, 832.7, VC §2547
Police /
Support
Services
PD-064 Homeless Engagement Assistance and
Resource Team (HEART)
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference (meets grant
requirements); GC § 34090 et seq.
Police /
Support
Services
PD-065
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.
Police /
Support
Services
PD-066 Press Releases - Police Only 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services
PD-067 Reports and Studies - Historical P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.
Police /
Support
Services
PD-068 Ride-A-Long Waiver Form 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.
Police /
Support
Services
PD-069
Training - Department Training - COURSE
RECORDS
(Attendance Rosters, Outlines and
Materials; includes Use of Force training,
safety training, etc.)
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 8 CCR §3203 et
seq., 29 CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
492
Ver.2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Support
Services
PD-070
Training File - BY EMPLOYEE (Includes
POST printouts) Peace Officer or
Dispatcher
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference to be consistent with
Human Resources; OSHA requires safety
training 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
ORANGE, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
493
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / ENGINEERING
City Clerk PW-001
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Special Districts:
Engineers Reports
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Retained in City Council Agenda Packets;
GC §34090.7
Public Works /
Engineering PW-002
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Special Districts:
Formation, Historically Significant Records
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-003 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-004
Bonds: Labor & Materials, Performance Bonds,
Letters of Credit, Encroachment Permits,
Monitoring Bonds
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
Public Works /
Engineering PW-005
Capital Improvement Projects (CIP) - where
Engineering is the Lead: MAINTENANCE-
ONLY PROJECTS (Painting, Slip Lining, Re-
Roof, etc. - No change in Infrastructure
Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
494
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Engineering PW-006
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP,
etc.
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-007
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Hazardous
Materials, Notice of Completion, Photos, Record
Drawings Soils Reports, Studies, Submittals, Surveys,
etc.
P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
City Clerk PW-008
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases - Supporting Documents
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD City Clerk retains final; GC §34090(a)
Public Works /
Engineering PW-009
Design & Construction Standards - Authored by
the City for Construction of City Infrastructure
(CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-010
Drawings - where Engineering is the Lead:
Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
495
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Engineering PW-011
Encroachment Permits: Temporary (Dirt
Hauling, Excavation, Temporary Construction,
Tree Removal, etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion Mag, Ppr S / I Yes: After
QC & OD GC § 34090
Public Works /
Engineering PW-012
Encroachment Permits: Permanent (Structures
in the City's Right of Way, Retaining Walls, etc.)
Includes Insurance Certificates
P Yes: Until
Completion Mag, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-013
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Public Works /
Engineering PW-014 FOG (Fats, Oil & Grease) Inspections / Pretreatment Annual & Quarterly Reports 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Engineering PW-015 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-016
Private Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.
Completion +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
496
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Engineering PW-017
Private Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.
P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-018 Sewer - Sanitary Spills and Overflows (SSOs) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Required for a minimum of 5 years;
SWRCB Order 2002-0103-DWQ & 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Engineering PW-019 Sewer Capacity Studies and Reports P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-020
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; SSMPs are
required to be updated every 6 years;
SSOs are required for a minimum of 5
years; 40 CFR 122.41(j)(2); SWRCB
General Order 2006-03; & 2022-0103-
DWQ; GC §34090
Public Works /
Engineering PW-021 Stormwater Illicit Discharges 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Required for a minimum of 3 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works /
Engineering PW-022
Stormwater Inspections (Business Inspections,
O&M related inspections, and Development
Inspections)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Engineering PW-023 Stormwater: NPDES Annual Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
497
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Engineering PW-024 Stormwater: NPDES Permits / MS-4 Permits Expiration + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Engineering PW-025 Subdivision Maps / Parcel Maps P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-026 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
PUBLIC WORKS / FIELD SERVICES
Public Works /
Lead Div. PW-027 AQMD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Field Services PW-027.5 Construction Waste Management Forms 10 years Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Field Services PW-028
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Public Works /
Field Services PW-029 Fleet - Tire Disposal / Waste Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
Public Works /
Field Services PW-030 Fleet - Used Oil Disposal Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
498
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Field Services PW-031
Fleet - Vehicle & Equipment History Files
Maintenance, Brakes, Smog Certificates, etc.
Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works /
Lead Div. PW-032 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Field Services PW-033 Herbicide or Pesticide Application Forms 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623
Public Works /
Lead Div. PW-034 Operations & Maintenance Manuals (O&M
Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et.
seq.
Public Works /
Field Services PW-035 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC §34090 et.
seq.
Public Works /
Field Services PW-036
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Field Services PW-037 Sewer - CCTV Videos of Sewer Lines Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
499
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Field Services PW-038
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste Collection
and Recycling) . CalRecycle Annual Waste
Diversion Report / Measure D annual report /
Form 303 report (HHW report) / CalREcycle
Used Oil report / CalREcycle Bottles & Cans
report, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; required for 5
years; Low-Carbon Fuel Standard
regulations credits can be received for 10
years, and are eligible for an extension;
14 CCR § 18995.2; H&S §39730.7; GC
§34090
Public Works /
Field Services PW-039 Solid Waste Tonnage Reports / Statistics 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Field Services PW-040 Solid Waste: Construction Waste Management 10 years Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Field Services PW-041 Storm Drain System Maintenance (Slip Lining, etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Field Services PW-042 Street Sweeping Tonnage Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Field Services PW-043 Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs and Forms) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Field Services PW-044 Tree DATABASE (West Coast Arborists) Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Public Works /
Field Services PW-045 Tree Maintenance, Trimming, Arborists Reports (ALL City-owned trees) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
500
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Lead Div. PW-046 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(f) & 4216.3(e), 34090
Public Works /
Field Services PW-047 Vehicle Titles ("Pink Slips") Sale or Disposal Ppr Given to Auction House / New Owner; GC
§34090
Division
Providing
Service / Work
PW-048
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-049
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-050
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
SEWER COLLECTIONS
Public Works /
Sewer PW-051 Sewer Odor Complaints / Gas Detection Results / Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Division
Providing
Service / Work
PW-052
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
501
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Division
Providing
Service / Work
PW-053
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-054
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
PUBLIC WORKS / TRAFFIC
Public Works /
Traffic PW-055
Capital Improvement Projects (CIP) - where
Traffic is the Lead: MAINTENANCE-ONLY
PROJECTS (Painting, Pavement
Resurfacing, Potholing, Signal
Synchronization, Slurry Seal, etc. - No
change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
Public Works /
Traffic PW-056
Capital Improvement Projects (CIP) - where
Traffic is the Lead: Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP,
etc.
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
502
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Traffic PW-057
Capital Improvement Projects (CIP) - where
Traffic is the Lead: Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Hazardous
Materials, Notice of Completion, Photos, Record
Drawings Soils Reports, Studies, Submittals, Surveys,
etc.
P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Traffic PW-058
Drawings - where Traffic is the Lead: Record
Drawings, Maps, Large-Format Drawings,
Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Engineering PW-059
Encroachment Permits: Temporary (Banner
Permit, Block Park, Excavation, Street Closure
Permits, Street Cuts, Street & Sidewalk Repair,
Streetlight Repair, Traffic Control,
Transportation Permits, Utility Cuts (Installation
& Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion Mag, Ppr S / I Yes: After
QC & OD GC § 34090
Public Works /
Traffic PW-060 Street Light Maintenance 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Traffic PW-061 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Police or State
of California PW-062 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Copies or Not City Records; GC
§34090.7
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
503
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-11
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Traffic PW-063 Traffic Commission
AUDIO RECORDINGS
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
Public Works /
Traffic PW-064 Traffic Commission:
AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §54953.5(b)
City Clerk PW-065 Traffic Commission:
MINUTES
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Send all originals to the City Clerk; GC
§34090.7
Public Works /
Traffic PW-066 Traffic Commission:
VIDEO RECORDINGS 2 years Mag
Department preference; Video recordings
of meetings are required for 90 days; GC
§34090.7
Public Works /
Traffic PW-067 Traffic Counts / Traffic Studies 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Traffic PW-068 Traffic Speed Surveys (certified by City Council Resolution) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Traffic PW-069 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Traffic PW-070 Transportation Permits / Wide Load Permits, Heavy Load Permits, etc.
Expiration +
2 years
Yes: Until
Expiration Mag, Ppr S / I Yes: After
QC & OD GC § 34090
Public Works /
Traffic PW-071 Transportation Plans / Master Plans P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
PUBLIC WORKS / WATER
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
504
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-12
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Water PW-072 SCADA Database (Water)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Public Works /
Water PW-073 Backflow Test Results / Backflow Assembly Test Reports 5 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department preference; 17 CCR 7605(f);
GC §34090
Public Works /
Water PW-074
Capital Improvement Projects (CIP) - where
Water is the Lead: MAINTENANCE-ONLY
PROJECTS (Painting, Slip Lining, Re-Roof,
etc. - No change in Infrastructure
Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
Public Works /
Water PW-075
Capital Improvement Projects (CIP) - where
Water is the Lead: Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP,
etc.
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
505
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-13
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Water PW-076
Capital Improvement Projects (CIP) - where
Water is the Lead: Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Hazardous
Materials, Notice of Completion, Photos, Record
Drawings Soils Reports, Studies, Submittals, Surveys,
etc.
P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Water PW-077
Confined Space Entries / Hot Work Permits /
Lock Out / Tag Out / Energy Control Procedures
(ECP) / Air Monitoring Calibrations
5 years Ppr
Department preference; 8 CCR
5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6); GC §34090
Public Works /
Water PW-078 Consumer Confidence Report - Annual Water
Quality Report P Mag,
OD, Ppr S / I Yes - After
QC & OD
Department preference; State law
requires 12 years, federal 10 years; 22
CCR §§ 64400.25; 64470, 64483(g), 40
CFR 141.33(a); 40 CFR 141.91 40 CFR
141.33(a); GC §34090
Public Works /
Water PW-079
Drawings - where Water is the Lead: Record
Drawings, Maps, Large-Format Drawings,
Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Water PW-080 Fire Hydrant Flushing, Valve Exercises,
Maintenance
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water PW-081 Lab Reports & Chains of Custody: Potable
Water Bacteriological and Organics
Minimum 5
years
Mag,
OD, Ppr S / I Yes - After
QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
Public Works /
Water PW-082 Lab Reports & Chains of Custody: Potable
Water Chemical (Includes Chlorine Residuals)
Minimum 10
years
Mag,
OD, Ppr S / I Yes - After
QC & OD
Department preference; State law
requires 12 years, Federal 10 years; 40
CFR 141.33(a); 22 CCR §64692
Public Works /
Water PW-083 Lab Reports & Chains of Custody: Potable
Water Lead & Copper
Minimum 12
years
Mag,
OD, Ppr S / I Yes - After
QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
506
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-14
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Water PW-084
Lab Reports & Chains of Custody: ALL Potable
Water (Bacteriological and Organics,
Chemical, Lead & Copper)
Minimum 12
years
Mag,
OD, Ppr S / I Yes - After
QC & OD
Department Preference; Only Lead &
Copper is Required for 12 years or 2
compliance cycles; Chemical is 10 years,
B 22 CCR 64400.25; 22 CCR §64470, 40
CFR 141.33(a); 40 CFR 141.91;
Public Works /
Water PW-085 Reservoirs: Dive Videos 10 years
Mag,
Mfr, OD,
Ppr
S Yes - After
QC & OD
Department preference (covers 2
mandated cycles); GC §34090
Public Works /
Water PW-086 Reservoirs: Inspection Reports, Maintenance Records P
Mag,
Mfr, OD,
Ppr
S Yes - After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-087 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(f) & 4216.3(e), 34090
Public Works /
Water PW-088 Water Conservation Programs (Shower Heads, Turf Replacement, Washer Replacement, etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (meets auditing standards); GC §34090
Public Works /
Water PW-089 Water Leaks 5 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department preference for meet DPH
regulations; GC §34090
Public Works /
Water PW-090 Water Rights P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
Public Works /
Water PW-091
Water Supply Assessments, Studies, Reports /
Stream Studies and Flow / Water Planning
Studies
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
Public Works /
Water PW-092 Water System Variances P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
507
Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Field Services, Sewer, Traffic, Water)
Page PW-15
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works /
Water PW-093 Wells / Well History (including abandoned or destroyed wells) P
Mag,
Mfr, OD,
Ppr
S Yes - After
QC & OD Department preference; GC §34090
Division
Providing
Service / Work
PW-094
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-095
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S Yes - After
QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-096
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S Yes - After
QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
ORANGE, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Draft
508
Agenda Item
City Council
Item #: 4.1. 3/12/2024 File #: 24-0174
1. SUBJECT
Consider establishing a City Council budget ad hoc committee.
