Agenda packet — Port Hueneme City Council, January 21, 2025 (part 1 of 2)

CC Regular Meeting Agenda – January 21, 2025, Page 1 of 5 Tuesday, January 21, 2025
Port Hueneme City Hall
250 North Ventura Road, Port Hueneme, CA 93041
5:30 PM Closed Session | 6:30 PM Regular Meeting
Watch Meetings Live or On-Demand
Official City Page: https://porthuenemeca.suiteonemedia.com YouTube: https://www.youtube.com/@cityofporthuenemegov
Public Comments
Public comments may be submitted in person or in writing.

In-Person: Complete a speaker request card located at the entrance of the Council Chamber and give it to the City Clerk. Your name will be called when it is your turn to speak. Public Comment is limited to 3 minutes per speaker, unless for good cause, the Mayor amends the time limit. A speaker’s time may not be transferred to another speaker.

Written: All written public comments shall be no more than 500 words and are subject to the Public Records Act. Written comments should be submitted to the City Clerk by 5:00 p.m. on the day of the City Council meeting by email or directly to the City Clerk’s Office. Email [email protected] and enter “City Council Public Comment” in the Subject line (and agenda item number if applicable). Mail or drop off written comments to the City Clerk’s Office located at 250 N. Ventura Road, Port Hueneme, CA 93041. Please clearly mark envelope with “Public Comment and meeting date”.

Translation Services
Use of a Translator
* The City shall provide a translator if one is requested by a member of the public with a 48-hour advance notice. If a 48-hour advance notice is not provided, the member of the public may provide their own translator. To request a translator, please contact [email protected]. * Per California Government Code 54954.3, if an individual utilizes a translator during Public Statements, the legislative body of a local agency shall provide at least twice the allotted time to a member of the public who utilizes a translator to ensure that non-English speakers receive the same opportunity to directly address the legislative body of a local agency.
* If the City provides a translator or translation equipment that allows for the simultaneous translation of the testimony, then no additional time shall be granted.

Uso de traductor
* La Ciudad proporcionará un traductor si un miembro del público lo solicita con un aviso de 48 horas de anticipación. Si no se avisa con 48 horas de anticipación, el público podrá proporcionar su propio traductor.

Para solicitar un traductor, comuníquese con [email protected]. * Según el Código de Gobierno de California 54954.3, si una persona utiliza un traductor durante las declaraciones públicas, el cuerpo legislativo de una agencia local deberá proporcionar al menos el doble del tiempo asignado a un miembro del público que utilice un traductor para garantizar que las personas CC Regular Meeting Agenda – January 21, 2025, Page 2 of 5 que no hablan inglés reciban la misma oportunidad de dirigirse directamente al cuerpo legislativo de una agencia local.
* Si la Ciudad proporciona un traductor o equipo de traducción que permita la traducción simultánea del testimonio, entonces no se concederá tiempo adicional.

Americans with Disabilities Act
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, contact the office of the city clerk at (805) 986-6503 or [email protected]. Notice 48 hours prior to the meeting will enable the city to make reasonable arrangements to allow participation in this meeting.

Levine Act Disclaimer
The Levine Act (Gov. Code, § 84308) requires any Party, Participant, or Agent in a Proceeding, as those terms are defined in Government Code section 84308 and Title 2, California Code of Regulations, Sections 18400 et seq., before the City of Port Hueneme that involves any action or consideration to their contract, license, permit, or other entitlement for use to disclose any campaign contributions made to City elected or appointed Officers totaling more than $500 within the 12 months prior to the City decision. Any City elected or appointed Officer who has received a contribution totaling more than $500 within the preceding twelve (12) months from a Party, Agent, or Participant, shall disclose that fact on the record of the proceeding and shall not make, participate in making, or in any way attempt to use the Officer’s official position to influence the decision. Violations of Government Code section 84308 may result in a civil action brought by the FPPC for an amount up to five thousand dollars ($5,000) per violation. Any person who knowingly or willfully violates any provision of the Political Reform Act is guilty of a misdemeanor and subject to a fine of up to the greater of ten thousand dollars ($10,000) or three times the amount the person unlawfully contributed upon conviction for each violation. Any Party, Participant, or Agent is further prohibited from making, and any elected or appointed City Officer is prohibited from soliciting or accepting, any contribution in excess of $500 for a period of twelve (12) months following any proceeding described above. 5:30 PM – CITY COUNCIL CLOSED SESSION AGENDA

CALL TO ORDER

ROLL CALL
Councilmembers Steven A. Gama, Laura D. Hernandez, Misty Perez; Mayor Pro Tem Jess Lopez; and Mayor Martha R. McQueen-Legohn
PUBLIC COMMENT (10 Minutes)
The Council will hear closed session public comments for a maximum of 10 minutes. In-person public comments should be no more than 3 minutes in length. Written comments should be no more than 500 words. Please see Agenda cover page for submission instructions.

CLOSED SESSION ITEMS
With respect to every item of business to be discussed in CLOSED SESSION, pursuant to the California Government Code:

A. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION Pursuant to Government Code § 54956.9(e)(3) - claim or other written communication threatening litigation has been received.

Number of potential cases: One (1)
CONFLICT OF INTEREST and LEVINE ACT DISCLOSURES

RECESS TO CLOSED SESSION
CC Regular Meeting Agenda – January 21, 2025, Page 3 of 5 6:30 PM CITY COUNCIL REGULAR MEETING AGENDA

CALL TO ORDER / FLAG SALUTE

ROLL CALL
Councilmembers Steven A. Gama, Laura D. Hernandez, Misty Perez; Mayor Pro Tem Jess Lopez; and Mayor Martha R. McQueen-Legohn

INSPIRATION
Given by Mayor Pro Tem Lopez

CLOSED SESSION REPORT

PUBLIC COMMENT
Members of the public may submit comments for items on the Agenda or that is within the subject matter jurisdiction of the City Council. General public comments regarding items Not on the Agenda will be heard at this time. State law prohibits Council from taking action on any item Not on the Agenda. Comments regarding items on the Agenda will be heard when the item is addressed. In-person public comments should be no more than 3 minutes in length. Written comments should be no more than 500 words. Please see Agenda cover page for submission instructions.

AGENDA APPROVAL FOR CITY COUNCIL
City Council Agenda
Recommendation: Approve the City Council Agenda of January 21, 2025.

CONFLICT OF INTEREST and LEVINE ACT DISCLOSURES

PRESENTATIONS

1. PROCLAMATION HONORING THE 25TH ANNIVERSARY OF ALASKA FLIGHT 261

2. QUARTERLY EMPLOYEE RECOGNITION
• 25 years of service – Sheri Avitto, Administrative Specialist III

CONSENT CALENDAR
All matters listed on the Consent Calendar are to be considered routine by the governing body, and will be enacted by one motion in the form listed. There will be no discussion of these items unless, before the governing body votes on the motion to adopt, specific items are removed from the Consent Calendar for separate motions.

3. MINUTES
Recommendation: Approve the January 6, 2025, City Council Regular Meeting Minutes.

4. REGISTER OF DISBURSEMENTS
Recommendation: Receive and file the City’s register of disbursements for the period of December 28, 2024 through January 10, 2025.

5. MEMORANDUM OF UNDERSTANDING WITH THE SOUTHERN CALIFORNIA

ASSOCIATION OF GOVERNMENTS TO ACCEPT LOCAL AGENCY TECHNICAL

ASSISTANCE GRANT SERVICES
Recommendation: Authorize the City Manager to enter into a Memorandum of Understanding (MOU) with the Southern California Association of Governments (SCAG) accepting services for a Local Agency Technical Assistance (LATA) grant to evaluate and develop a plan to bring broadband services to the Port Hueneme Beach Park area.

6. RESOLUTION ADOPTING A RECORDS RETENTION SCHEDULE
Recommendation: Adopt a Resolution entitled, “A Resolution of the City Council of the City of Port Hueneme, California, adopting a records retention schedule, authorizing destruction of certain City records”.

CC Regular Meeting Agenda – January 21, 2025, Page 4 of 5

7. AUTHORIZE STAFF TO ACCEPT A $10,000 GRANT AWARD FROM THE DL FRESH

FOUNDATION IN SUPPORT OF STEM PROGRAMMING TO BE OFFERED AT THE ORVENE S. CARPENTER COMMUNITY CENTER
Recommendation: Authorize staff to accept $10,000 in grant funds from the DL Fresh Foundation in support of STEM programming”, in order to implement an after school educational opportunity for local elementary school children at the Orvene S. Carpenter Community Center.

8. AMENDMENT NUMBER ONE TO THE PROFESSIONAL SERVICES CONTRACT FOR

WORKPLACE INVESTIGAITONS
Recommendation: Authorize the City Manager or Designee to execute an amendment with Oppenheimer Investigations Group LLC to increase the not-to-exceed amount to $32,200.

PUBLIC HEARINGS

9. ADOPT A RESOLUTION GRANTING SPECIAL USE PERMIT NO. 13-24 FOR THE CITY OF PORT HUENEME COLOR RUN/WALK 5K AND KIDS 1K EVENT WITH ANCILLARY, HEALTHCARE EDUCATIONAL BOOTHS, CHILDREN’S ACTIVITY AREA,

REFRESHMENT VENDORS, AND ENTERTAINMENT
Recommendation:

1. Open the public hearing to take testimonial and documentary evidence; and

2. Close the public hearing and consider the evidence; and

3. Adopt a Resolution approving Special Use Permit No. 13-24 (Color Run/Walk 5K and Kids 1K Event); and

4. Take such additional, related, action that may be desirable.

BUSINESS ITEMS

10. CITIZENS ADVISORY COMMISSION AND TRANSACTIONS AND USE TAX CITIZENS

OVERSIGHT COMMITTEE (MEASURE U COMMITTEE) APPOINTMENTS
Recommendation: Consider the following appointments:

Citizens Advisory Commission (Four-year terms ending January 31, 2029) • Mayor Pro Tem Lopez to appoint Randall Thomas-Smalls
• Councilmember Perez to appoint Luis Mendez II
Transactions and Use Tax Citizens Oversight Committee (Measure U Committee) (Twoyear terms ending January 31, 2027) • Mayor McQueen-Legohn to appoint James Importante
• Councilmember Gama to reappoint David Scrivner (will require additional action to modify current term limit)
• Councilmember Hernandez to reappoint Julia (Beth) Williams • Councilmember Perez to reappoint Randy Diaz

11. REMOVAL OF CITY COUNCIL REPRESENTATION ON SISTER CITY COMMITTEE

AND REQUEST TO WAIVE FEES ASSOCIATED WITH USE OF COMMUNITY CENTER Recommendation:

1. Eliminate the City Council appointment to the Sister City Committee; and

2. Adopt a resolution waiving fees associated with the Sister City Committee’s use of the Orvene S. Carpenter Community Center auditorium.

12. REVIEW OF CITY OF PORT HUENEME LEGISLATIVE PLATFORM Recommendation: Review the City’s Legislative Platform, consider amendments and adopt a revised document that will provide guidance and allow staff to advocate for City programs and priorities in the coming year.

CC Regular Meeting Agenda – January 21, 2025, Page 5 of 5

CITY MANAGER COMMENTS AND REPORTS
COUNCILMEMBERS’ REPORTS AND COMMENTS
Council Members are appointed to various Regional Committees/Agencies/Boards and will report out on their activities within these organizations and put forth any comments in regards to community events at this time.

REQUEST FOR FUTURE AGENDA ITEMS
Councilmembers may request items to be placed on future agendas at this time. All requested items will require a motion, a second, and a majority vote, per adopted Council policies, to be placed on a future agenda and will be scheduled at the City Manager’s discretion.

ADJOURNMENT
The City Council will adjourn to its next regular meeting scheduled for Monday, February 3, 2025, at 6:30 p.m.
_____________________________________________________________________________________________ Copies of staff reports or other written documentation relating to each item of business referred to in this Agenda are available for public inspection in the Office of the City Clerk and on the City’s website at www.cityofporthueneme.org. Materials received after agenda packet distributions are made available to the public on the City’s website and in the City Clerk’s office at the same time they are provided to the Council.

I, Georgianna Nicole Alvarez, City Clerk of the City of Port Hueneme, do hereby affirm that the agenda was posted at least 72 hours in advance of the meeting on the City’s website and near the front entrance of Port Hueneme City Hall, 250 N. Ventura Road, Port Hueneme, California, 93041, in accordance with California Government Code Section 54954.2(a).

THIS IS A PRESENTATION ITEM ONLY
Agenda Item No. 01 Page 1 of 1 CC Agenda 01-21-25

THIS IS A PRESENTATION ITEM ONLY
Agenda Item No. 02 Page 1 of 1 CC Agenda 01-21-25
CC Regular Meeting Minutes – January 6, 2025, Page 1 of 9 Monday, January 6, 2025
Port Hueneme City Hall
250 North Ventura Road, Port Hueneme, CA 93041
6:30 PM Regular Meeting
Watch Meetings Live or On-Demand
Official City Page: https://porthuenemeca.suiteonemedia.com YouTube: https://www.youtube.com/@cityofporthuenemegov
Public Comments
Public comments may be submitted in person or in writing.

Para solicitar un traductor, comuníquese con [email protected]. * Según el Código de Gobierno de California 54954.3, si una persona utiliza un traductor durante las declaraciones públicas, el cuerpo legislativo de una agencia local deberá proporcionar al menos el doble Agenda Item No. 03 Page 1 of 9 CC Agenda 01-21-25
CC Regular Meeting Minutes – January 6, 2025, Page 2 of 9 del tiempo asignado a un miembro del público que utilice un traductor para garantizar que las personas que no hablan inglés reciban la misma oportunidad de dirigirse directamente al cuerpo legislativo de una agencia local.
* Si la Ciudad proporciona un traductor o equipo de traducción que permita la traducción simultánea del testimonio, entonces no se concederá tiempo adicional.

Levine Act Disclaimer
The Levine Act (Gov. Code, § 84308) requires any Party, Participant, or Agent in a Proceeding, as those terms are defined in Government Code section 84308 and Title 2, California Code of Regulations, Sections 18400 et seq., before the City of Port Hueneme that involves any action or consideration to their contract, license, permit, or other entitlement for use to disclose any campaign contributions made to City elected or appointed Officers totaling more than $250 within the 12 months prior to the City decision. Any City elected or appointed Officer who has received a contribution totaling more than $250 within the preceding twelve (12) months from a Party, Agent, or Participant, shall disclose that fact on the record of the proceeding and shall not make, participate in making, or in any way attempt to use the Officer’s official position to influence the decision. Violations of Government Code section 84308 may result in a civil action brought by the FPPC for an amount up to five thousand dollars ($5,000) per violation. Any person who knowingly or willfully violates any provision of the Political Reform Act is guilty of a misdemeanor and subject to a fine of up to the greater of ten thousand dollars ($10,000) or three times the amount the person unlawfully contributed upon conviction for each violation. Any Party, Participant, or Agent is further prohibited from making, and any elected or appointed City Officer is prohibited from soliciting or accepting, any contribution in excess of $250 for a period of twelve (12) months following any proceeding described above. 6:30 PM CITY COUNCIL REGULAR MEETING AGENDA

CALL TO ORDER / FLAG SALUTE
Mayor McQueen-Legohn called the meeting to order at 6:30 p.m. and led the flag salute.

ROLL CALL

Present: Councilmembers Steven A. Gama, Laura D. Hernandez, Misty Perez; Mayor Pro Tem Jess Lopez; Mayor Martha R. McQueen-Legohn

Absent: None

INSPIRATION
Given by Mayor McQueen-Legohn

PUBLIC COMMENT
Public comments were provided in person by the following:
• Becky Breuning
• Greg L. Ross
• Jan Berk
• Randall Thomas
Public comments were submitted via email and read by City Clerk Georgianna Alvarez by the following:
• Patty Page LaPenn
• Mary Serrato
• Dulce Setterfield
• Jeffrey Scarberry
Agenda Item No. 03 Page 2 of 9 CC Agenda 01-21-25
CC Regular Meeting Minutes – January 6, 2025, Page 3 of 9

AGENDA APPROVAL FOR CITY COUNCIL

CITY COUNCIL AGENDA
A motion was made by Councilmember Hernandez, seconded by Councilmember Perez, and passed unanimously to approve the City Council Agenda of January 6, 2025.

CONFLICT OF INTEREST and LEVINE ACT DISCLOSURES – None.

PRESENTATIONS

1. CERTIFICATE OF RECOGNITION IN HONOR OF POLICE CHAPLAIN MERRICK CARTER
Police Chief Federico provided a brief overview of Chaplain Merrick Carter’s service as police chaplain and presented him with a Certificate of Recognition for his 25 years of dedicated volunteer service to the City of Port Hueneme Police Department and the community.

2. PRESENTATION BY POLICE CHIEF FEDERICO REGARDING 2ND PHASE OF

DEVELOPING CULTURE OF WELLNESS WITHIN THE POLICE DEPARTMENT Police Chief Federico gave a presentation regarding the 2nd phase of developing a culture of wellness within the Police Department.

3. MARTIN LUTHER KING JR. (MLK) DAY PROCLAMATION
Mayor Pro Tem Lopez read the proclamation into record and proclaimed January 20, 2025, as “Dr. Martin Luther King, Jr., Day.” City Manager James Vega announced the upcoming 39th Annual Ventura County Martin Luther King, Jr., Day event.

CONSENT CALENDAR
A motion was made by Councilmember Perez, seconded by Mayor Pro Tem Lopez, to approve Consent Calendar Item Nos. 4 – 7, as presented.

Motion passed 5-0 as follows:

AYES: Gama, Hernandez, Perez, Lopez, McQueen-Legohn
NOES: None; ABSENT: None; ABSTAIN: None
City Council:

4. MINUTES
Approved the December 16, 2024, City Council Regular Meeting Minutes.

5. REGISTER OF DISBURSEMENTS
Received and filed the City’s register of disbursements for the period of December 9, 2024 through December 27, 2024.