2. SUMMARY
Ad hoc committees act as a temporary committee created by Council action and established for a definite period of time sufficient to address a specified scope of work. They meet when necessary and are not subject to the Brown Act.
3. RECOMMENDED ACTION
With Council concurrence, establish a budget ad hoc committee comprised of two or three members of the City Council to review the Fiscal Year 2024-2025 budget until the budget is adopted or July 1, 2024, whichever comes first.
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509
Agenda Item
City Council
Item #: 4.1. 3/12/2024 File #: 24-0174
1. SUBJECT
Consider establishing a City Council budget ad hoc committee.
2. SUMMARY
Ad hoc committees act as a temporary committee created by Council action and established for a definite period of time sufficient to address a specified scope of work. They meet when necessary and are not subject to the Brown Act.
3. RECOMMENDED ACTION
With Council concurrence, establish a budget ad hoc committee comprised of two or three members of the City Council to review the Fiscal Year 2024-2025 budget until the budget is adopted or July 1, 2024, whichever comes first.
City of Orange Printed on 3/7/2024Page 1 of 1
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510
Agenda Item
City Council
Item #: 4.2. 3/12/2024 File #: 24-0179
1. SUBJECT
Consider establishing a City Council ad hoc committee to assist staff with public education regarding the City’s fiscal solvency.
2. SUMMARY
Ad hoc committees act as a temporary committee created by Council action and established for a definite period of time sufficient to address a specified scope of work. They meet when necessary and are not subject to the Brown Act.
3. RECOMMENDED ACTION
With Council concurrence, establish an ad hoc committee comprised of two or three members of the City Council to assist staff with public education regarding the City’s fiscal solvency.
City of Orange Printed on 3/7/2024Page 1 of 1
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511
Agenda Item
City Council
Item #: 4.2. 3/12/2024 File #: 24-0179
1. SUBJECT
Consider establishing a City Council ad hoc committee to assist staff with public education regarding the City’s fiscal solvency.
2. SUMMARY
Ad hoc committees act as a temporary committee created by Council action and established for a definite period of time sufficient to address a specified scope of work. They meet when necessary and are not subject to the Brown Act.
3. RECOMMENDED ACTION
With Council concurrence, establish an ad hoc committee comprised of two or three members of the City Council to assist staff with public education regarding the City’s fiscal solvency.
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512
Agenda Item
City Council
Item #: 7.1. 3/12/2024 File #: 24-0116
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Trang Nguyen, Finance Director
1. SUBJECT
Status of the Fiscal Year 2023-24 budget.
2. SUMMARY
This report provides a mid-year update and year-end estimate of the Fiscal year 2023-24 budget, including recommendations to sustain operations for the remainder of the year.
3. RECOMMENDED ACTION
Receive and file report, and approve the following:
1. Authorize the following budget transfer:
From: 317.0000.57120.00000 HOME Transfers $129,049.48
To: 100.0000.49010.00000 General Fund Transfers $129,049.48
2. Authorize the appropriation of $64,944 from the fund balance to: 553.5028.56020.20494 Capital Bond Proceeds Fund Administrative Building Improvements
3. Authorize the appropriation of $350,000 from the General Fund, fund balance to:
100.2001.51231.00000 - Electricity $75,000
100.3011.51231.00000 - Electricity 125,000
100.4011.51231.00000 - Electricity 100,000
100.7001.51231.00000 - Electricity 50,000
4. Authorize additional appropriation from fund balance to the following accounts:
100.2001.58514.00000 General Fund Fuel Allocation $1,070 100.3011.58514.00000 General Fund Fuel Allocation 37,460 100.4001.58514.00000 General Fund Fuel Allocation 94,180 100.5011.58514.00000 General Fund Fuel Allocation 24,615 100.6021.58514.00000 General Fund Fuel Allocation 1,070 100.7001.58514.00000 General Fund Fuel Allocation 37,460 125.3015.58514.00000 EMT Fund Fuel Allocation 6,420
220.5022.58514.00000 Sewer Fund Fuel Allocation 11,775
270.5021.58514.00000 Gas Tax Fuel Allocation 49,230
600.8011.58514.00000 Water Fund Fuel Allocation 56,720
5. Authorize the appropriation of $320,000 to account:
710.5023.49021.00000 Charges for Fuel $320,000
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513
Item #: 7.1. 3/12/2024 File #: 24-0116
6. Authorize the appropriation of $320,000 from the fund balance to:
710.5023.53720.00000 Equipment Expense Fund Gasoline and Diesel Fuel
7. Authorize the appropriation of $300,000 from the fund balance to: 740.0312.52310.00000 Liability Fund Liability Claims Paid
8. Authorize the appropriation of $80,000 from the fund balance to: 740.0312.52320.00000 Liability Fund Property Damage
9. Authorize the appropriation of $80,000 from the Low & Moderate Income Housing Asset Fund fund balance to:
921.6041.50002.00000 Regular Salaries - Miscellaneous $40,000 921.6041.51670.00000 Other Professional & Consulting Svcs 40,000
10. Authorize the following changes to the City’s Schedule of Positions:
a. Reclassify two Administrative Specialist positions to two Administrative Assistant positions in the Public Works Department.
b. Reclassify the Senior Administrative Analyst position to a Public Works Administrator in the Public Works Department.
c. Eliminate the Real Estate Property Agent in the Public Works Department. d. Authorize two part-time benefitted Code Compliance Officers in the Community Development Department.
e. Retitle the Records Manager position to a Records Coordinator position in the City Clerk’s Department.
f. Modify the Schedule of Positions to include the Forensic Services Specialist position and eliminate the Forensic Services Supervisor position in the Police Department.
11. Adopt Resolution No. 11531. A Resolution of the City Council of the City of Orange Amending Resolution No. 11512 between the City of Orange and the Orange Management Association.
12. Adopt Resolution No. 11532. A Resolution of the City Council of the City of Orange Amending Resolution No. 11480 relating to the Classification, Compensation, and Terms of Employment of Executive Management and Senior Management Employees.
13. Adopt Resolution No. 11533. A Resolution of the City Council of the City of Orange Rescinding Resolution No. 11514 and amending the Citywide Pay Schedule in accordance with the requirements of California Code of Regulations, Title 2, Section 570.5.
4. FISCAL IMPACT
Upon approval of these appropriations, the estimated fund balance for the General Fund at June 30,2024 will be ($2,350,495). Sufficient funds are available in the unreserved balances of the remaining respective funds to support the requested appropriations.
5. STRATEGIC PLAN GOALS
Goal 2: Be a fiscally healthy community
a: Expend fiscal resources responsibly.
Goal 2: Be a fiscally healthy community
d: Effectively manage and develop City assets.
6. DISCUSSION AND BACKGROUND
FISCAL YEAR 2023-24 (FY 24) UPDATE
General Fund Revenues
The General Fund has received $49.7 million, or 35% of budgeted revenues through mid-year FY 24, City of Orange Printed on 3/7/2024Page 2 of 7
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The General Fund has received $49.7 million, or 35% of budgeted revenues through mid-year FY 24, including transfers. Based on current trends and analysis, the total General Fund revenues for FY 24 are estimated to be just over $139.9 million, $850k or 1% under the current budget, see table 1 below.
Table 1: FY 24 General Fund Revenue
Revenue Source Current
Budget
Mid-Year
Actuals
Year-End
Estimates
Variance to
Current
Budget
Property Tax 55,024,850 16,529,050 54,223,500 (801,350) Sales Tax 50,438,051 18,026,870 50,010,600 (427,451) Transient Occupancy
Tax
5,350,300 2,221,222 5,960,000 609,700
Franchises 2,852,060 392,853 2,852,060 -
License and Permits 7,040,474 3,272,587 6,289,600 (750,874) Fines and Forfeitures 2,023,320 764,165 2,017,800 (5,520) Use of Money and
Property
1,463,069 1,043,001 2,000,000 536,931
Rev from Other
Agencies
2,286,340 2,520,608 3,627,071 1,340,731
Fees for Service 5,463,736 2,194,657 5,585,100 121,364 Miscellaneous Revenue 1,322,704 937,253 1,081,400 (241,304) Interfund Revenues 3,635,631 1,817,816 3,635,631 -
Total Operating
Revenue
136,900,535 49,720,082 137,282,762 382,227
Transfers In 3,863,281 - 2,629,000 (1,234,281)
TOTAL REVENUES 140,763,816 49,720,082 139,911,762 (852,054) Property Tax, currently the City’s largest source of General Fund revenues, is at $16.2 million midyear, and anticipated to be $54.2 million for FY 24, 1% under the current budget. This is mostly attributed to the decline in home sales and the property transfer tax.
Sales Tax, the City’ssecond largest source of General Fund revenue, was at $18.0 million at the midyear point, and is anticipated to be about $427k or 1% under the budget at $50.0 million. With the current economic environment, household spending has remained flat due to inflation rates and less discretionary spending. As such, consumers’ spending priorities lie with essential items while deferring non-essential purchases such as autos, general consumer goods, and building and construction categories.
Transient Occupancy Tax (TOT) for the City was approximately $2.2 million at midyear, and is estimated to be at $6.0 million at year-end or 11% above the current budget. This increase is mostly attributed to the City’s established STR program as well as favorable trends in local travel.
The current budget includes a Transfer In for the designation of the amount to set aside for the City of Orange Printed on 3/7/2024Page 3 of 7
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The current budget includes a Transfer In for the designation of the amount to set aside for the Catastrophic Reserve according to the City’sReserve Policy. Staff determined this designation did not need to be reflected as a Transfer In, but rather identified as part of fund balance.
General Fund Expenditures
At midyear, the total for the General Fund expenditures is approximately $65.6 million, or 46% of the budget, including transfers out, see table 2 below.
Table 2: FY 24 General Fund Expenditure
Expenditure Category Current
Budget
Mid-Year
Actuals
Year-End
Estimates
Variance to
Current
Budget
Salaries and Benefits 97,281,513 50,901,479 99,918,541 (2,637,028) Contractual Services 16,307,804 6,666,166 14,754,536 1,553,268 Materials and Supplies 2,669,845 913,958 1,967,973 701,872 Miscellaneous Expenses 365,700 230,870 263,013 102,687 Capital Outlay 536,349 53,403 175,097 361,252
Internal Service Costs 23,472,851 6,853,563 23,472,851 - Debt Service 1,713,000 - 1,713,000 -
Total Operating
Expenditures
142,347,062 65,619,439 142,265,011 82,051
Transfers Out 1,363,281 - - 1,363,281
TOTAL EXPENDITURES 143,710,343 65,619,439 142,265,011 1,445,332 Salaries and benefits account for $50.9 million of midyear expenditure, about 52% of the current budget in this category. The current budget includes approximately $4.1 million in estimated vacancy savings, which amounts to about 4% of overall salaries and benefits budgeted for the fiscal year. The year-end estimate is projected to be $99.9 million, about $2.6 million or 3% above the current budget, which indicates that the City will not meet its vacancy rate for FY 24. It is important to note that the year-end estimates would have been under budget by about $1.4 million without the estimated vacancy rate.
Contractual services total about $6.7 million at the midyear point and is estimated to be about $14.8 million at year-end, about $1.5 million or 10% under the current budget. Expenditures in this category are tracking lower than the current budget in part due to consulting services costs being underspent as the City works to fill vacancies.
Materials and supplies category has almost $914,000 expended at midyear. The year-end estimate for this category is approximately $700,000 or 26% lower than the current budget of almost $2.7 million. This estimated expenditure is mostly attributed to the receipt of reimbursements for eligible expenses and unfinished projects, of which the balance will likely be proposed to be carried over into the next fiscal year.
The Transfer Out is the set aside amount for the Catastrophic Reserve according to the City’s City of Orange Printed on 3/7/2024Page 4 of 7
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The Transfer Out is the set aside amount for the Catastrophic Reserve according to the City’s Reserve Policy. Staff determined this designation did not need to be reflected as a budget item, but rather as a part of fund balance designation.
Budget Adjustments
Along with the adopted budget, carryover appropriations and encumbrances added approximately $1.7 million to the budget. To date, Council has authorized an additional $1.3 million in budget adjustments to the General Fund. Of these budget adjustments, $1.2 million is offset with corresponding revenue, Strike Team reimbursements, and donations.