6. SECOND READING AND ADOPTION OF AN ORDINANCE TO ADD SECTIONS 10590- 10594 TO CHAPTER 4 OF ARTICLE X OF THE PORT HUENEME MUNICIPAL CODE,

AS THEY RELATE TO RESIDENTIAL NEIGHBORHOOD INFILL OVERLAY

STANDARDS, AND TO APPROVE THE ADDENDUM TO THE ENVIRONMENTAL

IMPACT REPORT PREVIOUSLY PREPARED FOR THE GENERAL PLAN UPDATE

PROJECT
Read, by title only, waived further reading, and adopted Ordinance No. 822, an Ordinance entitled, “An Ordinance of the City Council of the City of Port Hueneme, California to add Sections 10590-10594 to Chapter 4 of Article X of the Port Hueneme Municipal Code, as Agenda Item No. 03 Page 3 of 9 CC Agenda 01-21-25
CC Regular Meeting Minutes – January 6, 2025, Page 4 of 9 they relate to residential Neighborhood Infill Overlay Standards, adding the Neighborhood Infill Overlay zoning designation to certain properties, and repealing the Ventura West Specific Area Plan”.

7. SECOND READING AND ADOPTION OF AN ORDINANCE APPROVING THE

FOLLOWING AMENDMENTS TO ARTICLE X OF THE PORT HUENEME MUNICIPAL CODE: SECTION 10353 REGARDING ADMINISTRATIVE PERMITS; SECTION 10355 REGARDING TEMPORARY USE AND SPECIAL EVENT PERMITS; SECTIONS 10481 AND 10482 REGARDING PERMITTED AND CONDITIONALLY PERMITTED USES IN THE GENERAL COMMERCIAL (C-1) ZONE; AND ADDING SECTIONS 10290-10295

REGARDING STANDARDS FOR ALCOHOL BEVERAGE SALES AND TOBACCO RETAILER ESTABLISHMENTS; AND TO FIND THE PROJECT EXEMPT FROM CEQA Read, by title only, waived further reading, and adopted Ordinance No. 823, an Ordinance entitled, “An Ordinance of the City Council of the City of Port Hueneme, California amending the following Sections of the Port Hueneme Municipal Code, Article X: 10353 as it relates to Administrative Permits; 10355, related to temporary uses; 10481 and 10482, related to land uses permitted or conditionally permitted in the General Commercial (C-1) zone, respectively; and to add new Sections 10290-10295, related to standards for alcohol beverage sales establishments and tobacco retailers”.

PUBLIC HEARINGS – NONE.

BUSINESS ITEMS

8. APPROVAL OF RESOLUTION SELECTING PORT HUENEME’S DEFAULT

RENEWABLE ENERGY TIER WITH THE CLEAN POWER ALLIANCE OF SOUTHERN

CALIFORNIA AND APPOINTMENT OF REPRESENTATIVE AND ALTERNATE TO THE

CPA BOARD OF DIRECTORS
Recommendation:

1. Select the Clean Power tier as the City of Port Hueneme’s default renewable energy tier with the Clean Power Alliance, which based on estimates provided by Clean Power Alliance, is anticipated to keep costs at the same level as standard Southern California Edison rates;

2. Authorize Staff to take action needed to exempt the City’s Street Lights from the Clean Power Alliance due to those being assessed differently resulting in an anticipated significant cost; and

3. Appoint a City representative and alternate to the Clean Power Alliance Board of Directors.

Deputy City Manager Charles Peretz presented the report. Clean Power Alliance (CPA) Chief Executive Officer (CEO) Ted Bardacke and Senior Director of Government Affairs Gina Goodhill provided additional input. Questions followed.

Public comments were provided in person by the following:
• Luis Mendez
Councilmember Hernandez indicated that she would make a motion for staff recommendations, however, would like to discuss the appointments to the CPA Board of Directors. Mayor Pro Tem Lopez indicated a second to the motion. Councilmember Hernandez expressed interest in being appointed to the CPA Board of Directors.

Councilmember Gama indicated a second for both motions. For clarity, Mayor McQueenLegohn requested that the motions be made separately.

Agenda Item No. 03 Page 4 of 9 CC Agenda 01-21-25
CC Regular Meeting Minutes – January 6, 2025, Page 5 of 9 A motion was made by Councilmember Gama, seconded by Mayor Pro Tem Lopez, to:

2. Authorize Staff to take action needed to exempt the City’s Street Lights from the Clean Power Alliance due to those being assessed differently resulting in an anticipated significant cost; and
Motion passed 5-0 as follows:

AYES: Gama, Hernandez, Perez, Lopez, McQueen-Legohn
NOES: None; ABSENT: None; ABSTAIN: None
Councilmember Gama nominated Councilmember Hernandez to be the primary City representative on the CPA Board of Directors. Discussion followed.

A motion was made by Councilmember Perez, seconded by Councilmember Gama, to:

Appoint Councilmember Hernandez as the Primary City representative and Mayor Pro Tem Lopez as the Alternate to the Clean Power Alliance Board of Directors.

Motion passed 5-0 as follows:

AYES: Gama, Hernandez, Perez, Lopez, McQueen-Legohn
NOES: None; ABSENT: None; ABSTAIN: None

9. CITY COUNCIL LIAISON COMMITTEE APPOINTMENTS FOR 2025 Recommendation: Discuss, reorganize, and appoint or reappoint Councilmembers to various committees, regional boards, and commissions for 2025.

City Manager James Vega presented the report and opened the floor to discussion.

Discussion followed.

A motion was made by Councilmember Hernandez to switch the alternate and the primary roles for Beaches, Erosions, Authority for Clean Oceans and Nourishment (BEACON).

Discussion followed. Discussion was paused to call for public comment. There were no public comments. Councilmember Gama sought confirmation that a motion was made by and that there was no second. The motion made by Councilmember Hernandez’ failed for lack of a second. Discussion followed. A motion was made by Mayor Pro Tem Lopez, seconded by Councilmember Gama, to reappoint Councilmember Gama as the Primary and Councilmember Hernandez as the Alternate to BEACON. Motion passed unanimously, 5-0.

Discussion followed. A motion was made by Councilmember Gama, seconded by Councilmember Hernandez, to reappoint Councilmember Gama as the Primary and appoint Mayor Pro Tem Lopez as the Alternate to the California Joint Powers Insurance Authority (CJPIA). Motion passed unanimously, 5-0.

There was Council consensus to appoint Mayor McQueen-Legohn and Mayor Pro Tem Lopez to the City-Port Committee as appointments are customarily the Mayor and Mayor Pro Tem positions.

Mayor McQueen-Legohn noted the appointments to the CPA Board of Directors were made earlier, therefore, no action was needed.

Agenda Item No. 03 Page 5 of 9 CC Agenda 01-21-25
CC Regular Meeting Minutes – January 6, 2025, Page 6 of 9 Discussion followed. A motion was made by Councilmember Perez, seconded by Councilmember Hernandez, to reappoint Councilmember Perez as the Primary and appoint Mayor Pro Tem Lopez to the Economic Development Collaborative (EDC-VC).

Motion passed unanimously, 5-0.

Discussion followed. Councilmember Hernandez nominated Mayor Pro Tem Lopez to the Federal Outreach and Advisory Council (FOAC). Mayor Pro Tem Lopez respectfully declined. A motion was made by Councilmember Gama to reappoint Councilmember Perez as the Primary. Councilmember Hernandez declared her interest to serve as Alternate. A motion was made by Mayor Pro Tem Lopez, seconded by Councilmember Gama, to reappoint Councilmember Perez as the Primary and appoint Councilmember Hernandez as the Alternate to the Federal Outreach and Advisory Council (FOAC). Motion passed unanimously, 5-0.

Discussion followed. A motion was made by Councilmember Gama to reappoint Mayor McQueen-Legohn as Primary to the Gold Coast Transit District (GCTD). Discussion followed. A motion was made by Councilmember Gama, seconded by Councilmember Perez, to reappoint Mayor McQueen-Legohn as Primary and appoint Mayor Pro Tem Lopez as the Alternate to GCTD. Motion passed unanimously, 5-0.

Discussion followed. A motion was made by Councilmember Perez, seconded by Councilmember Gama, to reappoint Mayor McQueen-Legohn, reappoint Councilmember Hernandez, and appoint Mayor Pro Tem Lopez as Primaries to the Port Hueneme Water Agency and to reappoint Councilmember Perez as the Alternate. Motion passed unanimously, 5-0.

A motion was made by Councilmember Gama, seconded by Mayor Pro Tem Lopez, and with Council consensus, to appoint all Councilmembers to the Port Hueneme Housing Authority Board.

Councilmember Gama nominated Mayor Pro Tem Lopez as Primary to the Regional Defense Partnership (RDP). Discussion followed. A motion was made by Councilmember Perez, seconded by Councilmember Gama, to appoint Mayor Pro Tem Lopez as the Primary and to reappoint Councilmember Hernandez as the Alternate to RDP. Motion passed unanimously, 5-0.

City Manager James Vega indicated that the Sister City Committee has requested that the Committee be a separate entity from the City and will not require that members of Council be appointed to the Committee, and an item regarding the matter would be brought back at the next Council meeting for City Council’s consideration. Comments followed. There was Council consensus that no action be taken at this time for this Committee.

Discussion followed. A motion was made by Councilmember Gama, seconded by Mayor Pro Tem Lopez, to reappoint Councilmember Hernandez as the Primary on the Southern California Association of Governments (SCAG). Motion passed unanimously, 5-0.

Discussion followed. A motion was made by Councilmember Gama, seconded by Mayor Pro Tem Lopez, to reappoint Councilmember Hernandez as the Primary on the Southern California Edison Government Advisory Panel (SCEGAP). Motion passed unanimously, 5-0.

Discussion followed. A motion was made by Councilmember Perez, seconded by Councilmember Gama, to appoint Councilmember Hernandez as the Primary and Mayor Pro Tem Lopez as the Alternate to the Ventura Council of Governments (VCOG). Motion passed unanimously, 5-0.

Agenda Item No. 03 Page 6 of 9 CC Agenda 01-21-25
CC Regular Meeting Minutes – January 6, 2025, Page 7 of 9 Discussion followed. There was Council consensus to have Councilmember Gama retain his position on the Ventura County Air Pollution Control District (VCAPCD) since he was appointed to a 4-year term.

Discussion followed. A motion was made by Mayor Pro Tem Lopez, seconded by Councilmember Perez, to reappoint Councilmember Gama as the Primary and Councilmember Hernandez as the Alternate on the Ventura County Animal Services Commission (VCASC). Motion passed unanimously, 5-0.

Discussion followed. A motion was made by Councilmember Gama, seconded by Councilmember Perez, to reappoint Mayor McQueen-Legohn as the Primary on the Ventura County Transportation Commission (VCTC). Motion passed unanimously, 5-0.

Discussion followed. A motion was made by Councilmember Gama, seconded by Mayor Pro Tem Lopez, to reappoint Councilmember Hernandez as the Primary on Ventura County Regional Energy Alliance District Board (VCREA). Motion passed unanimously, 5-0.

Discussion followed. A motion was made by Councilmember Gama, seconded by Councilmember Perez, to reappoint Mayor McQueen-Legohn as Primary and Councilmember Hernandez as Alternate to the Ventura Regional Sanitation District (VRSD). Motion passed unanimously, 5-0.

Discussion followed. There was Council consensus that no action be taken at this time for this Committee due to pending direction from the Museum Governance Committee.

Discussion followed. In response to Councilmember Hernandez, to add a committee and position to the list with budget costs for travel and hotel accommodations, City Manager James Vega indicated to avoid any potential Brown Act violations a separate item can be brought back to Council for consideration at a future Council meeting.

10. SYNOPSIS OF AGREEMENTS BETWEEN THE CITY OF PORT HUENEME AND OXNARD HARBOR PORT (THE “PORT”)
Recommendation: Receive a synopsis of the Agreements between the City of Port Hueneme and Oxnard Harbor Port (the “Port”) and provide direction, as desired.

City Attorney Joan Smyth presented the report. Questions were asked and responded to throughout the presentation. City Manager James Vega indicated that questions that Council has identified would be tracked and researched by the City and that the City will contact the Port to ensure all parties have the same understanding.

Public comments were provided in person by the following:
• Jan Berk
• Austin Yang, Chief Financial Officer, Port of Hueneme Questions and comments followed. City Manager James Vega indicated that some questions for clarification were received so staff will proceed to get clarification and provide that information back to Council. There was no action taken, therefore, there was no vote.

11. 2025 CITY COUNCIL PRESENTATIONS SCHEDULE
Recommendation: Consider the list of presentations scheduled for 2025 and provide direction as desired.

City Manager James Vega presented the report. Discussion followed.

Agenda Item No. 03 Page 7 of 9 CC Agenda 01-21-25
CC Regular Meeting Minutes – January 6, 2025, Page 8 of 9 A motion was made by Councilmember Hernandez, seconded by Mayor Pro Tem Lopez, to add Tsunami Awareness Month and National Women’s History Month to the month of March in the proposed presentation schedule. Motion passed unanimously, 5-0.

A motion was made by Councilmember Hernandez, seconded by Mayor Pro Tem Lopez, to add National Emergency Preparedness Month and combine it with 9/11 and National Hispanic Heritage Month to the month of September in the proposed presentation schedule. Motion passed unanimously, 5-0.

A motion was made by Councilmember Hernandez, seconded by Mayor Pro Tem Lopez, to add Asian American and Pacific Islander Heritage Month to the month of May in the proposed presentation schedule. Motion passed unanimously, 5-0.

Discussion followed. A motion was made by Councilmember Gama, seconded by Councilmember Hernandez, to ensure that the Native American Heritage Month Proclamation has language that is in line with the state and federal government and recognizes all Native American tribes. Motion passed unanimously, 5-0.

Discussion followed. Mayor McQueen-Legohn confirmed with the City Clerk for the record that there were no public comments.

CITY MANAGER COMMENTS AND REPORTS
City Manager James Vega provided comments and reports regarding the following topics:
• Americans with Disabilities Act (ADA) Public Input Survey • Ventura Road Sewer Replacement Project
• Dredging update
• Swing set installation
• Upcoming Council meeting topics
Questions followed.

COUNCILMEMBERS’ REPORTS AND COMMENTS
Council provided comments and reports regarding the following topics:

Councilmember Perez:
• None.

Councilmember Gama:
• VCAS – tour with New Director of VCAS
• BEACON – regional projects, expanding the science committee, budget increase, sand maintenance, Council expectations of BEACON, kelp forest • Recognized former Mayor Richard “Rich” Rollins
Councilmember Hernandez:
• Upcoming meetings: RDP strategic planning meeting; Navy League Luncheon • AWA; VCOG
• Mural debrief
• Upcoming SCAG meeting
Mayor Pro Tem Lopez:
• Gave thanks to City Attorney Joan Smyth and Port of Hueneme Chief Financial Officer Austin Yang for the report and clarifications made earlier regarding the City-Port Agreements.

Agenda Item No. 03 Page 8 of 9 CC Agenda 01-21-25
CC Regular Meeting Minutes – January 6, 2025, Page 9 of 9 Mayor McQueen-Legohn:
• No meetings this month
• Upcoming City Selection Committee
• Attending League of California Cities Mayors and Councilmembers Academy • Alaska Flight 261 Memorial

REQUEST FOR FUTURE AGENDA ITEMS
Councilmember Gama:

1. Requested an item be added to a future Council agenda regarding goals and objectives for BEACON in the City of Port Hueneme, seconded by Councilmember Perez. Motion passed unanimously, 5-0.

Councilmember Hernandez:

1. Requested an item be added to a future Council agenda regarding short-term rentals based on the information submitted by Page LaPenn, seconded by Mayor McQueenLegohn. Motion passed unanimously, 5-0. In response for clarification, Councilmember Hernandez indicated that she’d like the report to outline where we are with short-term rentals, what the issue is, and what options there are for solutions for addressing the problem. Comments followed.

Mayor Pro Tem Lopez:

1. Requested an update on a previous request made by Councilmember Gama regarding parking and expanding driveways. City Manager James Vega indicated that the item is in progress, but includes a variety of parking issues and options and is anticipated to be brought back in the time frame proposed to Council, possibly the first meeting in March.

Councilmember Hernandez requested to close in honor of the 174 injured law enforcement officers and the 4 or 5 officers who lost their lives as a result of suicide following January 6th insurrection of last year.

ADJOURNMENT
The City Council adjourned in memory of the injured and lost lives of the law enforcement officers who died as a result of the January 6th insurrection, at 10:01 p.m. to its next regular meeting scheduled for Tuesday, January 21, 2025, at 6:30 p.m.

Respectfully Submitted:

Georgianna Nicole Alvarez, MMC, CPMC
City Clerk
Approved this 21st day of January, 2025:
_________________________________
Martha R. McQueen-Legohn, Mayor
Agenda Item No. 03 Page 9 of 9 CC Agenda 01-21-25

DATE: January 21, 2025
TO: Honorable City Council
FROM: James Vega, City Manager
Lupe Acero, Finance Director
SUBJECT: REGISTER OF DISBURSEMENTS
RECOMMENDATION:

Receive and file the City’s Register of Disbursements for the period of December 28, 2024 through January 10, 2025.

BACKGROUND/ANALYSIS:

Cash disbursements are made weekly based on the submission of all required documents supporting the invoices submitted for payment. Prior to payment, Finance Department staff reviews all disbursement documents to ensure that they meet the approval requirements adopted in the Municipal Code and the City’s Purchasing Policies and Procedures Manual. The summary table below represents the Register of Disbursements as required by the Municipal Code § 2302 and included for the listed check dates. The disbursements are accounted for in the current budget.

Date Type of Payment Attachment Amount
December 31, 2024 A/P Checks 139123-139190 A $185,927.57 January 2, 2025 A/P Checks 139191-139193 B $376.00
January 9, 2025 EFT Transactions 28243-28246
A/P Checks 139194-139332
C $361,891.94
January 10, 2025 Payroll Distribution D $421,679.03
TOTAL $ 969,874.54
FISCAL IMPACT:

This is an informational report only.

ATTACHMENTS:

A through D: Disbursement Registers
Agenda Item No. 04 Page 1 of 28 CC Agenda 01-21-25
This Page Intentionally Left Blank
Agenda Item No. 04 Page 2 of 28 CC Agenda 01-21-25
Disbursements for 12/31/2024 Attachment A
1/13/2025
Accounts Payable Check Register
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount ALVAREZ, GEORGIANNA 5315 TRAVEL REIMBRSMNT-CITY CLERKS NEW LAW/ELEC

SEMINAR
101113-5411 General Fund 12192024 G

ALVAREZ
12/31/2024 139123 1,412.27
AMREP MANUFACTURNIG COMPANY, LLC 256 AUTOMOTIVE SUPPLIES-INVENTORY-STRAINER/CAP/ETC 101554-5523 General Fund 469938 12/31/2024 139124 224.46 ANACAPA VIEW HOA - 4056 3466 JAN'25 ASMNTS/SPECIAL ASMNT - 209 S VENTURA RD #26 101780-5204 General Fund 01012025-JAN25 12/31/2024 139125 837.34 AQUA-FLO SUPPLY 260 LANDSCAPE REPAIRS-WEATHERMATIC SMARTLINK 101553-5523 General Fund SI2450222 12/31/2024 139126 1,669.05 AXON ENTERPRISE, INC. 1405 FY24/25 ANNUAL PD/PKENF BODY WORN CAMERAS SVC FEE
101444-5204 General Fund 25134 INUS280698 12/31/2024 139127 5,274.89 AXON ENTERPRISE, INC. 1405 FY24/25 ANNUAL PD/PKENF BODY WORN CAMERAS SVC FEE
101441-5526 General Fund 25134 INUS280698 12/31/2024 139127 29,201.62 AXON ENTERPRISE, INC. 1405 FY24/25 ANNUAL PD/PKENF BODY WORN CAMERAS LIC FEE 101441-5526 General Fund 25134 INUS280772 12/31/2024 139127 5,274.89 AXON ENTERPRISE, INC. 1405 FY24/25 ANNUAL PD/PKENF BODY WORN CAMERAS LIC FEE 101444-5204 General Fund 25134 INUS280772 12/31/2024 139127 952.84 BATES, RYAN 615 TRAVEL REIMBURSEMENT-COMMERCIAL ENFORCEMENT CONF
101441-5411 General Fund 08232024 R BATES 12/31/2024 139128 81.00 BENEFIT COORDINATORS CORPORATION 5282 JANUARY 2025 DENTAL PREMIUMS 501000-2242 Payroll Clearing Fund
B0GQJF 12/31/2024 139129 7,838.00
CALIFORNIA WOOD RECYCLING 291 DECEMBER 1-15, 2024 WOOD AND BRUSH BILLING 304563-5233 Solid Waste Operations Fund
145467C-IN 12/31/2024 139130 513.48
CERVANTES, RICK 2464 TRAVEL REIMBURSEMENT-NOV 4-7,2024 CJPIA PW

ACADEMY
304563-5411 Solid Waste
Operations Fund
12042024 R

CERVANTES
12/31/2024 139131 108.00
CHARLES ABBOTT ASSOCIATES, INC 4671 NOVEMBER 2024 BUILDING INSPECTOR & PLAN CHECK SVCS
101331-5204 General Fund 20240043 68216 12/31/2024 139132 11,332.74 CHARTER COMMUNICATIONS 5322 187963201 NOV'24 CABLE UTIL BILL-PD-250 N VTA RD 101440-5301 General Fund 187963201110124 12/31/2024 139133 212.76 CHARTER COMMUNICATIONS 5322 187963201 DEC'24 CABLE UTIL BILL-PD-250 N VTA RD 101440-5301 General Fund 187963201120124 12/31/2024 139133 212.76 CHARTER COMMUNICATIONS 5322 187963301 NOV'24 CABLE UTIL BILL-250 N VTA RD 101111-5300 General Fund 187963301110124 12/31/2024 139133 245.02 Check No. 139123
Check Total: 1412.27
Check No. 139124
Check Total: 224.46
Check No. 139125
Check Total: 837.34
Check No. 139129
Check Total: 7838.00
Check No. 139130
Check Total: 513.48
Check No. 139131
Check Total: 108.00
Check No. 139126
Check Total: 1669.05
Check No. 139127
Check Total: 40704.24
Check No. 139128
Check Total: 81.00
Check No. 139132
Check Total: 11332.74
Check No. 139133
Agenda Item No. 04 Page 3 of 28 CC Agenda 01-21-25
Disbursements for 12/31/2024 Attachment A
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount CHARTER COMMUNICATIONS 5322 187963301 DEC'24 CABLE UTIL BILL-250 N VTA RD 101111-5300 General Fund 187963301120124 12/31/2024 139133 245.02 COASTAL PIPCO INC 308 WATER SUPPLIES-RICE STRAW WATTLE/QUIKRETE 301560-5520 Water Operations Fund
S2280046.001 12/31/2024 139134 184.51
COMPLETE PAPERLESS SOLUTIONS, LLC 104 CITY CLERK SCANNING SERVICES PROJECT 211111-5600 American Rescue Plan Act Fund
25023 4099 12/31/2024 139135 5,616.98
JOSE COYOTL 5611 TRAVEL REIMBURSEMENT-9/16-9/19 CJPIA MGMT ACADEMY 101330-5411 General Fund 12182024 J COYOTL
12/31/2024 139136 337.36
DELL MARKETING LP 322 COMPUTER SYSTEM-J JOHNSON-LAPTOP 101116-5526 General Fund 10790844309 12/31/2024 139137 1,509.42 DELL MARKETING LP 322 COMPUTER EQUIPMENT-B FOMENKO-DOCKING STATION 101116-5540 General Fund 10766969540 12/31/2024 139137 380.60 ELECTIONS DIVISION 1516 2024 GENERAL ELECTION CANDIDATE STATEMENT COSTS 101000-2404 General Fund 12192024 12/31/2024 139138 3,813.14 F. MORTON PITT COMPANY 918 PD RESERVE UNIFORMS-NEGRETE/AMBRIZ/ORTIZ-JACKETS 101443-5214 General Fund 19055 12/31/2024 139139 555.45 FGL ENVIRONMENTAL 339 SUPPORT WATER QUALITY ANALYSIS COPH 301560-5230 Water Operations Fund
25007 418754A 12/31/2024 139140 40.00
FGL ENVIRONMENTAL 339 SUPPORT WATER QUALITY ANALYSIS COPH 301560-5230 Water Operations Fund
25007 419005A 12/31/2024 139140 40.00
FGL ENVIRONMENTAL 339 SUPPORT WATER QUALITY ANALYSIS COPH 301560-5230 Water Operations Fund
25007 419651A 12/31/2024 139140 40.00
FGL ENVIRONMENTAL 339 BACTI/MISC WATER QUALITY ANALYSIS COPH 302561-5230 Water Plant Operations Fund
25008 420152A 12/31/2024 139140 85.00
FGL ENVIRONMENTAL 339 BACTI/MISC WATER QUALITY ANALYSIS COPH 301560-5230 Water Operations Fund
25007 420156A 12/31/2024 139140 125.00
FGL ENVIRONMENTAL 339 BACTI/MISC WATER QUALITY ANALYSIS COPH 301560-5230 Water Operations Fund
25007 420587A 12/31/2024 139140 145.00
FGL ENVIRONMENTAL 339 SUPPORT WATER QUALITY ANALYSIS COPH 301560-5230 Water Operations Fund
25007 420588A 12/31/2024 139140 40.00
FGL ENVIRONMENTAL 339 BACTI/MISC WATER QUALITY ANALYSIS PHWA 302561-5230 Water Plant Operations Fund
25008 420606A 12/31/2024 139140 85.00
FGL ENVIRONMENTAL 339 SUPPORT WATER QUALITY ANALYSIS COPH 301560-5230 Water Operations Fund
25007 421006A 12/31/2024 139140 40.00
FRONTIER COMMUNICATIONS 4230 805-197-0917-060623-5 UTILITY BILL 302561-5300 Water Plant Operations Fund
623-5 12062024 12/31/2024 139141 633.64
Check No. 139135
Check Total: 5616.98
Check No. 139136
Check Total: 337.36
Check No. 139137
Check Total: 1890.02
Check Total: 915.56
Check No. 139134
Check Total: 184.51
Check No. 139141
Check Total: 633.64
Check No. 139142
Check No. 139138
Check Total: 3813.14
Check No. 139139
Check Total: 555.45
Check No. 139140
Check Total: 640.00
Agenda Item No. 04 Page 4 of 28 CC Agenda 01-21-25
Disbursements for 12/31/2024 Attachment A
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount FRONTIER COMMUNICATIONS 4230 805-271-0093-032818-5 UTILITY BILL 101440-5301 General Fund 818-5 12022024 12/31/2024 139142 290.98 FRONTIER COMMUNICATIONS 4230 310-163-3759-102114-5 MUSEUM UTILITY BILL 101672-5300 General Fund 114-5 12012024 12/31/2024 139143 95.98 GALVAN, MICHAEL 801 TRAVEL REIMBRSMNT-OCT14&15 TYLER USER GROUP CONFRN
101442-5411 General Fund 11202024 GALVAN 12/31/2024 139144 173.44 GRAINGER INC 345 WASTEWATER SUPPLIES-BATTERIES/DEGREASER/ETC 303562-5520 Wastewater Operations Fund
9352229422 12/31/2024 139145 52.08
HARRINGTON INDUSTRIAL PLASTICS LLC 532 WATER PLANT SUPPLIES-ELBOW COMPR TUBE/PVC TUBING
302561-5520 Water Plant
Operations Fund
013D5601 12/31/2024 139146 199.22
HARRINGTON INDUSTRIAL PLASTICS LLC 532 WATER PLANT SUPPLIES-VALVE BALL TUBV PVC 302561-5520 Water Plant Operations Fund
013D5682 12/31/2024 139146 216.07
ARMANDO HERNANDEZ 5787 PURCHASE REIMBURSEMENT-SB BOT CONF-BEST BBQ 101553-5411 General Fund 11092024 A

HERNANDEZ
12/31/2024 139147 29.36
ARMANDO HERNANDEZ 5787 PURCHASE REIMBURSEMENT-SB BOT CONF-LILLYS

TAQUERIA
101553-5411 General Fund 11202024 A

HERNANDEZ
12/31/2024 139147 31.61
ARMANDO HERNANDEZ 5787 PURCHASE REIMBURSEMENT-BOOM TRUCK DELIVERYCHILIS101553-5411 General Fund 12162024 A

HERNANDEZ
12/31/2024 139147 33.39
HOLLISTER & BRACE 4735 NOV'24 WATER RIGHTS AND OPV BASIN ADJUDICATION 301560-5202 Water Operations Fund
25078 10295335 12/31/2024 139148 3,926.25
JOHNSON CONTROLS SECURITY SOLUTIONS 4634 12/4/24-1/31/25 ALARM SECURITY SYSTEM SERVICES 101780-5212 General Fund 40778887 12/31/2024 139149 1,521.38 LINCOLN NATIONAL LIFE INSURANCE CO 2567 JANUARY 2025 INSURANCE PREMIUMS- REF #4781244525 501000-2243 Payroll Clearing Fund
4010 12202024A 12/31/2024 139150 8,422.76
LINCOLN NATIONAL LIFE INSURANCE CO 2567 JANUARY 2025 VOLUNTARY-REF #4781244525 501000-2252 Payroll Clearing Fund
4010 12202024B 12/31/2024 139150 3,803.05
LOPEZ, ROCQUE 4327 TRAVEL REIMBURSEMENT-7/29-8/2 SUPERVISORY COURSE 101441-5411 General Fund 12182024 R A LOPEZ
12/31/2024 139151 441.00
LTM INDUSTRIES, INC 374 AUTOMOTIVE REPAIRS-PWSW VEH 9127-DOOR LEAK 101554-5215 General Fund 6345 12/31/2024 139152 2,318.93 LTM INDUSTRIES, INC 374 AUTOMOTIVE REPAIRS-PWSW VEH 9125-HOLE IN CARGO BOX
101554-5215 General Fund 6348 12/31/2024 139152 381.93
LTM INDUSTRIES, INC 374 AUTOMOTIVE REPAIRS-PWSW VEH 9133-BUSHING

REPLCMNT
101554-5215 General Fund 6349 12/31/2024 139152 450.00
Check Total: 290.98
Check No. 139143
Check Total: 95.98
Check No. 139147
Check Total: 94.36
Check No. 139148
Check Total: 3926.25
Check No. 139149
Check Total: 1521.38
Check No. 139144
Check Total: 173.44
Check No. 139145
Check Total: 52.08
Check No. 139146
Check Total: 415.29
Check No. 139150
Check Total: 12225.81
Check No. 139151
Check Total: 441.00
Check No. 139152
Agenda Item No. 04 Page 5 of 28 CC Agenda 01-21-25
Disbursements for 12/31/2024 Attachment A
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount LTM INDUSTRIES, INC 374 AUTOMOTIVE REPAIRS-PWSW VEH 9134-JOY STICK 101554-5215 General Fund 6350 12/31/2024 139152 300.00 MARTINEZ, ANTHONY 5504 TRAVEL REIMBURSEMENT-COMMERCIAL ENFORCEMENT CONF
101441-5411 General Fund 08232024 A

MARTINEZ
12/31/2024 139153 81.00
MONTELONGO, HENRY 2302 TRAVEL REIMBURSEMENT-COMMERCIAL ENFORCEMENT CONF
101441-5411 General Fund 08232024

HMONTELONGO
12/31/2024 139154 81.00

OXNARD PERFORMING ARTS CENTER

CORPORATION
5666 JUL'24 RAY D PRUETER LIBRARY MURL PRJCT COMMITTEE 208111-5234 Community Benefit Fund
25106 3886 12/31/2024 139155 10,500.00
PEREZ, JOSE 333 12/16/24 CODE ENF CAR WASH 101554-5215 General Fund 12162024-CD 12/31/2024 139156 25.00 PEREZ, JOSE 333 12/18/24 PWWW/PWSW CAR WASHES 101554-5215 General Fund 12182024-PW 12/31/2024 139156 25.00 PEREZ, JOSE 333 12/18/24 PWWW/PWSW CAR WASHES 101554-5215 General Fund 12182024-PW 12/31/2024 139156 25.00 PEREZ, JOSE 333 12/18/24 PWWW/PWSW CAR WASHES 101554-5215 General Fund 12182024-PW 12/31/2024 139156 25.00 PEREZ, JOSE 333 12/18/24 PWWW/PWSW CAR WASHES 101554-5215 General Fund 12182024-PW 12/31/2024 139156 25.00 PEREZ, JOSE 333 12/20/24 PD ADMIN & PATROL CAR WASHES 101441-5215 General Fund 12202024-PD 12/31/2024 139156 375.00 PEREZ, MISTY 5066 2024 GEN ELECTION CANDIDATE STATEMENT

REIMBURSEMNT
101000-2404 General Fund 12192024 PEREZ 12/31/2024 139157 959.64 PFM GROUP CONSULTING LLC 4524 ECONOMIC DEVELOPMENT PLAN 5/1/24-7/31/24 101330-5204 General Fund 20240168 132424 12/31/2024 139158 42,138.00 PRE-CON PRODUCTS 868 WASTEWATER REPAIRS-FORCEMAIN MANHOLE RINGS 303562-5700 Wastewater Operations Fund
I0070663 12/31/2024 139159 1,209.19
PRE-CON PRODUCTS 868 WASTEWATER SUPPLIES-MANHOLE RING 303562-5520 Wastewater Operations Fund
I0070716 12/31/2024 139159 161.93
PRIME BUILDING MATERIALS INC 516 WATER SUPPLIES- FILL SAND 301560-5523 Water Operations Fund
331154 12/31/2024 139160 217.22
PRIME BUILDING MATERIALS INC 516 WATER SUPPLIES- FILL SAND 301560-5523 Water Operations Fund
331155 12/31/2024 139160 86.88
PSR ENVIRONMENTAL SERVICES, INC 557 12/13/24 HOIST ANNUAL INSPECTION & REPAIRS 101554-5403 General Fund 19987 12/31/2024 139161 1,572.60 Check No. 139153
Check Total: 81.00
Check No. 139154
Check Total: 81.00
Check No. 139155
Check Total: 10500.00
Check Total: 3450.86
Check No. 139159
Check Total: 1371.12
Check No. 139160
Check Total: 304.10
Check No. 139161
Check Total: 1572.60
Check No. 139156
Check Total: 500.00
Check No. 139157
Check Total: 959.64
Check No. 139158
Check Total: 42138.00
Check No. 139162
Agenda Item No. 04 Page 6 of 28 CC Agenda 01-21-25
Disbursements for 12/31/2024 Attachment A
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount REFUND 99999 2024 GEN ELECTION CANDIDATE STATEMENT

REIMBURSEMNT
101000-2404 General Fund 12192024 LOPEZ 12/31/2024 139162 964.56 REFUND 99999 2024 GEN ELECTION CANDIDATE STATEMENT

REIMBURSEMNT
101000-2404 General Fund 12192024 HAYES 12/31/2024 139163 963.64 REFUND 99999 2024 GEN ELECTION CANDIDATE STATEMENT

REIMBURSEMNT
101000-2404 General Fund 12192024 MENDEZ
II
12/31/2024 139164 947.70
REFUND 99999 2024 GEN ELECTION CANDIDATE STATEMENT

REIMBURSEMNT
101000-2404 General Fund 12192024 THOMAS 12/31/2024 139165 958.23 REFUND 99999 2024 GEN ELECTION CANDIDATE STATEMENT

REIMBURSEMNT
101000-2404 General Fund 12192024 FIALA 12/31/2024 139166 949.09 RODARTE, NORMA 4883 TRAVEL REIMBURSEMENT-11/6/24 CLEARS SEMINAR 101442-5411 General Fund 12052024 N

RODARTE
12/31/2024 139167 16.00

SOUTHERN CALIFORNIA PERMANENTE MEDICAL
GROUP
4944 10/15/24-11/20/24PRE-EMPLOYMENT EXAMS-220901864024 101115-5204 General Fund 1001509588 12/31/2024 139168 1,102.00 STATE READY MIX INC. 586 STREETS ROAD MATERIAL DUMP FEE 204551-5524 Gas Tax Fund 56364 12/31/2024 139169 71.00 STATE READY MIX INC. 586 MISC PRODUCT DUMP FEES 301560-5520 Water Operations Fund
56486 12/31/2024 139169 71.00
STATE READY MIX INC. 586 WATER SUPPLIES-CONCRETE 301560-5523 Water Operations Fund
56538 12/31/2024 139169 864.00
STATE READY MIX INC. 586 WATER SUPPLIES-CONCRETE 301560-5523 Water Operations Fund
56612 12/31/2024 139169 382.78
STATE READY MIX INC. 586 CONCRETE DUMP FEES 304563-5233 Solid Waste Operations Fund
56608 12/31/2024 139170 382.00
STATE READY MIX INC. 586 CONCRETE DUMP FEES 304563-5233 Solid Waste Operations Fund
Invoice 56666 12/31/2024 139171 131.00
STEWART, TONY 4415 TRAVEL REIMBURSEMENT-9/28-10/1 CJPIA APA CONF 101330-5411 General Fund 12182024 T