The following additional budget adjustments to the FY 24 are recommended:
· Homeless Resource Center Grant Funding: The City Council approved the activities at the Homeless Resource Center (HRC) as part of the HOME American Rescue Plan (HOME ARP) on May 8, 2023. The majority of charges incurred since then have been identified as eligible expenses for the HOME ARP plan. Due to the timing and reimbursement of the grant guidelines, not all expenses were charged to the HOME fund and were covered by the General Fund in FY 2023. In order to reimburse these expenses, a transfer of $129,049.48. from the HOME fund (317) to the General Fund Unreserved Fund Balance is proposed. · Administration Building Security Door Improvements: This project was awarded at the January 23, 2024 City Council meeting, with funding support from the Capital Projects Fund.
Alternative funding has been identified, and in an effort to effectively manage the city’s financial resources, it is recommended the project be funded through Capital Bond Project (553) as this project is eligible since it focuses on the City’sphysical security at the Civic Center campus. Upon approval of this appropriation, $64,944 of Capital Fund (500) funding will remain unspent and will go back to the unreserved fund balance at the end of the year to support future needs.
· Electricity: Costs associated with electricity have been increasing steadily in recent years, most notably in the last two years. While City departments have been able to absorb costs with unspent budget in areas such as contractual services and materials and supplies, the expense will be too large to cover within the respective departments for FY 24. An amount of $350,000 would cover anticipated electricity costs within several departments including Library, Fire, Police, and Community Services. Electricity costs cover facilities maintained by the City and are partially offset by facility rental fees as applicable. · Fuel Allocation: While the price and use of fuel has fluctuated over the last few years, the City has maintained the same budget appropriation and has used unspent budget to cover additional fuel costs. Current year end estimates do not support the same level of unspent budget, and an additional appropriation will be necessary to cover the cost of gasoline and diesel fuel for city operations for the remainder of the year. As an internal service cost, this additional funding will be supported by the following unreserved fund balances: General, Emergency Medical Transport (EMT), Sewer, Gas Tax, and Water Funds. · Liability Claims and Property Damage: Each year, staff appropriates an estimated amount for liability claims, premiums, and administrative costs based on history and knowledge of what is to be expected in the coming fiscal year. Due to unforeseen claims, property damage, and premium costs, $380,000 of additional funding for the Liability Claims Paid and Property Damage accounts are needed. Staff is requesting an appropriation of the unreserved fund City of Orange Printed on 3/7/2024Page 5 of 7
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Damage accounts are needed. Staff is requesting an appropriation of the unreserved fund balance of the Liability Fund (740) to addresses these expenses. · Low & Moderate Housing Asset Fund: In order to streamline compliance and inspection monitoring of former Redevelopment Agency (RDA) funding projects, staff is proposing the purchase of asset management software that will be utilized to keep track of agreements, annual compliance monitoring, and residual receipt payment calculation and tracking. Funds are needed to pay for consultant time to assist staff in developing a module that is specific to the City’sneeds and business processes. Additionally, funds for staff time are being requested to cover management and administration related to the RDA-funded affordable housing agreements.
· Code Enforcement Support: The responsibilities of the Code Compliance Division have expanded over the past year with the addition of the oversight of Short-Term Rentals and sidewalk vendor enforcement. The City is currently using revenue from short-term rentals for consultant services to augment code compliance staffing in order to meet community expectations on responsiveness and effectiveness. Staff is recommending adding two 20-hour part-time code compliance staff in lieu of outside consultants to specifically cover sidewalk vending enforcement. The estimated annual cost for the two positions is $157,000 or about $77,000 each. If approved, the positions would be supported by using unspent budget from salaries within the department and consulting services in FY 24. · Organizational Structure Changes: Due to modifications in department organizational structures and increases with level of duties with certain employees, salary ranges and classifications are proposed to be updated to commensurate with the reassignment and level of work for certain departments, including Public Works, Community Development, City Clerk’s,and Police departments. The position changes are cost neutral in all funds and does not affect budgetary projections for out years.
The total impact of these FY 24 adjustments affecting the General Fund total $416,805 which includes the transfer from the HOME fund (310), and are considered in the year-end estimates, see table 3 below.
Table 3: FY 24 General Fund Estimated Fund Balance
FY 2023-24
Current
Budget
FY 2023-24
Year-End
Estimate
Variance to
Current
Budget
Estimated Beginning Undesignated
Fund Balance - 7/1/2023
11,687 11,687 -
Revenues 136,900,535 137,282,762 382,227
Transfers-In 3,863,281 2,629,000 (1,234,281)
Total Revenues 140,763,816 139,911,732 (852,054)
Expenditures (142,347,063) (142,265,011) 82,051
Mid-Year Appropriation (Electricity) - (350,000) (350,000) Mid-Year Appropriation (Fuel) - (195,855) (195,855)
Transfers Out (1,363,281) - 1,363,281
Total Expenditures (143,710,344) (142,810,866) 899,477
Carryovers from FY23 1,736,528 1,736,528 -
Estimated Ending Fund Balance -
6/30/2024
(1,198,313) (1,150,889) 47,424
Catastrophic Reserve Designation (1,122,615) (1,199,606) (76,991) Estimated Undesignated Fund
Balance - 6/30/2024
(2,320,928) (2,350,495) (29,567)
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FY 2023-24
Current
Budget
FY 2023-24
Year-End
Estimate
Variance to
Current
Budget
Estimated Beginning Undesignated
Fund Balance - 7/1/2023
11,687 11,687 -
Revenues 136,900,535 137,282,762 382,227
Transfers-In 3,863,281 2,629,000 (1,234,281)
Total Revenues 140,763,816 139,911,732 (852,054)
Expenditures (142,347,063) (142,265,011) 82,051
Mid-Year Appropriation (Electricity) - (350,000) (350,000) Mid-Year Appropriation (Fuel) - (195,855) (195,855)
Transfers Out (1,363,281) - 1,363,281
Total Expenditures (143,710,344) (142,810,866) 899,477
Carryovers from FY23 1,736,528 1,736,528 -
Estimated Ending Fund Balance -
6/30/2024
(1,198,313) (1,150,889) 47,424
Catastrophic Reserve Designation (1,122,615) (1,199,606) (76,991) Estimated Undesignated Fund
Balance - 6/30/2024
(2,320,928) (2,350,495) (29,567)
Table 4 has the estimated Catastrophic Reserve based on the mid-year year-end estimates.
Table 4: FY 24 General Fund Estimated Catastrophic Reserve Balance FY 2023-24
Current
Budget
FY 2023-24
Year-End
Estimate
Variance to
Current
Budget
Beginning Reserve Balance at 7/1 22,506,997 22,506,997 - Increase/(Decrease) to Reserve 1,122,615 1,199,606 76,991 Estimated Ending Catastrophic
Reserve Balance at 6/30/2024
23,629,612 23,706,603 76,991
Considering all General Fund revenues and expenditures year-end estimates for FY 24, the operating deficit is estimated to be about $2.35 million. Year-end estimates for operating revenue are projected to be slightly higher, excluding transfers, and remain within 1% of the current budget. However, this does not include the one-time revenue from CR&R. The year-end expenditures are lightly lower than anticipated, but also remain withing 1% of the current budget.
The City staff will continue to monitor revenues and expenditures for FY 24 and will provide further updates in the third quarter budget report. More detailed analysis of anticipated revenues and expenditures for FY 25 will be discussed at the upcoming Budget Study Session, focusing on General Fund, on March 21st.
7. ATTACHMENTS
· General Fund - Mid Year Report Ending 12/31/23
· Resolution No. 11531
· Resolution No. 11532
· Resolution No. 11533
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Agenda Item
City Council
Item #: 7.1. 3/12/2024 File #: 24-0116
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Trang Nguyen, Finance Director
1. SUBJECT
Status of the Fiscal Year 2023-24 budget.
2. SUMMARY
This report provides a mid-year update and year-end estimate of the Fiscal year 2023-24 budget, including recommendations to sustain operations for the remainder of the year.
3. RECOMMENDED ACTION
Receive and file report, and approve the following:
1. Authorize the following budget transfer:
From: 317.0000.57120.00000 HOME Transfers $129,049.48
To: 100.0000.49010.00000 General Fund Transfers $129,049.48
2. Authorize the appropriation of $64,944 from the fund balance to: 553.5028.56020.20494 Capital Bond Proceeds Fund Administrative Building Improvements
3. Authorize the appropriation of $350,000 from the General Fund, fund balance to:
100.2001.51231.00000 - Electricity $75,000
100.3011.51231.00000 - Electricity 125,000
100.4011.51231.00000 - Electricity 100,000
100.7001.51231.00000 - Electricity 50,000
4. Authorize additional appropriation from fund balance to the following accounts:
100.2001.58514.00000 General Fund Fuel Allocation $1,070 100.3011.58514.00000 General Fund Fuel Allocation 37,460 100.4001.58514.00000 General Fund Fuel Allocation 94,180 100.5011.58514.00000 General Fund Fuel Allocation 24,615 100.6021.58514.00000 General Fund Fuel Allocation 1,070 100.7001.58514.00000 General Fund Fuel Allocation 37,460 125.3015.58514.00000 EMT Fund Fuel Allocation 6,420
220.5022.58514.00000 Sewer Fund Fuel Allocation 11,775
270.5021.58514.00000 Gas Tax Fuel Allocation 49,230
600.8011.58514.00000 Water Fund Fuel Allocation 56,720
5. Authorize the appropriation of $320,000 to account:
710.5023.49021.00000 Charges for Fuel $320,000
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6. Authorize the appropriation of $320,000 from the fund balance to:
710.5023.53720.00000 Equipment Expense Fund Gasoline and Diesel Fuel
7. Authorize the appropriation of $300,000 from the fund balance to: 740.0312.52310.00000 Liability Fund Liability Claims Paid
8. Authorize the appropriation of $80,000 from the fund balance to: 740.0312.52320.00000 Liability Fund Property Damage
9. Authorize the appropriation of $80,000 from the Low & Moderate Income Housing Asset Fund fund balance to:
921.6041.50002.00000 Regular Salaries - Miscellaneous $40,000 921.6041.51670.00000 Other Professional & Consulting Svcs 40,000
10. Authorize the following changes to the City’s Schedule of Positions:
a. Reclassify two Administrative Specialist positions to two Administrative Assistant positions in the Public Works Department.
b. Reclassify the Senior Administrative Analyst position to a Public Works Administrator in the Public Works Department.
c. Eliminate the Real Estate Property Agent in the Public Works Department. d. Authorize two part-time benefitted Code Compliance Officers in the Community Development Department.
e. Retitle the Records Manager position to a Records Coordinator position in the City Clerk’s Department.
f. Modify the Schedule of Positions to include the Forensic Services Specialist position and eliminate the Forensic Services Supervisor position in the Police Department.
11. Adopt Resolution No. 11531. A Resolution of the City Council of the City of Orange Amending Resolution No. 11512 between the City of Orange and the Orange Management Association.
12. Adopt Resolution No. 11532. A Resolution of the City Council of the City of Orange Amending Resolution No. 11480 relating to the Classification, Compensation, and Terms of Employment of Executive Management and Senior Management Employees.
13. Adopt Resolution No. 11533. A Resolution of the City Council of the City of Orange Rescinding Resolution No. 11514 and amending the Citywide Pay Schedule in accordance with the requirements of California Code of Regulations, Title 2, Section 570.5.
4. FISCAL IMPACT
Upon approval of these appropriations, the estimated fund balance for the General Fund at June 30,2024 will be ($2,350,495). Sufficient funds are available in the unreserved balances of the remaining respective funds to support the requested appropriations.
5. STRATEGIC PLAN GOALS
Goal 2: Be a fiscally healthy community
a: Expend fiscal resources responsibly.
Goal 2: Be a fiscally healthy community
d: Effectively manage and develop City assets.
6. DISCUSSION AND BACKGROUND
FISCAL YEAR 2023-24 (FY 24) UPDATE
General Fund Revenues
The General Fund has received $49.7 million, or 35% of budgeted revenues through mid-year FY 24, City of Orange Printed on 3/7/2024Page 2 of 7
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The General Fund has received $49.7 million, or 35% of budgeted revenues through mid-year FY 24, including transfers. Based on current trends and analysis, the total General Fund revenues for FY 24 are estimated to be just over $139.9 million, $850k or 1% under the current budget, see table 1 below.