STEWART
12/31/2024 139172 181.56
TAMPA HARDWARE, INC 4401 STREETS SUPPLIES- RUST SPRAY STEEL STIK 101551-5520 General Fund 913486 12/31/2024 139173 47.80 TAMPA HARDWARE, INC 4401 STREETS SUPPLIES-EPOXY STICKS 101551-5520 General Fund 917133 12/31/2024 139173 19.55 Check No. 139165
Check Total: 958.23
Check No. 139166
Check Total: 949.09
Check No. 139167
Check Total: 16.00
Check Total: 964.56
Check No. 139163
Check Total: 963.64
Check No. 139164
Check Total: 947.70
Check No. 139171
Check Total: 131.00
Check No. 139172
Check Total: 181.56
Check No. 139173
Check No. 139168
Check Total: 1102.00
Check No. 139169
Check Total: 1388.78
Check No. 139170
Check Total: 382.00
Agenda Item No. 04 Page 7 of 28 CC Agenda 01-21-25
Disbursements for 12/31/2024 Attachment A
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount TAMPA HARDWARE, INC 4401 STREETS SUPPLIES-DISC 10PK/TOGGLE SWITCH 101551-5520 General Fund 917685 12/31/2024 139173 13.68 TAMPA HARDWARE, INC 4401 WATER SUPPLIES-90 DEG ELBOW 301560-5520 Water Operations Fund
917717 12/31/2024 139173 9.34
TAMPA HARDWARE, INC 4401 PD SUPPLIES-SANDING MASKS 101440-5540 General Fund 917851 12/31/2024 139173 152.21 TAMPA HARDWARE, INC 4401 FM SUPPLIES-PUBLIC WORKS SEWER STATION-KEY COPIES
101780-5520 General Fund 919993 12/31/2024 139173 5.20
TAMPA HARDWARE, INC 4401 FM SUPPLIES-PUBLIC WORKS-TOILET BOWL BRUSH 101780-5520 General Fund 920116 12/31/2024 139173 9.98 TAMPA HARDWARE, INC 4401 STREETS SUPPLIES-UTILITY KNIFE/SPRAYER 101551-5520 General Fund 920634 12/31/2024 139173 30.42 TAMPA HARDWARE, INC 4401 FM SUPPLIES-GRAFFITI CLEAN UP-PLASTIC PAIL 101780-5520 General Fund 920659 12/31/2024 139173 19.54 TAMPA HARDWARE, INC 4401 FM SUPPLIES-BEACH-PLUMBER GLUE/PLASTIC EPOXY 101780-5520 General Fund 920936 12/31/2024 139173 29.11 TAMPA HARDWARE, INC 4401 WATER PLANT SUPPLIES-OUTLET 20A IV 302561-5520 Water Plant Operations Fund
921747 12/31/2024 139173 29.35
TAMPA HARDWARE, INC 4401 LANDSCAPE SUPPLIES-SILVER TARPS 101553-5520 General Fund 922001 12/31/2024 139173 173.97 TAMPA HARDWARE, INC 4401 FM SUPPLIES-PUBLIC WORKS-PRESSURE WASHER/COVER 101780-5520 General Fund 922816 12/31/2024 139173 24.54 TAMPA HARDWARE, INC 4401 STREETS SUPPLIES- GRAFFITI REMOVER 101551-5520 General Fund 924154 12/31/2024 139173 55.42 TAMPA HARDWARE, INC 4401 FM SUPPLIES-MUSEUM-FLUORESCENT LIGHTS 101780-5520 General Fund 926568 12/31/2024 139173 91.28 TAMPA HARDWARE, INC 4401 WATER PLANT SUPPLIES-FLASHLIGHT LED AA/FEBREZE 302561-5520 Water Plant Operations Fund
928756 12/31/2024 139173 48.47
TAMPA HARDWARE, INC 4401 LANDSCAPE SUPPLIES-SHEATH/CULTIVATOR/WALL

SCRAPER
101553-5520 General Fund 930228 12/31/2024 139173 61.70 TAMPA HARDWARE, INC 4401 WATER PLANT- CAP SCREWS 302561-5520 Water Plant Operations Fund
930276 12/31/2024 139173 15.87
TAMPA HARDWARE, INC 4401 WATER PLANT SUPPLIES-THREAD SEAL TAPE/ADHESIVE 302561-5520 Water Plant Operations Fund
930385 12/31/2024 139173 16.27
TAMPA HARDWARE, INC 4401 LANDSCAPE SUPPLIES- KNEE PADS/ERG HANDLE 101553-5520 General Fund 926152 12/31/2024 139174 23.90 THE HIDEAWAY AT BEACH HOUSE 3623 JANUARY 2024 HOA PAYMENT - 303 HARBOR BREEZE 101780-5204 General Fund 0401 01012025B 12/31/2024 139175 362.00 THE HIDEAWAY AT BEACH HOUSE 3623 JANUARY 2024 HOA PAYMENT - 304 HARBOR BREEZE DR 101780-5204 General Fund 0501 01012025 12/31/2024 139176 362.00 THE HIDEAWAY AT BEACH HOUSE 3623 JANUARY 2024 HOA PAYMENT - 322 HARBOR BREEZE 101780-5204 General Fund 2301 01012025 12/31/2024 139177 362.00 THE HIDEAWAY AT BEACH HOUSE 3623 JANUARY 2024 HOA PAYMENT - 323 HARBOR BREEZE 101780-5204 General Fund 2401 01012025A 12/31/2024 139178 362.00 Check Total: 853.70
Check No. 139177
Check Total: 362.00
Check No. 139178
Check Total: 362.00
Check No. 139179
Check No. 139174
Check Total: 23.90
Check No. 139175
Check Total: 362.00
Check No. 139176
Check Total: 362.00
Agenda Item No. 04 Page 8 of 28 CC Agenda 01-21-25
Disbursements for 12/31/2024 Attachment A
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount THE HIDEAWAY AT BEACH HOUSE 3623 JANUARY 2024 HOA PAYMENT -332 HARBOR BREEZE 101780-5204 General Fund 3101 01012025 12/31/2024 139179 362.00 THE HIDEAWAY AT BEACH HOUSE 3623 JANUARY 2024 HOA PAYMENT - 775 OCEAN BREEZE 101780-5204 General Fund 2401 01012025B 12/31/2024 139180 362.00 THE HIDEAWAY AT BEACH HOUSE 3623 JANUARY 2024 HOA PAYMENT -776 OCEAN BREEZE 101780-5204 General Fund 2501 01012025 12/31/2024 139181 362.00 THE HIDEAWAY AT BEACH HOUSE 3623 JANUARY 2024 HOA PAYMENT - 802 MORNING MIST 101780-5204 General Fund 0301 01012025 12/31/2024 139182 362.00 THE HIDEAWAY AT BEACH HOUSE 3623 JANUARY 2024 HOA PAYMENT -803 MORNING MIST 101780-5204 General Fund 0401 01012025A 12/31/2024 139183 412.00 THE SHERWIN-WILLIAMS COMPANY 2145 FM SUPPLIES-BEACH BATHROOM DOORS-PAINT 101780-5520 General Fund 2321-0 12/31/2024 139184 202.84 TOSHIBA FINANCIAL SERVICES 3074 500-0664982-000 ESTUDIO 478S COPIER9/3/24-10/3/24 101330-5220 General Fund 537839672 12/31/2024 139185 87.95 TOSHIBA FINANCIAL SERVICES 3074 500-0664982-000 ESTUDIO 478S COPIER10/3/24-11/3/24 101330-5220 General Fund 540067550 12/31/2024 139185 95.23 TOSHIBA FINANCIAL SERVICES 3074 500-0664982-000 ESTUDIO 478S COPIER12/3/24-1/3/25 101330-5220 General Fund 544457682 12/31/2024 139185 95.23 TURNER, MICHELE 4991 TRAVEL REIMBRSMNT-CRIME SCENE INVESTIGATIONS COURS
101442-5411 General Fund 12182024 M
TURNER
12/31/2024 139186 279.00
TYLER TECHNOLOGIES 4190 NOV'24 TYLER/MUNIS ERP EXEC INSIGHTS IMPLMNTN SVCS 301560-5700 Water Operations Fund
13865 045-493623 12/31/2024 139187 2,100.00
TYLER TECHNOLOGIES 4190 NOV'24 TYLER/MUNIS ERP EXEC INSIGHTS IMPLMNTN SVCS 304563-5700 Solid Waste Operations Fund
13865 045-493623 12/31/2024 139187 2,100.00
TYLER TECHNOLOGIES 4190 NOV'24 TYLER/MUNIS ERP EXEC INSIGHTS IMPLMNTN SVCS 101111-5700 General Fund 13865 045-493623 12/31/2024 139187 2,100.00 TYLER TECHNOLOGIES 4190 NOV'24 TYLER/MUNIS ERP EXEC INSIGHTS IMPLMNTN SVCS 303562-5700 Wastewater Operations Fund
13865 045-493623 12/31/2024 139187 2,100.00
TYLER TECHNOLOGIES 4190 NOV'24 TYLER/MUNIS ERP SERVICES 301560-5700 Water Operations Fund
13865 045-496569 12/31/2024 139187 1,110.00
TYLER TECHNOLOGIES 4190 NOV'24 TYLER/MUNIS ERP SERVICES 304563-5700 Solid Waste Operations Fund
13865 045-496569 12/31/2024 139187 1,110.00
TYLER TECHNOLOGIES 4190 NOV'24 TYLER/MUNIS ERP SERVICES 303562-5700 Wastewater Operations Fund
13865 045-496569 12/31/2024 139187 1,110.00
TYLER TECHNOLOGIES 4190 NOV'24 TYLER/MUNIS ERP SERVICES 101111-5700 General Fund 13865 045-496569 12/31/2024 139187 1,110.00 Check Total: 362.00
Check No. 139183
Check Total: 412.00
Check No. 139184
Check Total: 202.84
Check No. 139185
Check Total: 278.41
Check No. 139180
Check Total: 362.00
Check No. 139181
Check Total: 362.00
Check No. 139182
Check Total: 362.00
Check No. 139186
Check Total: 279.00
Check No. 139187
Check Total: 12840.00
Check No. 139188
Agenda Item No. 04 Page 9 of 28 CC Agenda 01-21-25
Disbursements for 12/31/2024 Attachment A
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount UNIFIRST CORPORATION 5314 WATER/WATER PLANT UNIFORM SERVICES 302561-5214 Water Plant Operations Fund
2210156943 12/31/2024 139188 61.67
UNIFIRST CORPORATION 5314 WATER/WATER PLANT UNIFORM SERVICES 301560-5214 Water Operations Fund
2210156943 12/31/2024 139188 61.66
UNIFIRST CORPORATION 5314 REFUSE UNIFORM SERVICES 304563-5214 Solid Waste Operations Fund
2210156939 12/31/2024 139189 86.30
USABLUEBOOK 600 WATER PLANT SUPPLIES-FREE AMMONIA

REAGNT/MONOCHLOR
302561-5520 Water Plant
Operations Fund
INV00506480 12/31/2024 139190 218.72
USABLUEBOOK 600 WATER PLANT SUPPLIES-BALL VALVES 302561-5520 Water Plant Operations Fund
INV00571598 12/31/2024 139190 226.68
Grand Total 185,927.57
Check No. 139189
Check Total: 86.30
Check No. 139190
Check Total: 445.40
Check Total: 123.33
Agenda Item No. 04 Page 10 of 28 CC Agenda 01-21-25
Disbursements for 1/2/2025 Attachment B
1/13/2025
Accounts Payable Check Register
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount WEX BANK 2584 DEC'24 FUEL CARD REPLACEMENT FEE 101554-5215 General Fund 101922252 01/02/2025 139191 156.00 WEX BANK 2584 DEC'24 PD VEH 80023 FUEL PURCHASE 101554-5522 General Fund 101609062 01/02/2025 139192 85.00 WEX BANK 2584 NOV'24 PD VEH 80023 FUEL PURCHASE 101554-5522 General Fund 100977264 01/02/2025 139193 135.00 Grand Total 376.00
Check No. 139191
Check Total: 156.00
Check No. 139192
Check Total: 85.00
Check No. 139193
Check Total: 135.00
Agenda Item No. 04 Page 11 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Accounts Payable Check Register
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount ALEXANDER'S CONTRACT SERVICES, INC 3755 DECEMBER 2024 WATER METER READING SERVICE CYCLE 1 301560-5204 Water Operations Fund
25019 105455 01/09/2025 28243 3,227.10
ALEXANDER'S CONTRACT SERVICES, INC 3755 DECEMBER 2024 WATER METER READING SERVICE CYCLE 2 301560-5204 Water Operations Fund
25019 105456 01/09/2025 28243 4,003.70
AMAZON CAPITAL SERVICES 4872 CITY COUNCIL OFFICE SUPPLIES-2025 CALENDAR 101110-5500 General Fund 1XTH-3YVH-VC9K 01/09/2025 28244 13.14 AMAZON CAPITAL SERVICES 4872 WATER SUPPLIES-G MARTINEZ-OTTERBOX PHONE CASE 301560-5540 Water Operations Fund
1MKD-74G4-47MD 01/09/2025 28244 27.43
AMAZON CAPITAL SERVICES 4872 AUTOMOTIVE SUPPLIES-CAR WASH BRUSHES 101554-5520 General Fund 1C7C-H4QN-PYXY 01/09/2025 28245 64.52 AMAZON CAPITAL SERVICES 4872 CITY COUNCIL OFFICE SUPPLIES-MOUSE PAD/STAPLER 101110-5500 General Fund 1D1T-4GJF-37NM 01/09/2025 28245 19.97 AMAZON CAPITAL SERVICES 4872 REFUSE SUPPLIES-SHARPIE MARKERS/AA BATTERIES 304563-5500 Solid Waste Operations Fund
1HFQ-Y4NF-PH7H 01/09/2025 28245 99.12
AMAZON CAPITAL SERVICES 4872 CITY COUNCIL OFFICE SUPPLIES-NOTEPADS/HIGHLIGHTERS 101110-5500 General Fund 1RWF-7WJL-Y3P4 01/09/2025 28245 24.91 AMAZON CAPITAL SERVICES 4872 WASTEWATER SUPPLIES-PHONE SCREEN PROTECTORS 303562-5301 Wastewater Operations Fund
1VRX-XYHD-NNG4 01/09/2025 28245 12.18
AMAZON CAPITAL SERVICES 4872 REFUSE SUPPLIES-HAND LOTION 304563-5540 Solid Waste Operations Fund
1W69-G6FR-GVYV 01/09/2025 28246 29.44
AAA PROPANE SERVICE, INC 2572 AUTOMOTIVE SUPPLIES-PROPANE FOR FORKLIFT 101554-5522 General Fund 1020116 01/09/2025 139194 59.73 ACCUSOURCE, INC 4532 DECEMBER 2024 APPLICANT BACKGROUND SERVICES 101115-5204 General Fund 119694 01/09/2025 139195 45.07 ADS, LLC 2479 DEC'24 WASTEWATER FLOW MONITORING SERVICES 303562-5204 Wastewater Operations Fund
25021 22815-1224 01/09/2025 139196 2,605.72
AFTERMATH, INC 3476 12/2/24 PD BIOHAZARD CLEANUP 101441-5204 General Fund JC2024-11050 01/09/2025 139197 500.00 AFTERMATH, INC 3476 12/9/24 PD BIOHAZARD CLEANUP 101441-5204 General Fund JC2024-7219 01/09/2025 139197 400.00 AFTERMATH, INC 3476 10/10/24 PD BIOHAZARD CLEANUP 101441-5204 General Fund JC2024-9263 01/09/2025 139197 400.00 ALL CITY MANAGEMENT SERVICES, INC 3984 12/8/24-12/21/24 CROSSING GUARD SERVICE 101440-5204 General Fund 25036 97844 01/09/2025 139198 5,576.00 ANDY'S AUTOMOTIVE REPAIR INC 5407 AUTOMOTIVE REPAIRS-PD VEH 8018-SMOG 101554-5403 General Fund 12062024 01/09/2025 139199 31.75 ASSOCIATION OF DEFENSE COMMUNITIES, INC. 4444 FY25 ANNUAL MEMBERSHIP-COMM/STATE BSC THRU12/31/25 101112-5402 General Fund MW25-107526 01/09/2025 139200 450.00 Check No. 139200
Check Total: 450.00
Check No. 139195
Check Total: 45.07
Check No. 139196
Check Total: 2605.72
Check No. 139197
Check Total: 1300.00
Check No. 139198
Check Total: 5576.00
Check No. 139199
Check Total: 31.75
Check No. 28243
Check Total: 7230.80
Check No. 28244
Check Total: 40.57
Check No. 28245
Check Total: 220.70
Check No. 28246
Check Total: 29.44
Check No. 139194
Check Total: 59.73
Agenda Item No. 04 Page 12 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount AWA 4291 2025 AWA ANNUAL MEMBERSHIP DUES 301560-5402 Water Operations Fund
06-16063 01/09/2025 139201 1,650.00
BATH CREST 1891 766 JANE DR REPAIRS-REFINISH BATH TUB 101780-5212 General Fund 12/18/2024 01/09/2025 139202 495.00 TIMOTHY F BOMBA 5819 3/22/25 COMMUNITY 5K RACE EVENT ANNOUNCER DEPOSIT 101671-5204 General Fund 5K-2025 01/09/2025 139203 375.00 BRINKS INC 2924 JANUARY 2025 TRANSPORT SERVICES 101111-5204 General Fund 12800791 01/09/2025 139204 704.58 BRINKS INC 2924 DECEMBER 2024 TRANSPORT SERVICES 101111-5204 General Fund 7137941 01/09/2025 139204 252.34 CALIFORNIA BUILDING STANDARDS 2566 10/1/24-12/31/24 CA BUILDING STANDARD GREEN FEES 101000-2213 General Fund OCT-DEC2024 01/09/2025 139205 284.40 CALIFORNIA HOSE 4937 AUTOMOTIVE REPAIRS-PWSW VEH 9132-SILICONE HOSE 101554-5523 General Fund 1-38038 01/09/2025 139206 223.24 CALIFORNIA HOSE 4937 AUTOMOTIVE REPAIRS-PWSW VEH 9128-MALE HOSE 101554-5523 General Fund 1-38076 01/09/2025 139206 6.35 CALIFORNIA HOSE 4937 AUTOMOTIVE REPAIRS-PWSW VEH 9133-HYD HOSE 101554-5523 General Fund 1-38420 01/09/2025 139206 106.34 CALIFORNIA HOSE 4937 AUTOMOTIVE REPAIRS-PWSW VEH 9126-HYD HOSE 101554-5523 General Fund 1-38421 01/09/2025 139206 106.34 CALIFORNIA UNDERGROUND FACILITIES 5112 CA STATE FEE FOR REGULATORY COSTS - DIG ALERT SVCS 303562-5204 Wastewater Operations Fund
24-252176 01/09/2025 139207 17.14
CALIFORNIA UNDERGROUND FACILITIES 5112 CA STATE FEE FOR REGULATORY COSTS - DIG ALERT SVCS 301560-5204 Water Operations Fund
24-252176 01/09/2025 139207 17.14
CALIFORNIA WATER EFFICIENCY PARTNERSHIP 5751 CALWEP 2025 MEMBERSHIP DUES 301560-5402 Water Operations Fund
MD-2025-1121 01/09/2025 139208 1,666.20
CALIFORNIA WOOD RECYCLING 291 NOVEMBER 16-31, 2024 WOOD AND BRUSH BILLING 304563-5233 Solid Waste Operations Fund
145503C-IN 01/09/2025 139209 520.29
CAPITAL INDUSTRIAL MEDICAL SUPPLY CO. 5689 WATER PLANT FIRST AID KIT SUPPLIES 302561-5510 Water Plant Operations Fund
103493 01/09/2025 139210 201.07
CAPITAL INDUSTRIAL MEDICAL SUPPLY CO. 5689 PUBLIC WORKS FIRST AID KIT REFILLS 304563-5510 Solid Waste Operations Fund
103494 01/09/2025 139210 135.94
CAPITAL INDUSTRIAL MEDICAL SUPPLY CO. 5689 PUBLIC WORKS FIRST AID KIT REFILLS 301560-5510 Water Operations Fund
103494 01/09/2025 139210 135.94
CAPITAL INDUSTRIAL MEDICAL SUPPLY CO. 5689 PUBLIC WORKS FIRST AID KIT REFILLS 303562-5510 Wastewater Operations Fund
103494 01/09/2025 139210 188.78
CAPITAL INDUSTRIAL MEDICAL SUPPLY CO. 5689 PUBLIC WORKS FIRST AID KIT REFILLS 101554-5520 General Fund 103494 01/09/2025 139210 393.96 Check No. 139210
Check Total: 1055.69
Check No. 139211
Check No. 139205
Check Total: 284.40
Check No. 139206
Check Total: 442.27
Check No. 139207
Check Total: 34.28
Check No. 139208
Check Total: 1666.20
Check No. 139209
Check Total: 520.29
Check No. 139201
Check Total: 1650.00
Check No. 139202
Check Total: 495.00
Check No. 139203
Check Total: 375.00
Check No. 139204
Check Total: 956.92
Agenda Item No. 04 Page 13 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount CCP INDUSTRIES 4688 LANDSCAPE SAFETY SUPPLIES-NITRILE BLACK GLOVES 101553-5510 General Fund IN05166681 01/09/2025 139211 169.82 CENTRAL COAST POWERSPORTS LLC 1057 AUTOMOTIVE REPAIRS-PDPAT MCYCLE 80023-WIRE INSTALL 101554-5215 General Fund 24634 01/09/2025 139212 1,082.62 CENTRAL COAST POWERSPORTS LLC 1057 AUTOMOTIVE REPAIRS-PDPAT MOTORCYCLE 80524-OIL/GSKT 101554-5215 General Fund 41498 01/09/2025 139212 957.89 CHARLES ABBOTT ASSOCIATES, INC 4671 DECEMBER 2024 BUILDING INSPECTOR & PLAN CHECK SVCS 101331-5204 General Fund 20240043 68366 01/09/2025 139213 10,825.83 CINTAS CORPORATION 3812 12/11/24 FIRST AID KIT SUPPLIES REPLENISHMENT 101442-5204 General Fund 8407175023 01/09/2025 139214 39.59 CLARK'S PRINTING CO. INC 4945 PD OFFICE SUPPLIES-#10 CUSTOM PRINTED ENVELOPES 101442-5203 General Fund 241136 01/09/2025 139215 236.53 COASTAL PIPCO INC 308 WATER PLANT SUPPLIES-ADAPTERS/BUSHINGS/SOCKETS 302561-5520 Water Plant Operations Fund
S2281046.001 01/09/2025 139216 539.74
COUNTY OF VENTURA 4270 PROJECT NO. PHZ-24-2 PHMC AMENDMENTS 101000-4400 General Fund 01092025A 01/09/2025 139217 50.00 COUNTY OF VENTURA 4270 PROJECT NO PHZ-24-4 PHMC NON-RESIDENTIAL AMENDMENT 101000-4400 General Fund 01092025B 01/09/2025 139217 50.00 COUNTY OF VENTURA 4270 CEDD-COUNTY RECORDER POSTING FEE SUP 12-24 101000-4400 General Fund 12172024 01/09/2025 139217 50.00 COUNTY OF VENTURA ENVIRONMENTAL HEALTH 1051 COMM CENTER SENIOR NUTRITION-RESTAURANT 1-49 SEATS 101672-5540 General Fund IN0250226 01/09/2025 139218 900.90 CROWDER BACKFLOW SERVICES 1224 PWL CNTRCT-ANNUAL BCKFLW PREVENTION DEVICE TESTING 101553-5212 General Fund 35385 01/09/2025 139219 1,200.00