Table 1: FY 24 General Fund Revenue
Revenue Source Current
Budget
Mid-Year
Actuals
Year-End
Estimates
Variance to
Current
Budget
Property Tax 55,024,850 16,529,050 54,223,500 (801,350) Sales Tax 50,438,051 18,026,870 50,010,600 (427,451) Transient Occupancy
Tax
5,350,300 2,221,222 5,960,000 609,700
Franchises 2,852,060 392,853 2,852,060 -
License and Permits 7,040,474 3,272,587 6,289,600 (750,874) Fines and Forfeitures 2,023,320 764,165 2,017,800 (5,520) Use of Money and
Property
1,463,069 1,043,001 2,000,000 536,931
Rev from Other
Agencies
2,286,340 2,520,608 3,627,071 1,340,731
Fees for Service 5,463,736 2,194,657 5,585,100 121,364 Miscellaneous Revenue 1,322,704 937,253 1,081,400 (241,304) Interfund Revenues 3,635,631 1,817,816 3,635,631 -
Total Operating
Revenue
136,900,535 49,720,082 137,282,762 382,227
Transfers In 3,863,281 - 2,629,000 (1,234,281)
TOTAL REVENUES 140,763,816 49,720,082 139,911,762 (852,054) Property Tax, currently the City’s largest source of General Fund revenues, is at $16.2 million midyear, and anticipated to be $54.2 million for FY 24, 1% under the current budget. This is mostly attributed to the decline in home sales and the property transfer tax.
Sales Tax, the City’ssecond largest source of General Fund revenue, was at $18.0 million at the midyear point, and is anticipated to be about $427k or 1% under the budget at $50.0 million. With the current economic environment, household spending has remained flat due to inflation rates and less discretionary spending. As such, consumers’ spending priorities lie with essential items while deferring non-essential purchases such as autos, general consumer goods, and building and construction categories.
Transient Occupancy Tax (TOT) for the City was approximately $2.2 million at midyear, and is estimated to be at $6.0 million at year-end or 11% above the current budget. This increase is mostly attributed to the City’s established STR program as well as favorable trends in local travel.
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The current budget includes a Transfer In for the designation of the amount to set aside for the Catastrophic Reserve according to the City’sReserve Policy. Staff determined this designation did not need to be reflected as a Transfer In, but rather identified as part of fund balance.
General Fund Expenditures
At midyear, the total for the General Fund expenditures is approximately $65.6 million, or 46% of the budget, including transfers out, see table 2 below.
Table 2: FY 24 General Fund Expenditure
Expenditure Category Current
Budget
Mid-Year
Actuals
Year-End
Estimates
Variance to
Current
Budget
Salaries and Benefits 97,281,513 50,901,479 99,918,541 (2,637,028) Contractual Services 16,307,804 6,666,166 14,754,536 1,553,268 Materials and Supplies 2,669,845 913,958 1,967,973 701,872 Miscellaneous Expenses 365,700 230,870 263,013 102,687 Capital Outlay 536,349 53,403 175,097 361,252
Internal Service Costs 23,472,851 6,853,563 23,472,851 - Debt Service 1,713,000 - 1,713,000 -
Total Operating
Expenditures
142,347,062 65,619,439 142,265,011 82,051
Transfers Out 1,363,281 - - 1,363,281
TOTAL EXPENDITURES 143,710,343 65,619,439 142,265,011 1,445,332 Salaries and benefits account for $50.9 million of midyear expenditure, about 52% of the current budget in this category. The current budget includes approximately $4.1 million in estimated vacancy savings, which amounts to about 4% of overall salaries and benefits budgeted for the fiscal year. The year-end estimate is projected to be $99.9 million, about $2.6 million or 3% above the current budget, which indicates that the City will not meet its vacancy rate for FY 24. It is important to note that the year-end estimates would have been under budget by about $1.4 million without the estimated vacancy rate.
Contractual services total about $6.7 million at the midyear point and is estimated to be about $14.8 million at year-end, about $1.5 million or 10% under the current budget. Expenditures in this category are tracking lower than the current budget in part due to consulting services costs being underspent as the City works to fill vacancies.
Materials and supplies category has almost $914,000 expended at midyear. The year-end estimate for this category is approximately $700,000 or 26% lower than the current budget of almost $2.7 million. This estimated expenditure is mostly attributed to the receipt of reimbursements for eligible expenses and unfinished projects, of which the balance will likely be proposed to be carried over into the next fiscal year.
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The Transfer Out is the set aside amount for the Catastrophic Reserve according to the City’s Reserve Policy. Staff determined this designation did not need to be reflected as a budget item, but rather as a part of fund balance designation.
Budget Adjustments
Along with the adopted budget, carryover appropriations and encumbrances added approximately $1.7 million to the budget. To date, Council has authorized an additional $1.3 million in budget adjustments to the General Fund. Of these budget adjustments, $1.2 million is offset with corresponding revenue, Strike Team reimbursements, and donations.
The following additional budget adjustments to the FY 24 are recommended:
· Homeless Resource Center Grant Funding: The City Council approved the activities at the Homeless Resource Center (HRC) as part of the HOME American Rescue Plan (HOME ARP) on May 8, 2023. The majority of charges incurred since then have been identified as eligible expenses for the HOME ARP plan. Due to the timing and reimbursement of the grant guidelines, not all expenses were charged to the HOME fund and were covered by the General Fund in FY 2023. In order to reimburse these expenses, a transfer of $129,049.48. from the HOME fund (317) to the General Fund Unreserved Fund Balance is proposed. · Administration Building Security Door Improvements: This project was awarded at the January 23, 2024 City Council meeting, with funding support from the Capital Projects Fund.
Alternative funding has been identified, and in an effort to effectively manage the city’s financial resources, it is recommended the project be funded through Capital Bond Project (553) as this project is eligible since it focuses on the City’sphysical security at the Civic Center campus. Upon approval of this appropriation, $64,944 of Capital Fund (500) funding will remain unspent and will go back to the unreserved fund balance at the end of the year to support future needs.
· Electricity: Costs associated with electricity have been increasing steadily in recent years, most notably in the last two years. While City departments have been able to absorb costs with unspent budget in areas such as contractual services and materials and supplies, the expense will be too large to cover within the respective departments for FY 24. An amount of $350,000 would cover anticipated electricity costs within several departments including Library, Fire, Police, and Community Services. Electricity costs cover facilities maintained by the City and are partially offset by facility rental fees as applicable. · Fuel Allocation: While the price and use of fuel has fluctuated over the last few years, the City has maintained the same budget appropriation and has used unspent budget to cover additional fuel costs. Current year end estimates do not support the same level of unspent budget, and an additional appropriation will be necessary to cover the cost of gasoline and diesel fuel for city operations for the remainder of the year. As an internal service cost, this additional funding will be supported by the following unreserved fund balances: General, Emergency Medical Transport (EMT), Sewer, Gas Tax, and Water Funds. · Liability Claims and Property Damage: Each year, staff appropriates an estimated amount for liability claims, premiums, and administrative costs based on history and knowledge of what is to be expected in the coming fiscal year. Due to unforeseen claims, property damage, and premium costs, $380,000 of additional funding for the Liability Claims Paid and Property Damage accounts are needed. Staff is requesting an appropriation of the unreserved fund City of Orange Printed on 3/7/2024Page 5 of 7
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Damage accounts are needed. Staff is requesting an appropriation of the unreserved fund balance of the Liability Fund (740) to addresses these expenses. · Low & Moderate Housing Asset Fund: In order to streamline compliance and inspection monitoring of former Redevelopment Agency (RDA) funding projects, staff is proposing the purchase of asset management software that will be utilized to keep track of agreements, annual compliance monitoring, and residual receipt payment calculation and tracking. Funds are needed to pay for consultant time to assist staff in developing a module that is specific to the City’sneeds and business processes. Additionally, funds for staff time are being requested to cover management and administration related to the RDA-funded affordable housing agreements.
· Code Enforcement Support: The responsibilities of the Code Compliance Division have expanded over the past year with the addition of the oversight of Short-Term Rentals and sidewalk vendor enforcement. The City is currently using revenue from short-term rentals for consultant services to augment code compliance staffing in order to meet community expectations on responsiveness and effectiveness. Staff is recommending adding two 20-hour part-time code compliance staff in lieu of outside consultants to specifically cover sidewalk vending enforcement. The estimated annual cost for the two positions is $157,000 or about $77,000 each. If approved, the positions would be supported by using unspent budget from salaries within the department and consulting services in FY 24. · Organizational Structure Changes: Due to modifications in department organizational structures and increases with level of duties with certain employees, salary ranges and classifications are proposed to be updated to commensurate with the reassignment and level of work for certain departments, including Public Works, Community Development, City Clerk’s,and Police departments. The position changes are cost neutral in all funds and does not affect budgetary projections for out years.
The total impact of these FY 24 adjustments affecting the General Fund total $416,805 which includes the transfer from the HOME fund (310), and are considered in the year-end estimates, see table 3 below.
Table 3: FY 24 General Fund Estimated Fund Balance
FY 2023-24
Current
Budget
FY 2023-24
Year-End
Estimate
Variance to
Current
Budget
Estimated Beginning Undesignated
Fund Balance - 7/1/2023
11,687 11,687 -
Revenues 136,900,535 137,282,762 382,227
Transfers-In 3,863,281 2,629,000 (1,234,281)
Total Revenues 140,763,816 139,911,732 (852,054)
Expenditures (142,347,063) (142,265,011) 82,051
Mid-Year Appropriation (Electricity) - (350,000) (350,000) Mid-Year Appropriation (Fuel) - (195,855) (195,855)
Transfers Out (1,363,281) - 1,363,281
Total Expenditures (143,710,344) (142,810,866) 899,477
Carryovers from FY23 1,736,528 1,736,528 -
Estimated Ending Fund Balance -
6/30/2024
(1,198,313) (1,150,889) 47,424
Catastrophic Reserve Designation (1,122,615) (1,199,606) (76,991) Estimated Undesignated Fund
Balance - 6/30/2024
(2,320,928) (2,350,495) (29,567)
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Item #: 7.1. 3/12/2024 File #: 24-0116
FY 2023-24
Current
Budget
FY 2023-24
Year-End
Estimate
Variance to
Current
Budget
Estimated Beginning Undesignated
Fund Balance - 7/1/2023
11,687 11,687 -
Revenues 136,900,535 137,282,762 382,227
Transfers-In 3,863,281 2,629,000 (1,234,281)
Total Revenues 140,763,816 139,911,732 (852,054)
Expenditures (142,347,063) (142,265,011) 82,051
Mid-Year Appropriation (Electricity) - (350,000) (350,000) Mid-Year Appropriation (Fuel) - (195,855) (195,855)
Transfers Out (1,363,281) - 1,363,281
Total Expenditures (143,710,344) (142,810,866) 899,477
Carryovers from FY23 1,736,528 1,736,528 -
Estimated Ending Fund Balance -
6/30/2024
(1,198,313) (1,150,889) 47,424
Catastrophic Reserve Designation (1,122,615) (1,199,606) (76,991) Estimated Undesignated Fund
Balance - 6/30/2024
(2,320,928) (2,350,495) (29,567)
Table 4 has the estimated Catastrophic Reserve based on the mid-year year-end estimates.
Table 4: FY 24 General Fund Estimated Catastrophic Reserve Balance FY 2023-24
Current
Budget
FY 2023-24
Year-End
Estimate
Variance to
Current
Budget
Beginning Reserve Balance at 7/1 22,506,997 22,506,997 - Increase/(Decrease) to Reserve 1,122,615 1,199,606 76,991 Estimated Ending Catastrophic
Reserve Balance at 6/30/2024
23,629,612 23,706,603 76,991
Considering all General Fund revenues and expenditures year-end estimates for FY 24, the operating deficit is estimated to be about $2.35 million. Year-end estimates for operating revenue are projected to be slightly higher, excluding transfers, and remain within 1% of the current budget. However, this does not include the one-time revenue from CR&R. The year-end expenditures are lightly lower than anticipated, but also remain withing 1% of the current budget.
The City staff will continue to monitor revenues and expenditures for FY 24 and will provide further updates in the third quarter budget report. More detailed analysis of anticipated revenues and expenditures for FY 25 will be discussed at the upcoming Budget Study Session, focusing on General Fund, on March 21st.
7. ATTACHMENTS
· General Fund - Mid Year Report Ending 12/31/23
· Resolution No. 11531
· Resolution No. 11532
· Resolution No. 11533
City of Orange Printed on 3/7/2024Page 7 of 7
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526
Actual 2023-24
Appropriation YTD thru 12/31 Actual v. %
2023-24 2023-24 Estimates RECEIVED
Revenues:
Property Tax 55,024,850 16,529,050 38,495,800 30.0%
Sales Tax 50,438,051 18,026,870 32,411,181 35.7%
Transient Occupancy Tax 5,350,300 2,221,222 3,129,078 41.5% Franchises 2,852,060 392,853 2,459,207 13.8%
Licenses & Permits 7,040,474 3,272,587 3,767,887 46.5%
Fines & Penalties 2,023,320 764,165 1,259,155 37.8%
Use of Money & Property 1,463,069 1,043,001 420,068 71.3% Revenue from Other Agencies 2,286,340 2,520,608 (234,268) 110.2% Fees for Services 5,463,736 2,194,657 3,269,079 40.2%
Miscellaneous Revenues 1,322,704 937,253 385,451 70.9%
Inter Fund Revenue 3,635,631 1,817,816 1,817,815 50.0%
TOTAL REVENUE 136,900,535$ 49,720,082$ 87,180,453$ 36.3% Funding Sources
General Fund - Mid-Year Report Ending 12/31/23
Revenues
527
Expended Encumbrance
Appropriation Thru 12/31 Thru 12/31 Unencumbered % Budget Expenditures: 2023-24 2023-24 2023-24 Balance Exp. & Encum.
Non Departmental 2,271,094 819,203 583,209 868,682 61.8% City Council 81,280 37,056 - 44,224 45.6%
City Manager 2,502,475 976,056 118,296 1,408,123 43.7%
City Attorney 1,525,865 629,550 90,129 806,186 47.2%
City Clerk 923,224 441,154 - 482,070 47.8%
Finance Department 4,150,320 1,655,356 152,203 2,342,761 43.6% Human Resources 2,117,095 893,604 65,544 1,157,947 45.3% Library Services 6,538,324 2,924,781 193,686 3,419,857 47.7% Fire 36,961,528 16,829,154 864,610 19,267,764 47.9%
Police 60,225,488 28,335,676 687,465 31,202,347 48.2%
Public Works 10,876,857 4,522,935 1,621,725 4,732,197 56.5% Community Development 6,464,966 2,479,023 259,095 3,726,848 42.4% Community Services 11,771,808 5,075,892 1,584,099 5,111,817 56.6% Vacancy Savings (4,063,261) - - (4,063,261) 0.0%
TOTAL EXPENDITURES 142,347,063$ 65,619,440$ 6,220,062$ 70,507,561$ 50.5% Appropriation Expended Encumbrance Unencumbered % Budget Expenditures: 2023-24 2023-24 2023-24 Balance Exp. & Encum.
Salaries and Benefits 97,281,513 50,901,479 - 46,380,034 52.3% Contractual Services 16,307,804 6,666,166 5,359,645 4,281,993 73.7% Miscellaneous Expenditures 365,700 230,870 4,652 130,177 64.4% Materials and Supplies 2,669,845 913,958 787,473 968,414 63.7% Debt Service 1,713,000 - - 1,713,000 0.0%
Capital Outlay 536,349 53,403 68,290 414,655 22.7%
Internal Service Costs 23,472,851 6,853,563 - 16,619,288 29.2% TOTAL EXPENDITURES 142,347,063$ 65,619,440$ 6,220,062$ 70,507,561$ 50.5% General Fund - Mid-Year Report Ending 12/31/23
Expenditures
Funding Sources
528
RESOLUTION NO. 11531
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF ORANGE AMENDING
RESOLUTION NO. 11512 BETWEEN THE
CITY OF ORANGE AND THE ORANGE
MANAGEMENT ASSOCIATION
WHEREAS, the City of Orange, hereinafter referred to as “City”, and the Orange Management Association, hereinafter referred to as “OMA” , has an existing labor contract (i.e. “Memorandum of Understanding” or “MOU”) in effect through and including June 30, 2025; and
WHEREAS, the Records Coordinator classification is being proposed by City staff as part of mid-year FY 24 budget adoption changes with an effective date of March 10, 2024; and
WHEREAS, the classification of Records Coordinator needs to be established with a commensurate salary range within the OMA MOU; and
WHEREAS, the salary range for these classifications must be authorized by the City Council and published by the City in order for the salary range to be considered pension-reportable, pursuant to CalPERS law; and
WHEREAS, City staff is proposing to eliminate the vacant classification of Real Property Agent; and
WHEREAS, the City and OMA have met and c onferred in accordance with the requirements of the Meyers-Milias-Brown Act.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Oran ge that the attached OM A salary table effective December 31, 2023 is hereby amended effective March 10, 2024 by reference as Appendix A.
ADOPTED this 12th day of March 2024.
Daniel R. Slater, Mayor, City of Orange
ATTEST:
Pamela Coleman, City Clerk, City of Orange
529
2 APPROVED AS TO FORM:
Mike Vigliotta, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE )
CITY OF ORANGE )
I, PAMELA COLEMAN, City Clerk of the City of Orange, California, do hereby certify that the foregoing Resolution was duly and regularly adopted by the City Council of the City of Orange at a regular meeting thereof held on the day of , 2024 by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
Pamela Coleman, City Clerk, City of Orange
Attachment: Appendix A
530
APPENDIX A
ORANGE MANAGEMENT ASSOCIATION
MONTHLY SALARY RANGES
EFFECTIVE JANUARY 1, 2023
3.0% Across the Board Salary Increase
CLASSIFICATION TITLE RANGE STEP
A
STEP
B
STEP
C
STEP
D
STEP
E
STEP
F
Building Inspection Supervisor 590 6764 7109 7470 7852 8253 8673 Code Compliance Manager1 634 8423 8854 9304 9779 10278 10802 Code Compliance Supervisor 590 6764 7109 7470 7852 8253 8673 Construction Inspection Supervisor 579 6403 6729 7073 7433 7812 8211 Development Project Manager 591 6797 7145 7508 7891 8294 8717 Digital Marketing Coordinator 565 5971 6275 6596 6931 7285 7657 Environmental Program Manager 643 8810 9261 9731 10228 10750 11298 Equipment Maintenance Supervisor 589 6730 7074 7433 7813 8212 8630 Facilities Maintenance Supervisor 579 6403 6729 7073 7433 7812 8211 Finance Coordinator 566 6001 6307 6629 6966 7322 7695
Finance Supervisor 586 6630 6969 7324 7697 8090 8503
Historic Preservation Planner 614 7624 8014 8421 8851 9302 9776 Information Technology Specialist 565 5971 6275 6596 6931 7285 7657 Information Technology Supervisor 590 6764 7109 7470 7852 8253 8673 Landscape Coordinator 591 6797 7145 7508 7891 8294 8717 Legal Assistant 538 5219 5485 5765 6059 6368 6692
Library Manager I 594 6900 7253 7621 8010 8419 8848
Library Manager II 604 7253 7624 8011 8420 8850 9300
Library Tech & Support Services Mgr 604 7253 7624 8011 8420 8850 9300 Parks Maintenance Supervisor 579 6403 6729 7073 7433 7812 8211 Payroll Specialist 558 5766 6060 6369 6694 7035 7394
Permit Supervisor 579 6403 6729 7073 7433 7812 8211
Project Development Coordinator 591 6797 7145 7508 7891 8294 8717 Public Works Maintenance Supervisor 579 6403 6729 7073 7433 7812 8211 Real Property Agent 614 7624 8014 8421 8851 9302 9776
Recreation Services Supervisor 584 6564 6899 7251 7621 8009 8418 Senior Accountant 582 6499 6831 7179 7545 7930 8335
Senior Buyer 566 6001 6307 6629 6966 7322 7695
Senior Civil Engineer 643 8810 9261 9731 10228 10750 11298 Senior Contract Administrator 611 7510 7895 8296 8719 9164 9631 Senior Fire Inspection Specialist 600 7110 7473 7853 8254 8675 9116 Senior GIS Analyst 634 8423 8854 9304 9779 10278 10802
Senior Landscape Coordinator 611 7510 7895 8296 8719 9164 9631 Senior Legal Assistant 558 5766 6060 6369 6694 7035 7394 531
APPENDIX A (CONTINUED)
ORANGE MANAGEMENT ASSOCIATION
MONTHLY SALARY RANGES
CLASSIFICATION TITLE RANGE STEP
A
STEP
B
STEP
C
STEP
D
STEP
E
STEP
F
Senior Payroll Specialist 568 6061 6370 6695 7036 7395 7772 Senior Plan Check Engineer 643 8810 9261 9731 10228 10750 11298 Senior Planner 614 7624 8014 8421 8851 9302 9776
Senior Water Quality Inspector 579 6403 6729 7073 7433 7812 8211 Traffic Operations Superintendent 599 7074 7436 7814 8213 8632 9071 Tree Services Coordinator2 591 6797 7145 7508 7891 8294 8717 Water Maintenance Supervisor 579 6403 6729 7073 7433 7812 8211 Water Quality Inspector 559 5795 6090 6401 6727 7070 7431
1. Classification of Code Compliance Manager was established effective June 18, 2023 as part of the FY 24 budget adoption pursuant to Resolution No. 11475.
2. Salary of Tree Services Coordinator reflects June 18, 2023 increase as part of the FY 24 budget adoption pursuant to Resolution No. 11475.
532
APPENDIX A (CONTINUED)
ORANGE MANAGEMENT ASSOCIATION
MONTHLY SALARY RANGES
EFFECTIVE DECEMBER 31, 2023
5.5% Across the Board Salary Increase
CLASSIFICATION TITLE RANGE STEP
A
STEP
B
STEP
C
STEP
D
STEP
E
STEP
F
Building Inspection Supervisor 601 7145 7510 7892 8295 8718 9162 Code Compliance Manager 645 8898 9354 9829 10330 10858 11411 Code Compliance Supervisor 601 7145 7510 7892 8295 8718 9162 Construction Inspection Supervisor 590 6764 7109 7470 7852 8253 8673 Development Project Manager 602 7181 7548 7931 8336 8762 9208 Digital Marketing Coordinator 576 6308 6629 6968 7323 7696 8089 Environmental Program Manager 654 9307 9783 10280 10805 11357 11934 Equipment Maintenance Supervisor 600 7110 7473 7853 8254 8675 9116 Facilities Maintenance Supervisor 590 6764 7109 7470 7852 8253 8673 Finance Coordinator 577 6339 6663 7002 7359 7735 8129
Finance Supervisor 597 7004 7362 7736 8131 8546 8981
Historic Preservation Planner 625 8054 8465 8895 9350 9828 10328 Information Technology Specialist 576 6308 6629 6968 7323 7696 8089 Information Technology Supervisor 601 7145 7510 7892 8295 8718 9162 Landscape Coordinator 602 7181 7548 7931 8336 8762 9208 Legal Assistant 549 5513 5795 6089 6401 6727 7070
Library Manager I 605 7289 7662 8051 8462 8894 9347
Library Manager II 615 7662 8054 8463 8895 9349 9825
Library Tech & Support Services Mgr 615 7662 8054 8463 8895 9349 9825 Parks Maintenance Supervisor 590 6764 7109 7470 7852 8253 8673 Payroll Specialist 569 6091 6402 6728 7072 7432 7811
Permit Supervisor 590 6764 7109 7470 7852 8253 8673
Project Development Coordinator 602 7181 7548 7931 8336 8762 9208 Public Works Maintenance Supervisor 590 6764 7109 7470 7852 8253 8673 Records Coordinator 1 562 5882 6182 6498 6829 7177 7543 Recreation Services Supervisor 595 6935 7289 7659 8050 8461 8892 Senior Accountant 593 6865 7217 7583 7971 8378 8804
Senior Buyer 577 6339 6663 7002 7359 7735 8129
Senior Civil Engineer 654 9307 9783 10280 10805 11357 11934 Senior Contract Administrator 622 7934 8340 8763 9211 9681 10174 Senior Fire Inspection Specialist 611 7510 7895 8296 8719 9164 9631 Senior GIS Analyst 645 8898 9354 9829 10330 10858 11411
533
APPENDIX A (CONTINUED)
ORANGE MANAGEMENT ASSOCIATION
MONTHLY SALARY RANGES
1. Classification of Records Coordinator established effective March 10, 2024 pursuant to City Council FY 24 mid-year budget adoption and Resolution No. 11531.