CSUCI - CAL STATE UNIVERSITY, CHANNEL

ISLANDS
5347 6/21/24 JUNIOR LIFEGUARD KAYAKING SESSION 1 101000-4411 General Fund 511195 01/09/2025 139220 900.00

CSUCI - CAL STATE UNIVERSITY, CHANNEL

ISLANDS
5347 8/5/24 JUNIOR LIFEGUARD KAYAKING SESSION 2 101000-4411 General Fund 511196 01/09/2025 139220 900.00 CUSTOM PRINTING 2955 ADMIN SUPPLIES-6 TYPES 'REFLECT YOURSELF' POSTERS 101112-5540 General Fund 75077 01/09/2025 139221 180.26 CUSTOM PRINTING 2955 ADMIN SUPPLIES-ADD'L 'REFLECT YOURSELF' POSTERS 101112-5500 General Fund 75114 01/09/2025 139221 90.13 DATCO SERVICE CORPORATION 663 JAN-MAR'25 1ST QUARTER COMMERCIAL DRIVERS TPA FEES 101115-5204 General Fund 189869 01/09/2025 139222 459.90 DATCO SERVICE CORPORATION 663 COMMERCIAL DRIVERS TPA ANNUAL QUERIES 101115-5204 General Fund 2447822 01/09/2025 139222 56.25 Check No. 139220
Check Total: 1800.00
Check No. 139221
Check Total: 270.39
Check No. 139222
Check Total: 516.15
Check No. 139215
Check Total: 236.53
Check No. 139216
Check Total: 539.74
Check No. 139217
Check Total: 150.00
Check No. 139218
Check Total: 900.90
Check No. 139219
Check Total: 1200.00
Check Total: 169.82
Check No. 139212
Check Total: 2040.51
Check No. 139213
Check Total: 10825.83
Check No. 139214
Check Total: 39.59
Agenda Item No. 04 Page 14 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount DELL MARKETING LP 322 COMPUTER EQUIP-MUSEUM-DESKTOP COMPUTER & MONITOR 101672-5540 General Fund 10766274237 01/09/2025 139223 1,686.68 DISPENSING TECHNOLOGY CORPORATION 329 WATER SUPPLIES-COLD PATCH WINTER MIX 301560-5520 Water Operations Fund
16957 01/09/2025 139224 1,126.65
DIVERSIFIED MINERALS, INC 5018 WATER SUPPLIES-ASPHALT 301560-5523 Water Operations Fund
66894 01/09/2025 139225 344.74
DOCUPRODUCTS CORPORATION 651 9/10/24-12/9/24 FINANCE C5850i COPIER OVERAGE SVCS 101111-5220 General Fund 297680 01/09/2025 139226 582.38 DUBBS TRUCK PARTS 5327 AUTOMOTIVE REPAIRS-PWSW VEH 9127-SLACK ADJUSTER 101554-5523 General Fund 21870 01/09/2025 139227 771.64 DUBBS TRUCK PARTS 5327 AUTOMOTIVE SUPPLIES-INVENTORY-AIR BRAKE CHAMBERS 101554-5523 General Fund 21872 01/09/2025 139227 188.55 DURAN TIRE LLC 5622 AUTOMOTIVE REPAIRS-PWL VEH 5108-CALL OUT SERVICE 101554-5215 General Fund 1078 01/09/2025 139228 120.00 DURAN TIRE LLC 5622 AUTOMOTIVE SUPPLIES-PWL VEH 5108-TIRES 101554-5520 General Fund 1090 01/09/2025 139228 773.66 DURAN TIRE LLC 5622 AUTOMOTIVE REPAIRS-PWW VEH 8105-TIRE WEIGHTS 101554-5520 General Fund 1107 01/09/2025 139228 70.04 DURAN TIRE LLC 5622 AUTOMOTIVE SUPPLIES-INVENTORY-2 TIRES 101554-5520 General Fund 1111 01/09/2025 139228 342.95 DURAN TIRE LLC 5622 AUTOMOTIVE SUPPLIES-INVENTORY-TIRE BALANCING BEADS 101554-5520 General Fund 1221 01/09/2025 139228 193.95 DURAN TIRE LLC 5622 AUTOMOTIVE REPAIRS-PWE VEH 1110-PRESSURE SENSOR 101554-5523 General Fund 1416 01/09/2025 139228 91.59 DURAN TIRE LLC 5622 AUTOMOTIVE REPAIRS-PDPAT VEH 80821-TIRES 101554-5520 General Fund 1505 01/09/2025 139228 768.98 DURAN TIRE LLC 5622 AUTOMOTIVE REPAIRS-PDPAT VEH 80920-PRESSURE SENSOR 101554-5523 General Fund 1572 01/09/2025 139228 91.59 DURAN TIRE LLC 5622 AUTOMOTIVE SUPPLIES-INVENTORY-TIRE WEIGHTS 101554-5523 General Fund 1573 01/09/2025 139228 349.86 DURAN TIRE LLC 5622 AUTOMOTIVE REPAIRS-PDPAT VEH 80718-PRESSURE SENSOR 101554-5523 General Fund 1741 01/09/2025 139228 91.59 DURAN TIRE LLC 5622 AUTOMOTIVE REPAIRS-PWSW VEH 9112-TIRES 101554-5520 General Fund 1869 01/09/2025 139228 719.27 DURAN TIRE LLC 5622 AUTOMOTIVE REPAIRS-PWSW VEH 9132-TIRE DISMOUNT 101554-5215 General Fund 1870 01/09/2025 139228 56.16 DURAN TIRE LLC 5622 AUTOMOTIVE SUPPLIES-PWSW VEH 9127-TIRES 101554-5520 General Fund 1878 01/09/2025 139228 1,071.74 DURAN TIRE LLC 5622 AUTOMOTIVE SUPPLIES-PWL VEH 5106-TIRES 101554-5520 General Fund 1897 01/09/2025 139228 330.95 DURAN TIRE LLC 5622 AUTOMOTIVE REPAIRS-PWSW VEH 9112-FLAT TIRE 101554-5520 General Fund 1924 01/09/2025 139228 73.47 DURAN TIRE LLC 5622 AUTOMOTIVE SUPPLIES-PWSW VEH 9111-TIRES 101554-5520 General Fund 1935 01/09/2025 139228 1,878.57 DURAN TIRE LLC 5622 AUTOMOTIVE SUPPLIES-PWL VEH 5127-TIRES 101554-5520 General Fund 1961 01/09/2025 139228 254.15 DURAN TIRE LLC 5622 AUTOMOTIVE REPAIRS-PWL VEH 5127-ALIGNMENT 101554-5215 General Fund 1966 01/09/2025 139228 75.00 DURAN TIRE LLC 5622 AUTOMOTIVE SUPPLIES-PWSW VEH 9123-TIRES 101554-5520 General Fund 1989 01/09/2025 139228 535.87 DURAN TIRE LLC 5622 AUTOMOTIVE REPAIRS-PWL VEH 5129-ALIGNMENT 101554-5215 General Fund 784 01/09/2025 139228 70.00 Check No. 139225
Check Total: 344.74
Check No. 139226
Check Total: 582.38
Check No. 139227
Check Total: 960.19
Check No. 139228
Check No. 139223
Check Total: 1686.68
Check No. 139224
Check Total: 1126.65
Agenda Item No. 04 Page 15 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount EAGLE AERIAL PHOTOGRAPHY, INC 5803 WATER CONSERVATION SOFTWARE SUPPORT SUB 301560-5204 Water Operations Fund
25140 20736 01/09/2025 139229 25,000.00
F. MORTON PITT COMPANY 918 PD RESERVE OFFICER UNIFORMS-J AMBRIZ-SHIRT/PATCHES 101443-5214 General Fund 19182 01/09/2025 139230 95.36 FAMCON PIPE SUPPLY INC 337 WATERLINE SUPPLIES- FIRE HYDRANT/COUPLINGS 301560-5520 Water Operations Fund
25135 S100139313.001 01/09/2025 139231 5,628.48
FAMCON PIPE SUPPLY INC 337 WATER EQUIPMENT-FIRE HYDRANTS/BREAKOFF BOLT & NUT 301560-5520 Water Operations Fund
25142 S100145137.001 01/09/2025 139231 7,441.01
FAMCON PIPE SUPPLY INC 337 WATER SUPPLIES-BREAK OFF BOLT NUT SET/FLANGE 301560-5520 Water Operations Fund
S100145277.002 01/09/2025 139231 250.70
FAMCON PIPE SUPPLY INC 337 PWWW REPAIRS-FORCEMAIN BREAK SEWER-LUGS/SLEEVE 303562-5700 Wastewater Operations Fund
S100145383.001 01/09/2025 139231 494.81
FAMCON PIPE SUPPLY INC 337 PWWW REPAIR-FORCEMAIN BREAK SEWER-AIR VAC COVER 303562-5700 Wastewater Operations Fund
S100145546.001 01/09/2025 139231 4,391.89
FIDELITY SECURITY LIFE INSURANCE CO 5465 JAN'25 REG EE VISION PREMIUMS 501000-2245 Payroll Clearing Fund
166602427 01/09/2025 139232 1,307.71
FIDELITY SECURITY LIFE INSURANCE CO 5465 JAN'24 RETIREE VISION PREMIUMS 501000-2245 Payroll Clearing Fund
166602626 01/09/2025 139232 448.54
FISHER ROSEMOUNT SYSTEMS, INC 5752 WATER PLANT EQUIPMNT-TRANSMITTER/INTEGRAL MANIFOLD 302561-5520 Water Plant Operations Fund
30855807 01/09/2025 139233 3,854.24
GUADALUPE MEDINA 5771 PD REMODEL-DISPATCH BATHROOM PLUMBING FINAL PYMNT 101780-5700 General Fund 101-B 01/09/2025 139234 1,500.00 GRAINGER INC 345 REFUSE SUPPLIES-CLEANER/DEGREASER 304563-5520 Solid Waste Operations Fund
9361646194 01/09/2025 139235 75.56
GRANITE CONSTRUCTION COMPANY 2144 WATER SUPPLIES- ASPHALT 301560-5523 Water Operations Fund
2865901 01/09/2025 139236 157.68
GRANITE CONSTRUCTION COMPANY 2144 STREETS SUPPLIES-ASPHALT 204551-5524 Gas Tax Fund 2867357 01/09/2025 139236 164.72 GRANITE CONSTRUCTION COMPANY 2144 WATER SUPPLIES-ASPHALT 301560-5523 Water Operations Fund
2867358 01/09/2025 139237 550.80
HARTMAN, HELEN M 5511 DECEMBER 2024 BALLET RECREATION CLASS 101000-2214 General Fund 12192024-DEC24 01/09/2025 139238 861.00 HERNANDEZ, LAURA 4723 DECEMBER 2024 MEDICAL REIMBURSEMENT 101110-5160 General Fund 01062025

HERNANDEZ
01/09/2025 139239 382.70
Check No. 139240
Check No. 139235
Check Total: 75.56
Check No. 139236
Check Total: 322.40
Check No. 139237
Check Total: 550.80
Check No. 139238
Check Total: 861.00
Check No. 139239
Check Total: 382.70
Check No. 139230
Check Total: 95.36
Check No. 139231
Check Total: 18206.89
Check No. 139232
Check Total: 1756.25
Check No. 139233
Check Total: 3854.24
Check No. 139234
Check Total: 1500.00
Check Total: 7959.39
Check No. 139229
Check Total: 25000.00
Agenda Item No. 04 Page 16 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount HINDERLITER DE LLAMAS & ASSOCIATES 747 QTR 2 '24 TRANSACTION TAX(OCTOBER-DECEMBER 2024) 101111-5204 General Fund 25062 SIN046096 01/09/2025 139240 300.00 HOME DEPOT CREDIT SERVICES 115 LANDSCAPE SUPPLIES-DREMEL 12V SAWZALL/CUTTER/ETC 101553-5520 General Fund 2363235 01/09/2025 139241 506.28 HOME DEPOT CREDIT SERVICES 115 WATER EQUIPMENT-STRAPS/CABLE/WRENCH/SOCKET SET 301560-5526 Water Operations Fund
3553960 01/09/2025 139241 692.62
HOME DEPOT CREDIT SERVICES 115 STREETS SUPPLIES-HUNTER GREEN PAINT 101551-5520 General Fund 9010884 01/09/2025 139241 48.13 HYDRAULIC SOLUTIONS & SUPPLIES, LLC 5170 AUTOMOTIVE REPAIRS-PWSW VEH 9124-GASKET 101554-5523 General Fund 129718 01/09/2025 139242 64.65 HYDRAULIC SOLUTIONS & SUPPLIES, LLC 5170 AUTOMOTIVE REPAIRS-PWSW VEH 9124-GASKET/AMREP 101554-5523 General Fund 129719 01/09/2025 139242 1,160.51 HYDRAULIC SOLUTIONS & SUPPLIES, LLC 5170 AUTOMOTIVE SUPPLIES-INVENTORY-O RING SEAL 101554-5523 General Fund 129802 01/09/2025 139242 283.75 INDUSTRIAL BOLT AND SUPPLY 1532 WATER PLANT SUPPLIES-8X10' UNISTRUT 302561-5520 Water Plant Operations Fund
259442-1 01/09/2025 139243 232.74
INDUSTRIAL BOLT AND SUPPLY 1532 WATER PLANT SUPPLIES-BOLTS/HEX LOCKNUTS 302561-5520 Water Plant Operations Fund
259678-1 01/09/2025 139243 80.81
INTERSTATE BATTERY OF SIERRA MADRE 5481 AUTOMOTIVE SUPPLIES-PWWW PORTABLE GENERATR