2. Classification of Real Property Agent eliminated effective March 10, 2024 pursuant to Resolution No. 11531.
Senior Landscape Coordinator 622 7934 8340 8763 9211 9681 10174 Senior Legal Assistant 569 6091 6402 6728 7072 7432 7811 Senior Payroll Specialist 579 6403 6729 7073 7433 7812 8211 Senior Plan Check Engineer 654 9307 9783 10280 10805 11357 11934 Senior Planner 625 8054 8465 8895 9350 9828 10328
Senior Water Quality Inspector 590 6764 7109 7470 7852 8253 8673 Traffic Operations Superintendent 610 7473 7855 8254 8676 9119 9583 Tree Services Coordinator 602 7181 7548 7931 8336 8762 9208 Water Maintenance Supervisor 590 6764 7109 7470 7852 8253 8673 Water Quality Inspector 570 6121 6434 6762 7107 7469 7850 534
RESOLUTION NO. 11532
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF ORANGE AMENDING
RESOLUTION NO. 11480 RELATING TO
THE CLASSIFICATION, COMPENSATION,
AND TERMS OF EMPLOYMENT OF
EXECUTIVE MANAGEMENT AND SENIOR
MANAGEMENT EMPLOYEES
WHEREAS, Resolution No. 11480 covers classification, compensation, and terms of employment through and including June 30, 2024 for unrepresented management personnel; and
WHEREAS, the Public Works Administrator classification is being proposed by City Staff as part of mid-year FY 24 budget adoption changes with an effective date of March 10, 2024; and
WHEREAS, the classification of Public Works Administrator needs to be established with a commensurate salary range within the Executive Management and Senior Management Resolution; and
WHEREAS, all salary ranges for the above classifications must be authorized by the City Council and published by the City in order for the salary range to be considered pension-reportable, pursuant to CalPERS law; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Orange that the attached Executive Management and Senior Management salary table effective July 16, 2023 are hereby amended effective March 10, 2024 by reference as Appendix A.
ADOPTED this 12th day of March 2024.
Daniel R. Slater, Mayor, City of Orange
ATTEST:
Pamela Coleman, City Clerk, City of Orange
APPROVED AS TO FORM:
Mike Vigliotta, City Attorney
535
2 STATE OF CALIFORNIA )
COUNTY OF ORANGE )
CITY OF ORANGE )
I, PAMELA COLEMAN, City Clerk of the City of Orange, California, do hereby certify that the foregoing Resolution was duly and regularly adopted by the City Council of the City of Orange at a regular meeting thereof held on the day of , 2024 by the following vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
Pamela Coleman, City Clerk, City of Orange
Attachment: Appendix A
Appendix B
536
APPENDIX A
EXECUTIVE MANAGEMENT
MONTHLY SALARY RANGES
EFFECTIVE JULY 3, 2022
3.0% Across the Board Salary Increase
CLASSIFICATION TITLE RANGE STEP
A
STEP
B
STEP
C
STEP
D
STEP
E
STEP
F
Administrative Services Director1 740 14291 15022 15786 16592 17438 18327 Assistant City Manager2 749 14948 15712 16511 17354 18239 19169 City Clerk Services Director 644 8854 9307 9780 10279 10804 11354 Community Development Director3 730 13596 14291 15018 15785 16590 17436 Community Services Director4 725 13261 13939 14648 15396 16181 17006 Finance Director5 730 13596 14291 15018 15785 16590 17436 Fire Chief 753 15249 16029 16844 17704 18607 19555
Human Resources Director6 725 13261 13939 14648 15396 16181 17006 Library Services Director 695 11418 12002 12612 13257 13933 14643 Police Chief7 774 16935 17801 18706 19661 20664 21718
Public Works Director8 730 13596 14291 15018 15785 16590 17436
1. Administrative Services Director classification receives an equity adjustment of 7.0% pursuant to Resolution No. 11410.
2. Assistant City Manager classification receives an equity adjustment of 6.0% pursuant to Resolution No. 11410.
3. Community Development Director classification receives an equity adjustment of 8.0% pursuant to Resolution No. 11410.
4. Community Services Director classification receives an equity adjustment of 8.0% pursuant to Resolution No. 11410.
5. Finance Director classification receives an equity adjustment of 10.5% pursuant to Resolution No. 11410.
6. Human Resources Director classification receives an equity adjustment of 8.0% pursuant to Resolution No. 11410.
7. Police Chief classification receives an internal compaction adjustment of 5.0% pursuant to Resolution No. 11410.
8. Public Works Director classification receives an equity adjustment of 2.0% pursuant to Resolution No. 11410.
EFFECTIVE JULY 16, 2023
4.0% Across the Board Salary Increase
5.0% Salary Increase for Fire Chief and Police Chief
CLASSIFICATION TITLE RANGE STEP
A
STEP
B
STEP
C
STEP
D
STEP
E
STEP
F
Administrative Services Director 748 14873 15634 16428 17268 18148 19073 Assistant City Manager 757 15557 16352 17183 18061 18982 19950 City Clerk Services Director 652 9214 9686 10178 10697 11244 11816 Community Development Director 738 14150 14873 15629 16427 17265 18145 Community Services Director 733 13801 14507 15244 16023 16840 17699 Finance Director 738 14150 14873 15629 16427 17265 18145 Fire Chief 763 16030 16849 17706 18610 19560 20557
Human Resources Director 733 13801 14507 15244 16023 16840 17699 Library Services Director 703 11883 12491 13126 13796 14500 15239 Police Chief 784 17802 18712 19664 20668 21722 22830
Public Works Director 738 14150 14873 15629 16427 17265 18145 537
APPENDIX B
SENIOR MANAGEMENT
MONTHLY SALARY RANGES
EFFECTIVE JULY 3, 2022
3.0% Across the Board Salary Increase
CLASSIFICATION TITLE RANGE STEP
A
STEP
B
STEP
C
STEP
D
STEP
E
STEP
F
Accounting Manager 624 8014 8423 8851 9303 9779 10276
Administrative Analyst I 554 5652 5940 6243 6562 6896 7248 Administrative Analyst II 574 6245 6563 6898 7250 7620 8008 Assistant City Attorney I 680 10595 11137 11703 12301 12928 13587 Assistant City Attorney II 690 11137 11707 12302 12930 13590 14282 Assistant Community Devel. Director 688 11027 11590 12180 12802 13455 14140 Assistant Community Services Director 675 10335 10863 11415 11998 12610 13253 Assistant Field Services Manager 655 9354 9832 10332 10859 11413 11994 Assistant Finance Director 675 10335 10863 11415 11998 12610 13253 Assistant Human Resources Director 675 10335 10863 11415 11998 12610 13253 Assistant Library Services Director 634 8423 8854 9304 9779 10278 10802 Assistant Public Works Director 700 11707 12305 12931 13591 14284 15013 Assistant to the City Manager 624 8014 8423 8851 9303 9779 10276 Assistant Water Manager 655 9354 9832 10332 10859 11413 11994 Budget Manager 624 8014 8423 8851 9303 9779 10276
Budget Officer 614 7624 8014 8421 8851 9302 9776
Building and Safety Manager2 655 9354 9832 10332 10859 11413 11994 Chief Building Official 675 10335 10863 11415 11998 12610 13253 Crime Analyst 572 6183 6498 6830 7178 7544 7929
Deputy City Clerk 576 6308 6629 6968 7323 7696 8089
Deputy City Manager 688 11027 11590 12180 12802 13455 14140 Deputy Public Works Director 690 11137 11707 12302 12930 13590 14282 Economic Development Manager 675 10335 10863 11415 11998 12610 13253 Economic Development Project Manager 624 8014 8423 8851 9303 9779 10276 Emergency Manager 1 639 8636 9078 9539 10026 10538 11075 Emergency Medical Services Manager 639 8636 9078 9539 10026 10538 11075 Employee Benefits Analyst 567 6031 6338 6662 7001 7358 7734 Executive Assistant 521 4794 5039 5296 5566 5850 6148
Executive Assistant to the Chief 541 5297 5568 5851 6150 6463 6793 Field Services Manager 675 10335 10863 11415 11998 12610 13253 Finance Manager 606 7325 7700 8091 8504 8938 9394
Financial Analyst 578 6371 6696 7037 7396 7773 8170
Housing Manager 624 8014 8423 8851 9303 9779 10276
Human Resources Analyst I 559 5795 6090 6401 6727 7070 7431
538
APPENDIX B (CONTINUED)
SENIOR MANAGEMENT
MONTHLY SALARY RANGES
CLASSIFICATION TITLE RANGE STEP
A
STEP
B
STEP
C
STEP
D
STEP
E
STEP
F
Human Resources Analyst II 586 6630 6969 7324 7697 8090 8503 Human Resources Manager 655 9354 9832 10332 10859 11413 11994 Information Technology Manager 675 10335 10863 11415 11998 12610 13253 Information Technology Project Manager 655 9354 9832 10332 10859 11413 11994 Intergovernmental & Comm Affairs Mgr 666 9881 10386 10914 11471 12057 12671 Internal Audit Manager 624 8014 8423 8851 9303 9779 10276 Investment/Revenue Officer 594 6900 7253 7621 8010 8419 8848 Manager of Trans Svcs/City Traffic Eng 675 10335 10863 11415 11998 12610 13253 Network/Security Analyst 605 7289 7662 8051 8462 8894 9347 Parks and Facilities Manager 655 9354 9832 10332 10859 11413 11994 Payroll Manager 624 8014 8423 8851 9303 9779 10276
Planning Manager 675 10335 10863 11415 11998 12610 13253 Principal Civil Engineer 655 9354 9832 10332 10859 11413 11994 Principal Planner 644 8854 9307 9780 10279 10804 11354
Public Affairs & Information Manager 624 8014 8423 8851 9303 9779 10276 Public Works Administrative Manager 624 8014 8423 8851 9303 9779 10276 Purchasing Officer 606 7325 7700 8091 8504 8938 9394
Recreation Services Manager 645 8898 9354 9829 10330 10858 11411 Risk Management Analyst 557 5737 6030 6338 6661 7000 7357 Risk Manager 659 9541 10030 10539 11077 11643 12236
Senior Administrative Analyst 604 7253 7624 8011 8420 8850 9300 Senior Assistant City Attorney 710 12305 12934 13592 14286 15015 15780 Senior Assistant to the City Manager 655 9354 9832 10332 10859 11413 11994 Senior Econ Development Project Mgr 650 9123 9590 10077 10591 11132 11699 Senior Emergency Medical Svcs Mgr 675 10335 10863 11415 11998 12610 13253 Senior Executive Assistant to the City
Council and the City Manager 571 6152 6466 6795 7143 7507 7889 Senior Housing Manager 650 9123 9590 10077 10591 11132 11699 Senior Human Resources Analyst 616 7700 8094 8505 8940 9396 9874 Senior Library Manager 614 7624 8014 8421 8851 9302 9776 Systems Analyst 605 7289 7662 8051 8462 8894 9347
Water Manager 675 10335 10863 11415 11998 12610 13253
1. Retitle the Emergency Preparedness Manager classification to Emergency Manager effective July 3, 2022 pursuant to Resolution No. 11410.
2. Classification of Building and Safety Manager was established effective July 3, 2022 pursuant to Resolution No. 11410.