BATTERY
303562-5520 Wastewater
Operations Fund
22578772 01/09/2025 139244 217.27
INTERSTATE BATTERY OF SIERRA MADRE 5481 AUTOMOTIVE SUPPLIES-PWWW PV STATION BATTERY 303562-5520 Wastewater Operations Fund
22578773 01/09/2025 139244 247.90
INTERSTATE BATTERY OF SIERRA MADRE 5481 AUTOMOTIVE SUPPLIES-PWWW SV STATION BATTERY 303562-5520 Wastewater Operations Fund
22578774 01/09/2025 139244 347.95
ISSQUARED 4690 UNITRENDS ANNUAL PD MAINT- 2ND YEAR OUT OF 3 101116-5223 General Fund 25029 011337 01/09/2025 139245 8,215.50 J & A COMPANIES INC 5565 AUTOMOTIVE REPAIRS-PDADM V8220-PAINT/QTR PANEL/ETC 101554-5215 General Fund 9574 01/09/2025 139246 1,131.76 JOE MAR POLYGRAPH 4715 PRE-EMPLOYMENT EXAM-L NEGRETE 101440-5204 General Fund 24-001-PHPD 01/09/2025 139247 250.00 JOE MAR POLYGRAPH 4715 PRE-EMPLOYMENT EXAM-A ORTIZ 101440-5204 General Fund 24-002-PHPD 01/09/2025 139247 250.00 JOE MAR POLYGRAPH 4715 PRE-EMPLOYMENT EXAM-J AMBRIZ 101440-5204 General Fund 24-003-PHPD 01/09/2025 139247 250.00 JOHNSON CONTROLS SECURITY SOLUTIONS 4634 11/22/24-01/31/25 ALARM PRO-RATED SECURITY SVCS 101780-5212 General Fund 40773598 01/09/2025 139248 528.23 JOSEPH & KAREN RYAN 5789 HMIRP REBATE R-0916-04 FOR 1206 FIFTH PL 209334-5243 Neighborhood Preservation Fund
01092025 RYAN 01/09/2025 139249 1,845.97
KLOERIS, SHARON 368 DECEMBER 2024 SENIOR EXERCISE CLASSES 101671-5204 General Fund 12312024-DEC24 01/09/2025 139250 780.00 Check No. 139250
Check No. 139245
Check Total: 8215.50
Check No. 139246
Check Total: 1131.76
Check No. 139247
Check Total: 750.00
Check No. 139248
Check Total: 528.23
Check No. 139249
Check Total: 1845.97
Check Total: 300.00
Check No. 139241
Check Total: 1247.03
Check No. 139242
Check Total: 1508.91
Check No. 139243
Check Total: 313.55
Check No. 139244
Check Total: 813.12
Agenda Item No. 04 Page 17 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount LIFECORE FITNESS, LLC 5801 PD REMODEL-GYM EQUIP-ASSAULT RUNNER ELITE 210440-5204 Grant Tracking Fund ES32031 01/09/2025 139251 3,696.42 LINDE GAS & EQUIPMENT INC. 5201 FLEET CYLINDER RENTAL - INDUSTRIAL ACETYLENE 101554-5215 General Fund 47036307 01/09/2025 139252 297.74 LOWE'S 1841 FM SUPPLIES-MUSEUM-PAINT 101780-5520 General Fund 977049 01/09/2025 139253 67.80 LOWE'S 1841 CREDIT MEMO-WATER PLANT SUPPLIES-SUB PUMP OIL 302561-5520 Water Plant Operations Fund
979339 01/09/2025 139253 -61.29
LOWE'S 1841 FM CREDIT MEMO-RETURNED CABLE 101780-5700 General Fund 982806 01/09/2025 139253 -150.22 LOWE'S 1841 FM SUPPLIES-COMM CNTR-ELEC BOX/HARD WIRE EXIT SIGN 101780-5520 General Fund 987670 01/09/2025 139253 67.42 LOWE'S 1841 ANACAPA #26 MAINT SUPPLIES-FAUX WOOD BLINDS 101780-5520 General Fund 990780 01/09/2025 139253 125.32 MCCROMETER, INC. 563 WATER PLANT SUPPLIES-UBE MW504 302561-5520 Water Plant Operations Fund
613258 01/09/2025 139254 1,212.57
MCMASTER-CARR SUPPLY COMPANY 5746 WATER PLANT SUPPLIES-TUBING/CONDUIT ADAPTERS 302561-5520 Water Plant Operations Fund
37629334 01/09/2025 139255 978.87
MCMASTER-CARR SUPPLY COMPANY 5746 WATER PLANT SUPPLIES-GFCI STRAIGHT BLADE RECPTACLE 302561-5520 Water Plant Operations Fund
37991575 01/09/2025 139255 42.30
MCMASTER-CARR SUPPLY COMPANY 5746 WATER PLANT SUPPLIES-BRACKETS/TEES/NUTS/WASHERS 302561-5520 Water Plant Operations Fund
37992984 01/09/2025 139256 548.52
MCMASTER-CARR SUPPLY COMPANY 5746 WATER PLANT SUPPLIES-SCREWS 302561-5520 Water Plant Operations Fund
38059332 01/09/2025 139256 24.30
MCMASTER-CARR SUPPLY COMPANY 5746 WATER PLANT SUPPLIES-HEX HEAD SCREWS 302561-5520 Water Plant Operations Fund
38061564 01/09/2025 139256 23.98
MCQUEEN-LEGOHN, MARTHA 5473 DECEMBER 2024 MEDICAL REIMBURSEMENT 101110-5160 General Fund 01062025

MCQUEEN
01/09/2025 139257 278.22
MILNER-VILLA CONSULTING 3036 DEC'24 WATER AUDIT ASSISTANCE PROF CONSULTING SVCS 301560-5204 Water Operations Fund
2024-COPHWAV00101/09/2025 139258 1,530.00
MILNER-VILLA CONSULTING 3036 DEC'24 PROFESSIONAL CONSULTING SERVICES 302561-5204 Water Plant Operations Fund
20240134 2024-PHWAOS-011-
V2
01/09/2025 139259 4,710.00
NATIONAL DATA & SURVEYING SERVICES 5817 TRAFFIC ENG SVCS-LEFT TURN EVAL AT VTA RD & HUE R 204551-5204 Gas Tax Fund 24-050053 01/09/2025 139260 1,177.00 NATIONAL GRAPHICS, LLC 5660 OFFICE SUPPLIES-BUSINESS CARDS-G VAZQUEZ 101554-5203 General Fund 105350 01/09/2025 139261 200.00 NATIONAL GRAPHICS, LLC 5660 OFFICE SUPPLIES-BUSINESS CARDS-G VAZQUEZ 101554-5520 General Fund 105350 01/09/2025 139261 77.52 Check No. 139260
Check Total: 1177.00
Check No. 139261
Check No. 139255
Check Total: 1021.17
Check No. 139256
Check Total: 596.80
Check No. 139257
Check Total: 278.22
Check No. 139258
Check Total: 1530.00
Check No. 139259
Check Total: 4710.00
Check Total: 780.00
Check No. 139251
Check Total: 3696.42
Check No. 139252
Check Total: 297.74
Check No. 139253
Check Total: 49.03
Check No. 139254
Check Total: 1212.57
Agenda Item No. 04 Page 18 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount NEOGOV 4275 12/28/24-12/27/25 ANNUAL SUBSCRIPTION 101115-5223 General Fund 45336 01/09/2025 139262 1,950.33 OXNARD U-RENT, INC 3408 EQUIPMENT RENTAL-SCISSOR LIFT FOR XMAS DECORATING 101671-5234 General Fund 799383-2 01/09/2025 139263 365.99 PEREZ, JOSE 333 12/22/24 PD ADMIN & PATROL CAR WASHES 101441-5215 General Fund 12222024-PD 01/09/2025 139264 275.00 PORTASTOR 3947 11/27/24-12/26/24 P-089 STORAGE CONTAINER SERVICES 101442-5220 General Fund 441518 01/09/2025 139265 85.00 PORTASTOR 3947 11/4/24-12/3/24 G-195 PD STORAGE CONTAINER SERVICE 101442-5220 General Fund 439910 01/09/2025 139266 85.00 PORTASTOR 3947 11/18/24-12/17/24 V-300 PD STORAGE CONTAINER SVCS 101442-5220 General Fund 440884 01/09/2025 139267 85.00 PORTASTOR 3947 10/8/24-11/7/24 STORAGE CONTAINER SERVICES 101672-5220 General Fund 437852 01/09/2025 139268 105.00 PORTASTOR 3947 10/4/24-11/3/24 T-003 PD STORAGE CONTAINER SERVICE 101672-5220 General Fund 437553 01/09/2025 139269 85.00 PORTASTOR 3947 10/4/24-11/3/24 STORAGE CONTAINER SERVICES 101672-5220 General Fund 437554 01/09/2025 139270 164.00 PORTASTOR 3947 12/4/24-1/3/25 T-003 STORAGE CONTAINER SERVICES 101672-5220 General Fund 442211 01/09/2025 139271 85.00 PORTASTOR 3947 12/4/24-1/3/25 STORAGE CONTAINER SERVICES 101672-5220 General Fund 442212 01/09/2025 139272 164.00 PPG ARCHITECTURAL FINISHES 3761 REFUSE SUPPLIES-ACRYLIC SEMI GLOSS PAINT 304563-5520 Solid Waste Operations Fund
808920003525 01/09/2025 139273 1,068.64
PSR ENVIRONMENTAL SERVICES, INC 557 12/3/24 MONTHLY UST UNDRGRND OPR VISUAL INSPECTION 101554-5403 General Fund 19998 01/09/2025 139274 275.00 QUILL CORPORATION 417 PWWW OFFICE SUPPLIES-DESK CALENDARS 303562-5520 Wastewater Operations Fund
41947873 01/09/2025 139275 128.47
Check No. 139275
Check No. 139270
Check Total: 164.00
Check No. 139271
Check Total: 85.00
Check No. 139272
Check Total: 164.00
Check No. 139273
Check Total: 1068.64
Check No. 139274
Check Total: 275.00
Check No. 139265
Check Total: 85.00
Check No. 139266
Check Total: 85.00
Check No. 139267
Check Total: 85.00
Check No. 139268
Check Total: 105.00
Check No. 139269
Check Total: 85.00
Check Total: 277.52
Check No. 139262
Check Total: 1950.33
Check No. 139263
Check Total: 365.99
Check No. 139264
Check Total: 275.00
Agenda Item No. 04 Page 19 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount QUILL CORPORATION 417 PWWW OFFICE SUPPLIES-DESK CALENDARS 303562-5520 Wastewater Operations Fund
42077439 01/09/2025 139275 14.70
BRANDON RAGAN 5797 SENIOR HOLIDAY LUNCHEON 2024 PERFORMANCE 101671-5234 General Fund 1536 01/09/2025 139276 283.00 RAMIREZ, MAURICIO 5440 DECEMBER 2024 TAEKWONDO RECREATION CLASS 101000-2214 General Fund 12302024

RAMIREZ
01/09/2025 139277 1,470.00
REFUND 99999 9/14/24 COMM CENTER RENTAL SECURITY DEPOSIT REFUND 101000-2414 General Fund 12062024 ARANDA 01/09/2025 139278 500.00 REFUND 99999 JR LIFGEGUARD'24 SESSION 1 REFND-1 PARTICIPANT 101000-4411 General Fund 12042024 DEPIRO 01/09/2025 139279 350.00 REFUND 99999 5/10/25 COMM CENTER RENTAL REFUND-CUSTMR CANCELLED 101000-4500 General Fund 12062024

HENDERSON
01/09/2025 139280 882.00
REFUND 99999 GYMNASTIC CLASS REFND-INSTRCTR CANCELLED-1 PRTCPNT 101000-2214 General Fund 10092024

POHMISANO
01/09/2025 139281 7.00
REFUND 99999 GYMNASTIC CLASS REFND-INSTRCTR CANCELLED-1 PRTCPNT 101000-4409 General Fund 10092024

POHMISANO
01/09/2025 139281 3.00
REFUND 99999 10/12/24 COMM CENTER RENTL SECURITY DEPOSIT REFUND 101000-2414 General Fund 12062024 MAGANA 01/09/2025 139282 500.00 RINCON CONSULTANTS, INC. 2153 22-13928 PH MISSING MIDDLE HOUSING OVERLAY 101330-5204 General Fund 61819 01/09/2025 139283 4,209.00 RINCON CONSULTANTS, INC. 2153 NOV'24 BUBBLING SPRINGS LSAA COMPLIANCE 24-25 201556-5204 Drainage Assmnt District Fund
25100 62003 01/09/2025 139284 18,035.87
ROBERT HALF 4956 10/18/24 TEMP FIN ACCOUNTANT EMPLOYMENT SERVICES 101220-5204 General Fund 64224475 01/09/2025 139285 2,983.37 ROBERT HALF 4956 CREDIT 10/11/24 TEMP FIN ACCOUNTANT EMPLOYMENT SVC 101220-5204 General Fund 64231441 01/09/2025 139285 -26.00 ROBERT HALF 4956 10/25/24 TEMP FIN ACCOUNTANT EMPLOYMENT SERVICES 101220-5204 General Fund 64251273 01/09/2025 139286 2,970.00 RODRIGUEZ, CYNTHIA M AND JUSTO JR 5805 HMIRP REBATE R-0729-03 FOR 1525 SEVENTH PL 209334-5243 Neighborhood Preservation Fund
01092025

RODRIGUEZ
01/09/2025 139287 1,685.57
RUBIO'S WELDING SERVICE 3305 ROLLOFF CONTAINER REPAIR 304563-5211 Solid Waste Operations Fund
4802 01/09/2025 139288 2,925.00
Check No. 139285
Check Total: 2957.37
Check No. 139286
Check Total: 2970.00
Check No. 139287
Check Total: 1685.57
Check No. 139288
Check No. 139280
Check Total: 882.00
Check No. 139281
Check Total: 10.00
Check No. 139282
Check Total: 500.00
Check No. 139283
Check Total: 4209.00
Check No. 139284
Check Total: 18035.87
Check Total: 143.17
Check No. 139276
Check Total: 283.00
Check No. 139277
Check Total: 1470.00
Check No. 139278
Check Total: 500.00
Check No. 139279
Check Total: 350.00
Agenda Item No. 04 Page 20 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount RUBIO'S WELDING SERVICE 3305 3Y & 1Y PARTIAL BIN REPAIRS 304563-5211 Solid Waste Operations Fund
4799 01/09/2025 139289 2,265.00
RUBIO'S WELDING SERVICE 3305 3YD BIN PARTIAL/FULL REPAIRS 304563-5211 Solid Waste Operations Fund
4801 01/09/2025 139290 2,590.00
RUBIO'S WELDING SERVICE 3305 3Y BIN/3Y PLASTIC BIN REPAIRS 304563-5211 Solid Waste Operations Fund
4803 01/09/2025 139291 1,075.00
RUSH TRUCK CENTER, SYLMAR 4448 AUTOMOTIVE SUPPLIES-INVENTORY-RADIATOR CAP 101554-5523 General Fund 3039837095 01/09/2025 139292 64.16 RUSH TRUCK CENTER, SYLMAR 4448 AUTOMOTIVE REPAIRS-PWSW VEH 9128-STEERING GEAR 101554-5523 General Fund 3039908344 01/09/2025 139292 2,140.74 RUSH TRUCK CENTER, SYLMAR 4448 AUTOMOTIVE REPAIRS-PWSW VEH 9126-SENSOR 101554-5523 General Fund 3039955421 01/09/2025 139292 395.84 RUSH TRUCK CENTER, SYLMAR 4448 AUTOMOTIVE SUPPLIES-INVENTORY-ANTIFREEZE 101554-5520 General Fund 3039973814 01/09/2025 139292 96.85 SC COMMERCIAL, LLC 3581 901.7 GALLONS DIESEL/735.1 GALLONS UNLEADED FUEL 101554-5522 General Fund 25004 IN-0000037897 01/09/2025 139293 6,561.25 SC COMMERCIAL, LLC 3581 250 GALLONS DIESEL EXHAUST FLUID 101554-5522 General Fund IN-0000038245 01/09/2025 139293 987.25 SC COMMERCIAL, LLC 3581 600 GALLONS DIESEL GAS/500 GALLONS UNLEADED GAS 101554-5522 General Fund 25004 IN-0000042660 01/09/2025 139293 4,447.15 SC COMMERCIAL, LLC 3581 800.3 GALLONS DIESEL GAS/616 GALLONS UNLEADED GAS 101554-5522 General Fund 25004 IN-0000045900 01/09/2025 139293 5,918.08 SC COMMERCIAL, LLC 3581 AUTOMOTIVE SUPPLIES-3 HYDRAULIC FLUID DRUMS 101554-5520 General Fund IN-0000047509 01/09/2025 139293 2,265.04 SHRED-IT, C/O STERICYCLE, INC 4959 NOVEMBER 2024 BIOHAZARD DISPOSAL SERVICES 101442-5204 General Fund 8008992131 01/09/2025 139294 206.58 SHRED-IT, C/O STERICYCLE, INC 4959 NOVEMBER 2024 SHREDDING SERVICES 101442-5204 General Fund 8009136269 01/09/2025 139294 390.84 SOFTCHOICE CORPORATION 5283 IT SOFTWARE-ESET ANTI-VIRUS 101116-5223 General Fund 91524737 01/09/2025 139295 4,817.42 SOUTHERN CALIFORNIA GAS CO 96 047 114 8100 4 UTILITY BILL- 250 N VENTURA RD 101111-5300 General Fund 8100 4 12162024 CITY
01/09/2025 139296 797.95
SOUTHERN CALIFORNIA EDISON 177 700520780920 UTIL BILL-250 N VENTURA RD #A 101111-5300 General Fund 0920 12122024 01/09/2025 139297 34.21 STANDARD PLUMBING SUPPLY CO 3970 WATER SUPPLIES-BRUSH/PURPLE PRIMER/CEMENT 301560-5520 Water Operations Fund
XTPX94 01/09/2025 139298 53.61
STANDARD PLUMBING SUPPLY CO 3970 ANACAPA #26 SUPPLIES-30 GAL ELEC HEATER 101780-5520 General Fund XXDX45 01/09/2025 139298 591.96 Check No. 139295
Check Total: 4817.42
Check No. 139296
Check Total: 797.95
Check No. 139297
Check Total: 34.21
Check No. 139298
Check Total: 645.57
Check No. 139299
Check No. 139290
Check Total: 2590.00
Check No. 139291
Check Total: 1075.00
Check No. 139292
Check Total: 2697.59
Check No. 139293
Check Total: 20178.77
Check No. 139294
Check Total: 597.42
Check Total: 2925.00
Check No. 139289
Check Total: 2265.00
Agenda Item No. 04 Page 21 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount STATE READY MIX INC. 586 CONCRETE DUMP FEES 304563-5233 Solid Waste Operations Fund
56723 01/09/2025 139299 131.00
STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
101602 01/09/2025 139300 93.00
STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
101602 01/09/2025 139300 93.00
STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
101602 01/09/2025 139300 46.50
STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
101602 01/09/2025 139300 46.50
STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
101602 01/09/2025 139300 46.50
STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 212781-5212 Surplus Property Auth Fund
101602 01/09/2025 139300 74.75
STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
101602 01/09/2025 139300 93.00
STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
101602 01/09/2025 139300 105.40
STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 212781-5212 Surplus Property Auth Fund
101602 01/09/2025 139300 103.05
STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 212781-5212 Surplus Property Auth Fund
101602 01/09/2025 139300 103.05
STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
101602 01/09/2025 139300 46.50
STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 212781-5212 Surplus Property Auth Fund
101602 01/09/2025 139300 74.75
STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
101602 01/09/2025 139300 46.50
STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 101780-5212 General Fund 101602 01/09/2025 139300 46.50 STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 101780-5212 General Fund 101602 01/09/2025 139300 46.50 STAY GREEN, INC. 570 JANUARY 2025 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
101602 01/09/2025 139300 46.50
STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 212781-5212 Surplus Property Auth Fund
99875 01/09/2025 139300 74.75
STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 101780-5212 General Fund 99875 01/09/2025 139300 46.50 STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 212781-5212 Surplus Property Auth Fund
99875 01/09/2025 139300 74.75
STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 101780-5212 General Fund 99875 01/09/2025 139300 46.50 STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
99875 01/09/2025 139300 46.50
STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
99875 01/09/2025 139300 46.50
STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
99875 01/09/2025 139300 46.50
STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
99875 01/09/2025 139300 93.00
Check No. 139300
Check Total: 131.00
Agenda Item No. 04 Page 22 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
99875 01/09/2025 139300 46.50
STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 212781-5212 Surplus Property Auth Fund
99875 01/09/2025 139300 103.05
STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
99875 01/09/2025 139300 46.50
STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 212781-5212 Surplus Property Auth Fund
99875 01/09/2025 139300 103.05
STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
99875 01/09/2025 139300 46.50
STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
99875 01/09/2025 139300 93.00
STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
99875 01/09/2025 139300 93.00
STAY GREEN, INC. 570 DECEMBER 2024 LANDSCAPE MAINTENANCE SERVICES 213781-5212 Housing Successor Agency Fund
99875 01/09/2025 139300 105.40
ANGEL, STROBEL 5615 FM SUPPLIES-7MIL NITRILE GLOVES 101780-5520 General Fund BD2509 01/09/2025 139301 369.62 SUN LIFE FINANCIAL 4370 JANUARY 2025 RETIREE DENTAL PREMIUMS 501000-2242 Payroll Clearing Fund
922845-JAN25 01/09/2025 139302 185.16
SUNBELT RENTALS, INC 1465 11/18-12/4 B SPRINGS IRRIGATION TEMP PWR GENERATR 101780-5700 General Fund 25147 159642451-0004 01/09/2025 139303 155.22 SUNRIDGE LANDSCAPE MAINTENANCE, INC 4586 NOV'24 LANDSCAPE MAINTEANCE-323 EAST C STREET 213781-5212 Housing Successor Agency Fund
3739 01/09/2025 139304 154.50
SUPERION, LLC 4436 JAN 2025 ANNUAL ASP ACCESS TECH FEES-MONTHLY BILL 101116-5223 General Fund 20240178 428586 01/09/2025 139305 11,992.87 SUPERIOR LIFE SUPPORT 5583 PD CPR PUBLICATIONS 101441-5203 General Fund SLS264949 01/09/2025 139306 262.17 TAMPA HARDWARE, INC 4401 CREDIT MEMO-FM SUPPLIES-MIRROR ROLLER 101780-5520 General Fund 900016 01/09/2025 139307 -10.86 TAMPA HARDWARE, INC 4401 FM SUPPLIES-GAS LINE 101780-5520 General Fund 909387 01/09/2025 139307 54.35 TAMPA HARDWARE, INC 4401 FM SUPPLIES-GARDEN HOSE/ADAPTER 101780-5520 General Fund 918014 01/09/2025 139307 42.39 TAMPA HARDWARE, INC 4401 FM SUPPLIES-CORNER DRYWALL 101780-5520 General Fund 919263 01/09/2025 139307 5.43 TAMPA HARDWARE, INC 4401 FM SUPPLIES-DOOR ANT BRASS 101780-5520 General Fund 920009 01/09/2025 139307 7.06 TAMPA HARDWARE, INC 4401 FM SUPPLIES-GRAFFITI RMVL-PLASTIC PAIL/GOO REMVR 101780-5520 General Fund 923846 01/09/2025 139307 14.12 TAMPA HARDWARE, INC 4401 FM SUPPLIES-150 W SPOT LIGHT KIT 101780-5520 General Fund 928051 01/09/2025 139307 10.43 TAMPA HARDWARE, INC 4401 730 JANE DR SUPPLIES-PRIMER/PAINT/RECYCLING FEE 101780-5520 General Fund 928971 01/09/2025 139307 45.91 Check No. 139305
Check Total: 11992.87
Check No. 139306
Check Total: 262.17
Check No. 139307
Check Total: 2224.00
Check No. 139301
Check Total: 369.62
Check No. 139302
Check Total: 185.16
Check No. 139303
Check Total: 155.22
Check No. 139304
Check Total: 154.50
Agenda Item No. 04 Page 23 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount TAMPA HARDWARE, INC 4401 FM SUPPLIES-REPLACEMENT FCT FILTER 101780-5520 General Fund 930302 01/09/2025 139307 25.00 TAMPA HARDWARE, INC 4401 WATER SUPPLIES-PRIMER PVC/CEMENT PVCRD/SEALNT/STRW 301560-5520 Water Operations Fund
930822 01/09/2025 139307 122.12
TAMPA HARDWARE, INC 4401 PWWW SUPPLIES-SMART STRAW/SPRAYER/HEX

KEY/WIRBRUSH
303562-5520 Wastewater
Operations Fund
932819 01/09/2025 139307 59.93
TAMPA HARDWARE, INC 4401 STREETS SUPPLIES-CONCRETE MIX 101551-5524 General Fund 933609 01/09/2025 139307 65.14 TAMPA HARDWARE, INC 4401 LANDSCAPE SUPPLIES-10X1 PHILLIPS PAN 101553-5520 General Fund 933647 01/09/2025 139307 9.78 TAMPA HARDWARE, INC 4401 STREETS SUPPLIES-SPRAY PAINT/SPRAY GRIP 101553-5520 General Fund 933820 01/09/2025 139307 26.94 TEC EQUIPMENT, INC 5816 AUTOMOTIVE REPAIRS-PWSW VEH 9127-PART #SAM500735 101554-5215 General Fund 474308Y 01/09/2025 139308 1,153.58 THE PAPE GROUP INC. 4899 AUTOMOTIVE REPAIRS-PW FORKLIFT # 6114-CNVRTR/FILTR 101554-5215 General Fund 6461191 01/09/2025 139309 1,775.90 TKM ENGINEERING 5159 TRAFFIC ENG SVCS-LEFT TURN EVAL AT VTA RD & HUE RD 101550-5204 General Fund 20240131 1344 01/09/2025 139310 1,673.10 TKM ENGINEERING 5159 TRAFFIC ENG SVCS-LEFT TURN EVAL AT VTA RD & HUE RD 101551-5204 General Fund 20240131 1344 01/09/2025 139310 42.90 TKM ENGINEERING 5159 TRAFFIC ENG SVCS-LEFT TURN EVAL AT VTA RD & HUE RD 204551-5204 Gas Tax Fund 20240131 1344 01/09/2025 139310 429.00 TONAL SYSTEMS, INC. 5800 PD REMODEL-GYM EQUIPMENT W/ACCESSORIES & INSTALL 210440-5204 Grant Tracking Fund 25133 INV461856 01/09/2025 139311 7,938.75 TRENCH SHORING COMPANY 3603 WATER EQUIPMENT RENTAL-TRENCH TOP WELDED/PICKUP 301560-5220 Water Operations Fund
RI20435323 01/09/2025 139312 998.70
TRENCH SHORING COMPANY 3603 WATER EQUIPMENT RENTAL-TRENCH TOP WELDED 301560-5220 Water Operations Fund
RI20466957 01/09/2025 139312 867.00
TRIAD INVESTIGATIVE SERVICES 5143 PD BACKGROUND INVESTIGATION-L NEGRETE 101440-5204 General Fund 24-0013 01/09/2025 139313 2,152.00 TURNER, KIMBERLY D. 5031 SUICIDE PREVENTION TRAINING CLASS-J FLORIANO 101442-5411 General Fund 5829 01/09/2025 139314 149.00 UNDERGROUND SERVICE ALERT 450 DECEMBER 2024 TICKETS/PASSES 301560-5204 Water Operations Fund
1220240550 01/09/2025 139315 69.75
UNDERGROUND SERVICE ALERT 450 DECEMBER 2024 TICKETS/PASSES 303562-5204 Wastewater Operations Fund
1220240550 01/09/2025 139315 69.75
UNIFIRST CORPORATION 5314 WATER/WATER PLANT UNIFORM SERVICES 302561-5214 Water Plant Operations Fund
2210158950 01/09/2025 139316 66.72
UNIFIRST CORPORATION 5314 WATER/WATER PLANT UNIFORM SERVICES 301560-5214 Water Operations Fund
2210158950 01/09/2025 139316 66.73
UNIFIRST CORPORATION 5314 WATER/WATER PLANT UNIFORM SERVICES 302561-5214 Water Plant Operations Fund
2210160523 01/09/2025 139316 61.67
Check No. 139315
Check Total: 139.50
Check No. 139316
Check No. 139310
Check Total: 2145.00
Check No. 139311
Check Total: 7938.75
Check No. 139312
Check Total: 1865.70
Check No. 139313
Check Total: 2152.00
Check No. 139314
Check Total: 149.00
Check Total: 477.74
Check No. 139308
Check Total: 1153.58
Check No. 139309
Check Total: 1775.90
Agenda Item No. 04 Page 24 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount UNIFIRST CORPORATION 5314 WATER/WATER PLANT UNIFORM SERVICES 301560-5214 Water Operations Fund
2210160523 01/09/2025 139316 61.66
UNIFIRST CORPORATION 5314 12/25/24 PD JAIL BLANKET CLEANING SERVICES 101442-5204 General Fund 2210158922 01/09/2025 139317 64.69 UNIFIRST CORPORATION 5314 FLEET UNIFORM SERVICES/SHOP RAGS 101554-5214 General Fund 2210158944 01/09/2025 139317 35.89 UNIFIRST CORPORATION 5314 WASTEWATER UNIFORM SERVICES/PW FLOOR MATS 301560-5214 Water Operations Fund
2210158947 01/09/2025 139317 14.26
UNIFIRST CORPORATION 5314 WASTEWATER UNIFORM SERVICES/PW FLOOR MATS 304563-5214 Solid Waste Operations Fund
2210158947 01/09/2025 139317 14.26
UNIFIRST CORPORATION 5314 WASTEWATER UNIFORM SERVICES/PW FLOOR MATS 303562-5214 Wastewater Operations Fund
2210158947 01/09/2025 139317 54.60
UNIFIRST CORPORATION 5314 LANDSCAPE UNIFORM SERVICES 101553-5214 General Fund 2210158951 01/09/2025 139317 115.46 UNIFIRST CORPORATION 5314 STREETS UNIFORM SERVICES 101551-5214 General Fund 2210158955 01/09/2025 139317 42.16 UNIFIRST CORPORATION 5314 STREETS UNIFORM SERVICES 101551-5214 General Fund 2210158956 01/09/2025 139317 17.53 UNIFIRST CORPORATION 5314 REFUSE UNIFORM SERVICES 304563-5214 Solid Waste Operations Fund
2210160516 01/09/2025 139317 83.30
UNIFIRST CORPORATION 5314 FLEET UNIFORM SERVICES/SHOP RAGS 101554-5214 General Fund 2210160518 01/09/2025 139317 35.89 UNIFIRST CORPORATION 5314 WASTEWATER UNIFORM SERVICES 303562-5214 Wastewater Operations Fund
2210160521 01/09/2025 139317 40.33
UNIFIRST CORPORATION 5314 LANDSCAPE UNIFORM SERVICES 101553-5214 General Fund 2210160524 01/09/2025 139317 115.46 UNIFIRST CORPORATION 5314 STREETS UNIFORM SERVICES 101551-5214 General Fund 2210160526 01/09/2025 139317 42.16 UNIFIRST CORPORATION 5314 STREETS UNIFORM SERVICES 101551-5214 General Fund 2210160529 01/09/2025 139317 17.53 UNIFIRST CORPORATION 5314 FM SUPPLIES-HA/FM-MATS/MOPS SERVICES 101780-5212 General Fund 2210162881 01/09/2025 139317 27.02 UNIFIRST CORPORATION 5314 FLEET UNIFORM SERVICES 101554-5214 General Fund 2210162892 01/09/2025 139317 35.89 UNIFIRST CORPORATION 5314 WASTEWATER UNIFORMS/PW FLOOR MATS 301560-5214 Water Operations Fund
2210162893 01/09/2025 139317 14.26
UNIFIRST CORPORATION 5314 WASTEWATER UNIFORMS/PW FLOOR MATS 303562-5214 Wastewater Operations Fund
2210162893 01/09/2025 139317 54.60
UNIFIRST CORPORATION 5314 WASTEWATER UNIFORMS/PW FLOOR MATS 304563-5214 Solid Waste Operations Fund
2210162893 01/09/2025 139317 14.26
UNIFIRST CORPORATION 5314 REFUSE UNIFORM SERVICES 304563-5214 Solid Waste Operations Fund
2210158941 01/09/2025 139318 89.66
UNIFIRST CORPORATION 5314 REFUSE UNIFORM SERVICES 304563-5214 Solid Waste Operations Fund
2210162891 01/09/2025 139319 82.25
VENCO POWER SWEEPING, INC 454 DECEMBER 2024 CITY WIDE STREET SWEEPING SERVICES 304563-5213 Solid Waste Operations Fund
25033 75241VS 01/09/2025 139320 26,081.30
VENTEK INTERNATIONAL 3105 PARKING MACHINES MONTHLY CELLULAR FEES 101553-5540 General Fund 147345 01/09/2025 139321 720.00 VENTURA COUNTY AUTO SUPPLY/NAPA 4746 AUTOMOTIVE REPAIRS-PWWW VEH 6130-FUEL TREATMENT 101554-5523 General Fund 023467 01/09/2025 139322 17.47 VENTURA COUNTY AUTO SUPPLY/NAPA 4746 AUTOMOTIVE REPAIRS-PWWW V61081-RADIATOR FLUSH/ETC 101554-5523 General Fund 023863 01/09/2025 139322 89.52 VENTURA COUNTY AUTO SUPPLY/NAPA 4746 AUTOMOTIVE REPAIRS-PWWW VEH 61081-MASTER CYLINDER 101554-5523 General Fund 023927 01/09/2025 139322 408.89 Check No. 139320
Check Total: 26081.30
Check No. 139321
Check Total: 720.00
Check No. 139322
Check Total: 256.78
Check No. 139317
Check Total: 839.55
Check No. 139318
Check Total: 89.66
Check No. 139319
Check Total: 82.25
Agenda Item No. 04 Page 25 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount VENTURA COUNTY AUTO SUPPLY/NAPA 4746 AUTOMOTIVE REPAIRS-PWSW VEH 9112-GASKET 101554-5523 General Fund 024729 01/09/2025 139322 16.25 VENTURA COUNTY AUTO SUPPLY/NAPA 4746 AUTOMOTIVE SUPPLIES-INVENTORY-WINDSHIELD WIPERS 101554-5520 General Fund 024737 01/09/2025 139322 163.26 VENTURA COUNTY AUTO SUPPLY/NAPA 4746 AUTOMOTIVE SUPPLIES-INVENTORY-TIRE VALVE TOOLS/RTV 101554-5520 General Fund 024742 01/09/2025 139322 14.51 VENTURA COUNTY AUTO SUPPLY/NAPA 4746 AUTOMOTIVE REPAIRS-PWSW VEH 9128-HEXBIT SKT 101554-5523 General Fund 025576 01/09/2025 139322 19.00 VENTURA COUNTY AUTO SUPPLY/NAPA 4746 AUTOMOTIVE REPAIRS-PWL VEH 5127-PLUG/CONNECTOR 101554-5523 General Fund 025681 01/09/2025 139322 15.28 VENTURA FEED & PET SUPPLIES 465 BOOT ALLOWANCE-A AVILA 101115-5164 General Fund 327796 01/09/2025 139323 225.00 VENTURA FEED & PET SUPPLIES 465 BOOT ALLOWANCE-A LOPEZ 101115-5164 General Fund 329069 01/09/2025 139323 140.61 VENTURA FEED & PET SUPPLIES 465 BOOT ALLOWANCE-R JIMENEZ 101115-5164 General Fund 344509 01/09/2025 139323 225.00 VENTURA FEED & PET SUPPLIES 465 BOOT ALLOWANCE-M JUAREZ 101115-5164 General Fund 346326 01/09/2025 139323 225.00 WATSON FURNITURE GROUP 5712 PD REMODEL-PD DISPATCH/SUPERVISOR CONSOLES 101780-5700 General Fund 25060 22648 01/09/2025 139324 72,593.89 WESTERN EXTERMINATOR CO 211 PEST CONTROL MAINTENANCE-CITY HALL 101780-5212 General Fund 72393474 01/09/2025 139325 288.00 WHITE CAP, L.P. 3867 WATER SUPPLIES-PREMIX SMALL ENGINE FUELS/HARD HATS 301560-5520 Water Operations Fund
10021004844 01/09/2025 139326 92.15
WHITE CAP, L.P. 3867 WATER SUPPLIES-PREMIX SMALL ENGINE FUELS/HARD HATS 301560-5510 Water Operations Fund
10021004844 01/09/2025 139326 71.09
WHITE CAP, L.P. 3867 STREETS SUPPLIES-LIMESTONE/MESH/MASKING TAPE 101551-5524 General Fund 10021007970 01/09/2025 139326 357.52 WHITE CAP, L.P. 3867 STREETS SUPPLIES-YELLOW CAST IN PLACE ARMOR TILE 101551-5524 General Fund 10021012291 01/09/2025 139327 708.97 WHITE CAP, L.P. 3867 STREETS SAFETY SUPPLIES-MIRROR SAFETY LENS GLASSES 101551-5510 General Fund 10021022746 01/09/2025 139327 128.09 WUNDERLICH-MALEC ENGINEERING, INC 5776 NOV'24 PHWA IGNITION SYSTEM SUPPORT SERVICES 302561-5204 Water Plant Operations Fund
25099 88255 01/09/2025 139328 1,480.00
YAMA LAWNMOVER, INC 4843 STREETS SUPPLIES-2 CHAINSAWS 101551-5526 General Fund 5029 01/09/2025 139329 1,310.98 YAMA LAWNMOVER, INC 4843 STREETS SUPPLIES-CHAINSAW CHAINS 101551-5526 General Fund 5030 01/09/2025 139330 144.17 YOUNG, DUNCAN 5233 DECEMBER 2024 CARTWHEEL-A-GO-GO RECREATION CLASS 101000-2214 General Fund 12192024-DEC24 01/09/2025 139331 871.50 YUNEX LLC 5204 OCTOBER 2024 TRAFFIC SIGNAL RESPONSE CALL OUTS 204551-5211 Gas Tax Fund 5610003612 01/09/2025 139332 262.23 Check No. 139325
Check Total: 288.00
Check No. 139326
Check Total: 520.76
Check No. 139327
Check Total: 837.06
Check No. 139331
Check Total: 871.50
Check No. 139332
Check No. 139328
Check Total: 1480.00
Check No. 139329
Check Total: 1310.98
Check No. 139330
Check Total: 144.17
Check Total: 744.18
Check No. 139323
Check Total: 815.61
Check No. 139324
Check Total: 72593.89
Agenda Item No. 04 Page 26 of 28 CC Agenda 01-21-25
Disbursements for 1/9/2025 Attachment C
1/13/2025
Vendor Name Vendor # Invoice General Description GL Account Fund PO Number Invoice Number Check Date Check/EFT # Detail Amount YUNEX LLC 5204 NOVEMBER 2024 TRAFFIC SIGNAL RESPONSE CALL OUTS 204551-5211 Gas Tax Fund 5610003884 01/09/2025 139332 1,161.66 YUNEX LLC 5204 NOVEMBER 2024 TRAFFIC SIGNAL MAINTENANCE 204551-5211 Gas Tax Fund 90003321 01/09/2025 139332 802.72 Grand Total 361,891.94
Check Total: 2226.61
Agenda Item No. 04 Page 27 of 28 CC Agenda 01-21-25