539
APPENDIX B (CONTINUED)
SENIOR MANAGEMENT
MONTHLY SALARY RANGES
EFFECTIVE JULY 16, 2023
4.0% Across the Board Salary Increase
CLASSIFICATION TITLE RANGE STEP
A
STEP
B
STEP
C
STEP
D
STEP
E
STEP
F
Accounting Manager1 642 8766 9215 9682 10177 10696 11242 Administrative Analyst I 562 5882 6182 6498 6829 7177 7543 Administrative Analyst II 582 6499 6831 7179 7545 7930 8335 Administrative Manager2 632 8340 8766 9211 9682 10176 10694 Assistant City Attorney I 688 11027 11590 12180 12802 13455 14140 Assistant City Attorney II 698 11590 12183 12802 13456 14143 14864 Assistant Community Devel. Director 696 11475 12062 12675 13323 14002 14716 Assistant Community Services Director 683 10755 11305 11880 12486 13123 13792 Assistant Field Services Manager 663 9734 10232 10752 11300 11878 12482 Assistant Finance Director 683 10755 11305 11880 12486 13123 13792 Assistant Human Resources Director 683 10755 11305 11880 12486 13123 13792 Assistant Library Services Director 642 8766 9215 9682 10177 10696 11242 Assistant Public Works Director 708 12183 12806 13457 14145 14866 15624 Assistant to the City Manager 632 8340 8766 9211 9682 10176 10694 Assistant Water Manager 663 9734 10232 10752 11300 11878 12482 Budget Manager 632 8340 8766 9211 9682 10176 10694
Budget Officer 622 7934 8340 8763 9211 9681 10174
Building and Safety Manager 663 9734 10232 10752 11300 11878 12482 Chief Building Official 683 10755 11305 11880 12486 13123 13792 Crime Analyst 580 6435 6763 7108 7470 7851 8252
Deputy City Clerk 584 6564 6899 7251 7621 8009 8418
Deputy City Manager 696 11475 12062 12675 13323 14002 14716 Deputy Public Works Director 698 11590 12183 12802 13456 14143 14864 Economic Development Manager 683 10755 11305 11880 12486 13123 13792 Economic Development Project Manager 632 8340 8766 9211 9682 10176 10694 Emergency Manager 647 8987 9447 9927 10434 10967 11525
Emergency Medical Services Manager 647 8987 9447 9927 10434 10967 11525 Employee Benefits Analyst 575 6276 6596 6933 7286 7658 8049 Equipment Maint. Superintendent 635 8465 8898 9351 9828 10330 10856 Executive Assistant 529 4990 5244 5512 5793 6088 6399
Executive Assistant to the Chief 549 5513 5795 6089 6401 6727 7070 Field Services Manager 683 10755 11305 11880 12486 13123 13792 Finance Manager 614 7624 8014 8421 8851 9302 9776
Financial Analyst 586 6630 6969 7324 7697 8090 8503
Housing Manager 632 8340 8766 9211 9682 10176 10694
540
APPENDIX B (CONTINUED)
SENIOR MANAGEMENT
MONTHLY SALARY RANGES
CLASSIFICATION TITLE RANGE STEP
A
STEP
B
STEP
C
STEP
D
STEP
E
STEP
F
Human Resources Analyst I 567 6031 6338 6662 7001 7358 7734 Human Resources Analyst II 594 6900 7253 7621 8010 8419 8848 Human Resources Manager 663 9734 10232 10752 11300 11878 12482 Information Technology Manager 683 10755 11305 11880 12486 13123 13792 Information Technology Project Manager 663 9734 10232 10752 11300 11878 12482 Intergovernmental & Comm Affairs Mgr 674 10283 10809 11359 11938 12547 13187 Internal Audit Manager 632 8340 8766 9211 9682 10176 10694 Investment/Revenue Officer 602 7181 7548 7931 8336 8762 9208 Manager of Trans Svcs/City Traffic Eng 683 10755 11305 11880 12486 13123 13792 Network/Security Analyst 613 7586 7974 8379 8807 9256 9727 Parks and Facilities Manager 663 9734 10232 10752 11300 11878 12482 Payroll Manager 632 8340 8766 9211 9682 10176 10694
Planning Manager 683 10755 11305 11880 12486 13123 13792 Principal Civil Engineer 663 9734 10232 10752 11300 11878 12482 Principal Planner 652 9214 9686 10178 10697 11244 11816 Public Affairs & Information Manager 632 8340 8766 9211 9682 10176 10694 Public Works Administrator4 632 8340 8766 9211 9682 10176 10694 Purchasing Officer 614 7624 8014 8421 8851 9302 9776
Records Manager3 562 5882 6182 6498 6829 7177 7543
Recreation Services Manager 653 9261 9734 10229 10751 11300 11875 Risk Management Analyst 565 5971 6275 6596 6931 7285 7657 Risk Manager 667 9930 10438 10969 11528 12117 12734
Senior Administrative Analyst 612 7548 7934 8337 8763 9210 9679 Senior Assistant City Attorney 718 12806 13461 14145 14868 15626 16423 Senior Assistant to the City Manager 663 9734 10232 10752 11300 11878 12482 Senior Econ Development Project Mgr 658 9494 9980 10487 11022 11585 12175 Senior Emergency Medical Svcs Mgr 683 10755 11305 11880 12486 13123 13792 Senior Executive Assistant to the City
Council and the City Manager
579 6403 6729 7073 7433 7812 8211
Senior Housing Manager 658 9494 9980 10487 11022 11585 12175 Senior Human Resources Analyst 624 8014 8423 8851 9303 9779 10276 Senior Library Manager 622 7934 8340 8763 9211 9681 10174 Systems Analyst 613 7586 7974 8379 8807 9256 9727
Water Manager 683 10755 11305 11880 12486 13123 13792
1. Classification of Accounting Manager received an equity adjustment of 5.0% pursuant to Resolution No. 11480.
2. Classification of Public Works Administrative Manager retitled to Administrative Manager effective June 18, 2023 pursuant to City Council FY 24 budget adoption and Resolution No.11480.
3. Classification of Records Man ager established effective June 18, 2023 pursuant to City Council FY 24 budget adoption and Resolution No.11480.
4. Classification of Public Works Administrator established effective March 10, 2024 pursuant to City Council FY 24 mid- year budget adoption and Resolution No 11532.
541
RESOLUTION NO. 11533
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ORANGE RESCINDING RESOLUTION
NO. 11514 AND AMENDING THE CITYWIDE PAY
SCHEDULE IN ACCORDANCE WITH THE
REQUIREMENTS OF CALIFORNIA CODE OF
REGULATIONS, TITLE 2, SECTION 570.5
WHEREAS, the City of Orange, (“City”), contracts with the California Public Employees’ Retirement System to provide retirement benefits for its employees; and
WHEREAS, per California Code of Regulations, Title 2, Section 570.5 (“Regulation 570.5”), the amount of “compensation earnable” pursuant to the Government Code is limited to the payrate listed on a pay schedule that meets certain requirements; and
WHEREAS, the attached Citywide Pay Schedule meets the following requirements of Regulation 570.5: (1) is duly approved and adopted by the employer’s governing body in accordance with requirements of applicable public meeting laws; (2) identifies the position title of every employee; (3) shows the pay rate for each position; (4) indicates the time base for each pay rate; (5) is posted at the office of the employer or immediately accessible for public review during normal business hours or posted on the employer’s internet website; (6) indicates an effective date and date of any revisions; (7) is retained by the employer and available for public inspection for a period not less than five years; and (8) does not reference another document in lieu of disclosing the pay rate; and
WHEREAS, on March 12, 2024 the City Council approved Resolution No. 11533, which amended Resolution No. 11480 Relating to the Classification, Compensation, and Terms of Employment of Executive Management and Senior Management Employees to add the classification of Public Works Administrator; and
WHEREAS, on March 12, 2024 the City Council approved Resolution No. 11533, which amended Resolution No. 11512 between the City of Orange and the Orange Management Association to add the classification of Records Coordinator and eliminate the classification of Real Property Agent; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Orange that Resolution No. 11514 is here by rescinded and the attached revised Citywide Pay Schedules are approved and incorporated.
ADOPTED this 12th day of March 2024.
Daniel R. Slater, Mayor, City of Orange
542
2 ATTEST:
Pamela Coleman, City Clerk, City of Orange
APPROVED AS TO FORM:
Mike Vigliotta, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE )
CITY OF ORANGE )
I, PAMELA COLEMAN, City Clerk of the City of Orange, California, do hereby certify that the foregoing Resolution was duly and regularly adopted by the City Council of the City of Orange at a regular meeting thereof held on the day of 2024, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
Pamela Coleman, City Clerk, City of Orange
Attachments:
Attachment A - Citywide Pay Schedule – March 10, 2024
543
544
ii
545
iii
546
iv
547
Agenda Item
City Council
Item #: 7.2. 3/12/2024 File #: 24-0152
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
1. SUBJECT
Agreements with Pivotal Strategies for public education and outreach services and Fairbank, Maslin, Maullin, Metz, & Associates for tracking survey services.
2. SUMMARY
At the February 27, 2024, City Council meeting, the City Council received and filed a presentation from Fairbank, Maslin, Maullin, Metz, & Associates on the citywide survey that studied the feasibility of two potential revenue measures and identified budget/service priorities. In discussing the survey results, the City Council directed staff to bring back contracts with a communications firm to provide public education/outreach services as well as tracking survey services to be completed by Fairbank, Maslin, Maullin, Metz, & Associates.
3. RECOMMENDED ACTION
1. Approve the agreement with Pivotal Strategies in the amount of $98,500 to provide public education and outreach services; and authorize the Mayor and City Clerk to execute on behalf of the City.
2. Approve the agreement with Fairbank, Maslin, Maullin, Metz, & Associates in the amount of $50,000 for tracking survey services; and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The expense for these agreements is $148,500 and will be funded through:
100.0000.52001.00000 General Fund Non-Departmental Misc Expenditures
5. STRATEGIC PLAN GOALS
Goal 4: Provide Outstanding Public Service
e. Obtain, implement, and evaluate public input into our services and programs.
6. DISCUSSION AND BACKGROUND
On October 3, 2023, in a presentation detailing the City’sfinancial position, the Orange City Council directed staff to bring back an agreement with a professional research firm to study the feasibility of potential revenue measures while identifying budget/service priorities. On October 24, 2023, the City Council approved an agreement with Fairbank, Maslin, Maullin, Metz, & Associates (FM3) to conduct the survey. The survey results were presented at the February 27, 2024, City Council meeting. After discussing the results, the City Council directed staff to bring back an agreement with FM3 for City of Orange Printed on 3/7/2024Page 1 of 2
powered by Legistar™
548
Item #: 7.2. 3/12/2024 File #: 24-0152
tracking survey services and an agreement with a professional communications firm.
Although the survey provided a unique insight into the Orange community, the survey underscored the importance of public education and outreach. For example, when asked if “things in the City of Orange are generally headed in the right direction or do you feel that things are off on the wrong track,”over a quarter refused to answer or did not know enough about the City to respond. To assist with public education/outreach, and to prepare for City Council direction, staff contacted professional communication firms (pursuant to Orange Municipal Code Section 3.08.420) and received three proposals from Tripepi Smith, Team CiviX, and Pivotal Strategies. All three firms have experience, but after reviewing the proposals and contacting references, staff determined that Pivotal Strategies is best suited to provide public education/outreach services for the City.
Based out of the Los Angeles area, Pivotal Strategies has provided public education services to Orange County cities that include Anaheim, Costa Mesa, Los Alamitos, and Westminster. Beyond Orange County, Pivotal Strategies has worked with other municipal clients including Burbank, Culver City, Downey, El Monte, El Segundo, Glendale, Montclair, Norwalk, Ontario, and South El Monte.
Pivotal Strategies has proposed a work plan that includes strategic counsel, past communication analyses, community/stakeholder engagement, online/social media outreach, city mailer distributions, as well as brand, messaging, and theme development to communicate the City’sstory and better connect with Orange residents. The proposed cost provides the best value to the City, and includes three elements - core services and outreach material along with professional Spanish translation services ($65,000), direct mailer development and distribution ($32,500), and other professional translation services ($1,000 per language). Additionally, per City Council’sdirection, to measure the City’soutreach efforts, FM3 submitted a proposal to conduct a tracking survey. FM3 listed different amounts dependent on City Council preference (e.g., survey duration and number of potential revenue measures studied) with the highest being $50,000.
Should the City Council move forward with an agreement with Pivotal Strategies and FM3, this will be part of a comprehensive effort to identify and achieve significant goals and milestones over the next five years. The City Council’sdirection backdrops efforts to update the City’sStrategic Plan and develop the Fiscal Year 2024-2025 (FY25) budget. Public education and outreach will be important in both matters, and coupled with the recent survey results, help inform future decisions. For reference, provided below is a timeline of the Strategic Plan Update and FY25 Budget processes.
March 11th March 21st April 16th April 30th May 14th June 11th Strategic
Planning
Session 1
Budget Study
Session
(General
Fund)
Budget Study
Sesson (CIP)
Strategic
Planning
Session 2
Preliminary
Budget
Presentation
Strategic Plan
and FY25
Budget
Adoption
Note: The May 14th date is currently tentative and may be moved to May 28th.
7. ATTACHMENTS
· Pivotal Strategies Professoinal Services Agreement and Proposal · FM3 Professional Services Agreement and Proposal
City of Orange Printed on 3/7/2024Page 2 of 2
powered by Legistar™
549
Agenda Item
City Council
Item #: 7.2. 3/12/2024 File #: 24-0152
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
1. SUBJECT
Agreements with Pivotal Strategies for public education and outreach services and Fairbank, Maslin, Maullin, Metz, & Associates for tracking survey services.
2. SUMMARY
At the February 27, 2024, City Council meeting, the City Council received and filed a presentation from Fairbank, Maslin, Maullin, Metz, & Associates on the citywide survey that studied the feasibility of two potential revenue measures and identified budget/service priorities. In discussing the survey results, the City Council directed staff to bring back contracts with a communications firm to provide public education/outreach services as well as tracking survey services to be completed by Fairbank, Maslin, Maullin, Metz, & Associates.
3. RECOMMENDED ACTION
1. Approve the agreement with Pivotal Strategies in the amount of $98,500 to provide public education and outreach services; and authorize the Mayor and City Clerk to execute on behalf of the City.
2. Approve the agreement with Fairbank, Maslin, Maullin, Metz, & Associates in the amount of $50,000 for tracking survey services; and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The expense for these agreements is $148,500 and will be funded through:
100.0000.52001.00000 General Fund Non-Departmental Misc Expenditures
5. STRATEGIC PLAN GOALS
Goal 4: Provide Outstanding Public Service
e. Obtain, implement, and evaluate public input into our services and programs.
6. DISCUSSION AND BACKGROUND
On October 3, 2023, in a presentation detailing the City’sfinancial position, the Orange City Council directed staff to bring back an agreement with a professional research firm to study the feasibility of potential revenue measures while identifying budget/service priorities. On October 24, 2023, the City Council approved an agreement with Fairbank, Maslin, Maullin, Metz, & Associates (FM3) to conduct the survey. The survey results were presented at the February 27, 2024, City Council meeting. After discussing the results, the City Council directed staff to bring back an agreement with FM3 for City of Orange Printed on 3/7/2024Page 1 of 2
powered by Legistar™
550
Item #: 7.2. 3/12/2024 File #: 24-0152
tracking survey services and an agreement with a professional communications firm.
Although the survey provided a unique insight into the Orange community, the survey underscored the importance of public education and outreach. For example, when asked if “things in the City of Orange are generally headed in the right direction or do you feel that things are off on the wrong track,”over a quarter refused to answer or did not know enough about the City to respond. To assist with public education/outreach, and to prepare for City Council direction, staff contacted professional communication firms (pursuant to Orange Municipal Code Section 3.08.420) and received three proposals from Tripepi Smith, Team CiviX, and Pivotal Strategies. All three firms have experience, but after reviewing the proposals and contacting references, staff determined that Pivotal Strategies is best suited to provide public education/outreach services for the City.
Based out of the Los Angeles area, Pivotal Strategies has provided public education services to Orange County cities that include Anaheim, Costa Mesa, Los Alamitos, and Westminster. Beyond Orange County, Pivotal Strategies has worked with other municipal clients including Burbank, Culver City, Downey, El Monte, El Segundo, Glendale, Montclair, Norwalk, Ontario, and South El Monte.
Pivotal Strategies has proposed a work plan that includes strategic counsel, past communication analyses, community/stakeholder engagement, online/social media outreach, city mailer distributions, as well as brand, messaging, and theme development to communicate the City’sstory and better connect with Orange residents. The proposed cost provides the best value to the City, and includes three elements - core services and outreach material along with professional Spanish translation services ($65,000), direct mailer development and distribution ($32,500), and other professional translation services ($1,000 per language). Additionally, per City Council’sdirection, to measure the City’soutreach efforts, FM3 submitted a proposal to conduct a tracking survey. FM3 listed different amounts dependent on City Council preference (e.g., survey duration and number of potential revenue measures studied) with the highest being $50,000.
Should the City Council move forward with an agreement with Pivotal Strategies and FM3, this will be part of a comprehensive effort to identify and achieve significant goals and milestones over the next five years. The City Council’sdirection backdrops efforts to update the City’sStrategic Plan and develop the Fiscal Year 2024-2025 (FY25) budget. Public education and outreach will be important in both matters, and coupled with the recent survey results, help inform future decisions. For reference, provided below is a timeline of the Strategic Plan Update and FY25 Budget processes.
March 11th March 21st April 16th April 30th May 14th June 11th Strategic
Planning
Session 1
Budget Study
Session
(General
Fund)
Budget Study
Sesson (CIP)
Strategic
Planning
Session 2
Preliminary
Budget
Presentation
Strategic Plan
and FY25
Budget
Adoption
Note: The May 14th date is currently tentative and may be moved to May 28th.
7. ATTACHMENTS
· Pivotal Strategies Professoinal Services Agreement and Proposal · FM3 Professional Services Agreement and Proposal
City of Orange Printed on 3/7/2024Page 2 of 2
powered by Legistar™
551
PROFESSIONAL SERVICES AGREEMENT
[Public Education and Outreach Services]
THIS PROFESSIONAL SERVICES AGREEMENT (the “Agreement”) is made at Orange, California, on thi s ___ day of _____________, 20 24 (the “Effective Date”) by and between the CITY OF ORANGE, a municipal corporation (“City”), and PIVOTAL STRATEGIES LLC, a California limited liability company (“Contractor”), who agree as follows:
1. Services. Subject to the terms and conditions set forth in this Agreement, Contractor shall provide to the reasonable satisfaction of City the services set forth in Exhibit “A,” which is attached hereto and incorporated herein by reference. As a material inducement to City to enter into this Agreement, Contractor represents and warrants that it has thoroughly investigated and considered the scope of services and fully understands the difficulties and restrictions in performing the work. The services which are th e subject of this Agreement are not in the usual course of City’s business and City relies on Contractor’s representation that it is independently engaged in the busi ness of providing such services and is experienced in performing the work.
Contractor shall perform all services in a manner reasonably satisfactory to City and in a manner in conformance with the standards of quality normally observed by an entity provid ing such services to a municipal agency. All services provided shall conform to all federal, state and local laws, rules and regulations and to the best professional standards and practices. The terms and conditions set forth in this Agreement shall control over any terms and conditions in Exhibit "A" to the contrary.
Jack Morgan, Senior Assistant to the City Manager (“City’s Project Manager”), shall be the person to whom Contractor will report for the performance of services hereunder. It is understood that Contractor’s performance hereunder shall be under the supervision of City’s Project Manager (or his/her designee), that Contractor shall coordinate its services hereunder with City’s Project Manager to the extent required by City’s Project Manager, and that all performances required hereunder by Contractor shall be performed to the satisfaction of City’s Project Manager and the City Manager.
2. Compensation and Fees.
a. Contractor's total compensation for all services performed under this Agreement, shall not exceed NINETY-EIGHT THOUSAND FIVE HUNDRED DOLLARS and 00/100 ($98,500.00) without the prior written authorization of City.
b. The above compensation shall include all costs, including, but not limited to, all clerical, administrative, overhead, insurance, reproduction, telephone, travel, auto rental, subsistence and all related expenses.
552
2 3. Payment.
a. As scheduled services are completed, Contractor shall submit to City an invoice for the services completed, authorized expenses and authorized extra work actually performed or incurred.
b. All such invoices shall state the basis for the amount invoiced, including services completed, the number of hours spent and any extra work performed.
c. Payment shall constitute payment in full for all services, authorized costs and authorized extra work covered by that invoice.
4. Change Orders. No payment for extra services caused by a change in the scope or complexity of work, or for any other reason, shall be made unless and until such extra services and a price therefor have been previously authorized in writing and approved by City as an amendment to this Agreement. City’s Project Manager is authorized to approve a reduction in the services to be performed and compensation therefor. All amendments shall set forth the changes of work, extension of time, and/or adjustment of the compensation to be paid by City to Contractor and shall be signed by the City’s Project Manager, City Manager or City Council, as applicable.
5. Licenses. Contractor represents that it and any subcontractors it may engage, possess any and all licenses which are required under state or federal law to perform the work contemplated by this Agreement and that Contractor and its subcontractors shall maintain all appropriate licenses, including a City of Orange business license, at its cost, during the performance of this Agreement.
6. Independent Contractor . At all times during the term of this Agreement, Contractor shall be an independent contractor and not an employee of City. City shall have the right to control Contractor only insofar as the result of Contractor's services rendered pursuant to this Agreement. City shall not have the right to control the means by which Contractor accomplishes services rendered pursuant to this Agreement. Contractor shall, at its sole cost and expense, furnish all facilities, materials and equi pment which may be required for furnishing services pursuant to this Agreement. Contractor shall be solely responsible for, and shall indemnify, defend and save City harmless from all matters relating to the payment of its subcontractors, agents and employees, including compliance with social security withholding and all other wages, salaries, benefits, taxes, exactions, and regulations of any nature whatsoever.
Contractor acknowledges that it and any subcontractors, agents or employees employed by Contractor shall not, under any circumstances, be considered employees of City, and that they shall not be entitled to any of the benefits or rights afforded employees of City, including, but not limited to, sick leave, vacation leave, holiday pay, Public Employees Retirement System benefits, or health, life, dental, long-term disability or workers' compensation insurance benefits.
7. Contractor Not Agent. Except as City may specify in writing, Contractor shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Contractor shall have no authority, express or implied, to bind City to any obligation whatsoever.
553
3 8. Designated Persons. Only those qualified persons authorized by City’s Project Manager, or as designated in Exhibit “A,” shall perform work provided for under this Agreement.
It is understood by the parties that clerical and other nonprofessional work may be performed by persons other than those designated.
9. Assignment or Subcontracting. No assignment or subcontracting by Contractor of any part of this Agreement or of funds to be received under this Agreement shall be of any force or effect unless the assignment has the prior written approval of City. City may terminate this Agreement rather than accept any proposed assignment or subcontracting. Such assignment or subcontracting may be approved by the City Manager or his/her designee.
10. Time of Completion . Except as otherwise specified in Exhibit “A,” Contractor shall commence the work provided for in this Agreement within five (5) days of the Effective Date of this Agreement and diligently prosecute completion of the work in accordance with the time period set forth in Exhibit “A” hereto or as otherwise agreed to by and between the representatives of the parties.
11. Time Is of the Essence. Time is of the essence in this Agreement. Contractor shall do all things necessary and incidental to the prosecution of Contractor's work.
12. Reserved.
13. Delays and Extensions of Time. Contractor's sole remedy for delays outside its control, other than those delays caused by City, shall be an extension of time. No matter what the cause of the delay, Contractor must document any delay and request an extension of time in writing at the time of the delay to the satisfaction of City. Any extensions granted shall be limited to the length of the delay outside Contractor’s control. If Contractor believes that delays caused by City will cause it to incur additional costs, it must specify, in writing, why the delay has caused additional costs to be incurred and the exact amount of such cost at the time the delay occurs. No additional costs can be paid that exceed the not to exceed amount stated in Section 2.a, above, absent a written amendment to this Agreement.
14. Products of Contractor. The documents, studies, evaluations, asses sments, reports, plans, citations, materials, manuals, technical data, logs, files, designs and other products produced or provided by Contractor for this Agreement shall become the property of City upon receipt. Contractor shall deliver all such products to City prior to payment for same. City may use, reuse or otherwise utilize such products without restriction.
15. Equal Employment Opportunity . During the performance of this Agreement, Contractor agrees as follows:
a. Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, mental or physical disability, or any other basis prohibited by applicable law. Contractor shall ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, 554
4 sex, national origin, mental or physical disability, or any other basis prohibited by applicable law.
Such actions shall include, but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. Contractor agrees to post in conspicuous places, available to employees and applicants for employment, a notice setting forth provisions of this non-discrimination clause.
b. Contractor shall, in all solicitations and advertisements for employees placed by, or on behalf of Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, mental or physical disability, or any other basis prohibited by applicable law.
c. Contractor shall cause the foregoing paragraphs (a) and (b) to be inserted in all subcontracts for any work covered by this Agreement, provided that the foregoing provisions shall not apply to subcontracts for standard commercial supplies or raw materials.
16. Conflicts of Interest. Contractor agrees that it shall not make, participate in the making, or in any way attempt to use its position as a consultant to influence any decision of City in which Contractor knows or has reason to know that Contractor, its officers, partners, or employees have a financial interest as defined in Section 8710 3 of the Government Code. [Contractor further agrees that it shall not be eligible to work as the design/build firm for the project that is the subject of this Agreement.]
17. Indemnity.
a. To the fullest extent permitted by law , Contractor agrees to indemnify, defend and hold City, its City Council and each member thereof, and the officers, officials, agents and employees of City (collectively the “Indemnitees”) entirely harmless from all liability arising out of:
(1) Any and all claims under workers’ compensation acts and other employee benefit acts with respect to Contractor’s employees or Contractor’s subcontractor’s employees arising out of Contractor’s work under this Agreement, including any and all claims under any law pertaining to Contractor or its employees’ status as an independent contractor and any and all claims under Labor Code section 1720 related to the payment of prevailing wages for public works projects; and
(2) Any claim, loss, injury to or death of persons or damage to property caused by any act, neglect, default, or omission of Contractor, or person, firm or corporation employed by Contractor, either directly or by independent contract, including all damages due to loss or theft sustained by any person, firm or corporation including the Indemnitees, or any of them, arising out of, or in any way connected with the work or services which are the subject of this Agreement, including injury or damage either on o r off City’s property; but not for any loss, injury, death or damage caused by the active negligence or willful misconduct of City. Contractor, at its own expense, cost and risk, shall indemnify any and all claims, actions, suits or other proceedings that may be brought or instituted against the Indemnitees on any such claim or liability 555
5 covered by this subparagraph, and shall pay or satisfy any judgment that may be rendered against the Indemnitees, or any of them, in any action, suit or other proceedings as a result of coverage under this subparagraph.
b. To the fullest extent permitted by law, and as limited by California Civil Code 2782.8, Contractor agrees to indemnify and hold Indemnitees harmless from all liability arising out of any claim, loss, injury to or death of persons or damage to property to the extent caused by its negligent professional act or omission in the performance of professional services pursuant to this Agreement.