ATTACHMENT D

SALARY DISTRIBUTIONS
PAYROLL DIRECT DEPOSIT TOTALS: $409,130.71
PAYROLL CHECK REGISTER: $12,548.32 $421,679.03
TOTAL DISBURSEMENT: $421,679.03

CITY OF PORT HUENEME

PAYROLL CASH DISBURSEMENT FOR
January 10, 2025
Agenda Item No. 04 Page 28 of 28 CC Agenda 01-21-25
DATE: January 21, 2025
TO: Honorable City Council
FROM: James Vega, City Manager
Aaron Wedemeyer, Information Technology Manager
SUBJECT: MEMORANDUM OF UNDERSTANDING WITH THE SOUTHERN

CALIFORNIA ASSOCIATION OF GOVERNMENTS TO ACCEPT LOCAL

AGENCY TECHNICAL ASSISTANCE GRANT SERVICES
RECOMMENDATION:

It is recommended that the City Council authorize the City Manager to enter into a Memorandum of Understanding (MOU) with the Southern California Association of Governments (SCAG) accepting services for a Local Agency Technical Assistance (LATA) grant to evaluate and develop a plan to bring broadband services to the Port Hueneme Beach Park area.

BACKGROUND/ANALYSIS:

On June 29, 2023, the California Public Utilities Commission (CPUC) approved SCAG’s application for the LATA grant funding to conduct a Last Mile Project Assessment for the SCAG Region. In May of 2023, SCAG issued an RFP to determine and design three (3) shovel ready projects located within the SCAG region. This assessment will result in conceptual designs and high-level engineering to lay the foundation for three (3) shovelready projects that meet or exceed 100/100 or 100/20 Mbps for unserved and/or underserved communities.

City of Port Hueneme staff and SCAG representatives discussed areas within the City of Port Hueneme that could benefit from Last Mile broadband service. In such discussions it was noted that the lack of high-speed internet service in the Beach Park area has impacted the City’s ability to proceed with a beach camera project to monitor the area for public safety purposes, and continues to adversely impact the ability of vendors to receive payment during large events such as the Hueneme Beach Festival and others. Late last calendar year, the City received notice that, along with the cities of Ontario and Avalon, Port Hueneme was one of three cities selected to receive a LATA grant.

The City’s Broadband Master Plan, approved by the City Council on July 17, 2023, stated research “clearly showed there is a need to expand fiber to areas of the City that Agenda Item No. 05 Page 1 of 23 CC Agenda 01-21-25
MOU with SCAG – LATA Grant Services Eval and Plan
January 21, 2025

Page 2 ends

are underserved. The top reasons because of the research include building a foundation for economic development and improving access to unserved and underserved areas of the City.” This project is in line with Phase 5 of the Broadband Master Plan for bringing fiber broadband service to the beach. This will provide the means for continued economic development within this area of the community by expanding opportunities for fixed and visiting businesses to accept digital payments.

The grant presents a unique opportunity to partner with SCAG to evaluate and develop a plan to bring broadband services to the Port Hueneme Beach Park, thereby enhancing the opportunity for commercial activity at the beach and providing increased levels of public safety monitoring. If fiber is brought to the beach, opportunities expand for residents in surrounding Surfside condominiums to convince service providers to expand upon existing coaxial choices within those residences, although that is beyond the scope of this project.

On December 17, 2024 staff met with representatives from The Robert Group, and Burns and McDonnell, the companies awarded the RFP by SCAG. Discussion revolved around the manner in which community outreach might be accomplished through social media outlets, and the target audience for such outreach. Key groups for outreach include City staff for the beach camera project and the Hueneme Beach festival. Other potentials include Surfside Seafood and HOAs from Surfside condominium complexes.

An effort will be made to reach out to the Port Hueneme Chamber of Commerce.

FISCAL IMPACT:

Approval of this action would not require expenditure of funds. Staff time, which is already included in the City’s annual Operating Budget, is anticipated not to exceed 25 hours. All funding for the project study is provided by the grant which has a value not to exceed $332,019. The final report from the service provider will potentially include funding sources that could be used to complete the installation of broadband to the area to be studied.

STRATEGIC PLAN:

Primary Strategic Pillar(s) and Initiative(s):

Optimal Levels of Service for Residents and Businesses
• Promote operational excellence in all City functions and embody best practices as a municipality.

ATTACHMENTS:

A. MOU M-006-25 between SCAG and City of Port Hueneme
Agenda Item No. 05 Page 2 of 23 CC Agenda 01-21-25

MEMORANDUM OF UNDERSTANDING
No. M-006-25

BETWEEN THE

SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS

AND CITY OF PORT HUENEME
FOR TECHNICAL ASSISTANCE RELATING TO THE SCAG’S LOCAL AGENCY

TECHNICAL ASSISTANCE (LATA) PROGRAM
(SCAG Project/OWP No. 100.4901.02)
This Memorandum of Understanding (MOU) is entered into by and between the Southern California Association of Governments (SCAG) and City of Port Hueneme (Partner Agency), for technical assistance relating to the SCAG’s Local Agency Technical Assistance (LATA) Program. SCAG and the Partner Agency may be individually referred to as “Party” and collectively as “Parties.”

RECITALS
WHEREAS, the California Public Utilities Commission (CPUC) established the Local Agency Technical Assistance (LATA) program, pursuant to Senate Bill 156 (Government Code §§ 6547.7 as amended, 11549.50 et seq., 26231, and 53167 as amended; Public Resource Code § 21080.51; Public Utilities Code §§ 281 as amended, 281.2, 912.2 as amended, and 914.7 as amended); WHEREAS, the CPUC issued a Decision 22-02-026 Establishing Local Agency Technical Assistance Grant Program (Decision), issued Guidance to Staff on Local Agency Technical Assistance Rules and Application (Guidelines), and issued a Grantee Administrative Manual To all Local Agency Technical Assistance Applicants and Grant Recipients (Manual);
WHEREAS, the LATA program provides grant funds to reimburse local agencies and Tribal governments for eligible pre-construction expenses facilitating broadband network projects to unserved and underserved areas in California;
WHEREAS, SCAG is the federally designated MPO for Southern California, primarily responsible for the development of a Regional Transportation Plan/Sustainable Communities Strategy (RTP/SCS also known as Connect SoCal) for the counties of Imperial, Los Angeles, Orange, San Bernardino, Riverside, and Ventura;
WHEREAS, the CPUC awarded $996,058 in LATA program grant funds to SCAG; WHEREAS, SCAG procured Burns & McDonnell as a consultant (Consultant) in accordance with SCAG’s Procurement Policies and Procedures and consistent with the Decision, Guidelines, and Manual; WHEREAS, Partner Agency was identified as an eligible jurisdiction and selected for technical assistance; WHEREAS, SCAG and Consultant have developed a Scope of Work for the technical assistance (Project); WHEREAS, the value of Scope of Work provided by SCAG to the Partner Agency is approximately $330,000;
Docusign Envelope ID: CD15BA6B-E8F9-46F6-9A80-8300A266C010 In Process
Attachment A
Agenda Item No. 05 Page 3 of 23 CC Agenda 01-21-25
MOU No.:M-006-25
SCAG Project/OWP No.: 100.4901.02

Page 2 ends

WHEREAS, SCAG and the Consultant shall be responsible for project management and technical analysis as outlined in the Scope of Work;
WHEREAS, Partner Agency will support, cooperate, and provide guidance as needed to complete the Project; and
WHEREAS, the purpose of this MOU is to describe the responsibilities of the Parties.

NOW THEREFORE, IT IS MUTUALLY AGREED THAT:

1. MOU Contents
The Recitals and all Exhibits, if any, are incorporated by this reference.

2. Term
The Term of this MOU shall begin on the Effective Date and end on 12/31/2025, (Completion Date), unless terminated earlier as provided herein. Time is of the essence in the performance of this MOU.

3. Responsibilities of the Parties:
a. SCAG will:
i. Contribute funding for the Project in accordance with Section 5, Funding, below. ii. Provide technical assistance to Partner Agency by:

1. Procuring a Consultant; a copy of the contract with Consultant is attached Exhibit “A” and incorporated herein.

2. Collaborating with Consultant to develop a Scope of Work; a copy of the Scope of Work is attached as Exhibit “A” and incorporated herein.

3. Overseeing and managing the Consultant’s activities in performing the Scope of Work.

4. Review, approve, and pay Consultant’s invoices.

5. Review and approve Consultant’s deliverables in consultation with Partner Agency. iii. Complete the Project.
b. Partner Agency will:
i. Fulfill any obligations in compliance with this MOU, the LATA Program, the Decision, Guidelines, Manual, and all federal, state and local laws, rules and regulations.

Docusign Envelope ID: CD15BA6B-E8F9-46F6-9A80-8300A266C010 In Process
Agenda Item No. 05 Page 4 of 23 CC Agenda 01-21-25
MOU No.:M-006-25
SCAG Project/OWP No.: 100.4901.02

Page 3 ends

ii. Commit to supporting the Project to completion by:

1. Cooperating with SCAG and the Consultant;

2. Providing technical guidance and decisions without delay;

3. Respond to requests for information and records as requested by SCAG or the Consultant without delay; and

4. Providing access to Partner Agency’s facilities, as needed and upon reasonable notice.

4. Program Management
a. All work under this MOU shall be coordinated with SCAG and Partner Agency through the Project Managers.
b. For purposes of this MOU, SCAG designates the following individual as its Project Manager:

Roland Ok
Planning Supervisor
(213) 236-1819
[email protected]
c. For purposes of this MOU, Partner Agency designates the following individual as its Project Manager:

Aaron Wedemeyer
IT Manager
(805) 986-6517
[email protected]
Either Party may change the designation upon written notice to the other Party.

5. Funding
SCAG’s contribution to the Project is funded wholly with LATA funds. SCAG shall contribute a maximum, not to exceed $332,019 (Grant Funds) towards the Project. No funds will be provided to Partner Agency. SCAG reserves the right, in its sole discretion, to discontinue funding the Project and terminate this MOU.

6. Work Products
a. For purposes of this MOU, “Work Products” shall mean all deliverables created or produced under this MOU including, but not limited to, all deliverables conceived or made either solely or jointly with others during the term of this MOU and for six months after, which relates to the Project.

Work Products shall not include real property or capital improvements. Work Products includes all inventions, innovations, improvements, or other works of authorship Partner Agency or Docusign Envelope ID: CD15BA6B-E8F9-46F6-9A80-8300A266C010 In Process
Agenda Item No. 05 Page 5 of 23 CC Agenda 01-21-25
MOU No.:M-006-25
SCAG Project/OWP No.: 100.4901.02

Page 4 ends

Consultant may conceive of or develop during the term of this MOU and for six months after, whether or not they are eligible for patent, copyright, trademark, trade secret or other legal protection.
b. SCAG shall own all Work Products and may, in its sole discretion, grant to the Partner Agency a license to use the Work Products. Any reproduction, publishing, or reuse of the Work Products will be at the Partner Agency’s sole risk and without liability or legal exposure to SCAG.

7. Amendments
No amendment or variation of the terms of this MOU shall be valid unless made in writing, signed by the Parties and approved as required.

8. Notices
Any notice(s) to be given may be personally served or served by certified mail, return receipt requested, to the following addresses:

To SCAG: Cindy Giraldo
Chief Financial Officer
Southern California Association of Governments
900 Wilshire Blvd., Suite 1700
Los Angeles, CA 90017
(213) 630-1413
[email protected]
To Partner Agency: James Vega
City Manager
City of Port Hueneme
250 N. Ventura Rd. Port Hueneme, CA 93041
805.986.6518
[email protected]
Either Party may change the designation upon written notice to the other Party.

9. Indemnification and Release
a. Partner Agency shall fully defend, indemnify and hold harmless SCAG, its members, officers, employees, and agentsfrom any and all claims, losses, liabilities, damages, expenses, suits or actions including attorneys’ fees, brought forth or arising under any theories or assertions of liability, occurring by or resulting from or otherwise related to any act or omission by Partner Agency, its members, officers, employees, or agents. Such obligations shall not, however, extend to any claims, losses, liabilities, damages, expenses, suits, or actions that arise from SCAG’s gross negligence or willful misconduct.
b. Partner Agency acknowledges that SCAG in no way whatsoever insures or guarantees the Work Product or the Project, and that Partner Agency is accepting the Work Product and Project from Docusign Envelope ID: CD15BA6B-E8F9-46F6-9A80-8300A266C010 In Process
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SCAG and its Consultant “AS IS” without warranty of any kind, either express or implied, including without limitation any warranties of merchantability or fitness for a particular purpose.

10. Disputes
The Parties shall make their best efforts to resolve disputes that occur under this MOU by good faith negotiations whenever possible. Both Parties shall meet and confer in good faith in order to foster a spirit of cooperation and efficiency in the administration and monitoring of performance and compliance by each other with the terms, provisions and conditions of this MOU.

11. Termination of MOU
a. Termination for Cancellation or Reduction in Funding. In the event SCAG’s funding source cancels funding to SCAG, this MOU is deemed to be immediately terminated and SCAG shall be relieved of any and all obligations under this MOU as of the effective date of the cancellation of funding. In the event funding is reduced, SCAG shall have the unilateral right to immediately stop work, reduce funding or terminate this MOU.
b. Termination for Convenience. Either Party may terminate this MOU at any time by giving written notice to the other party of such termination at least thirty (30) calendar days before the effective date of such termination. The Parties will continue to fulfill obligations until the effective date of termination. All finished or unfinished Work Products shall be provided to SCAG. c. Termination for Cause. If either Party failsto timely and adequately fulfill its obligations under this MOU, or violates any of the covenants, terms, or stipulations of this MOU, the non-breaching Party shall have the right to terminate the MOU by giving ten (10) calendar days written notice to the breaching Party of the intent to terminate and specifying the reason(s) and the effective date of termination. The non-breaching Party shall provide a reasonable opportunity for the breaching Party to cure prior to termination. In no event shall such opportunity to cure extend beyond the term of the MOU. In the event that SCAG invokes this termination for cause provision, Partner Agency shall provide any finished or unfinished Work Products to SCAG upon request.

12. Records Retention, Monitoring, and Audits
a. Partner Agency shall maintain its source documents, books and records connected with the Project for a minimum of five (5) years after the termination or expiration of this MOU. Wherever practicable, such records should be collected, transmitted, and stored in open and machinereadable formats. b. If any litigation, claim, negotiation, audit, monitoring, inspection, or other action has been started before the expiration of the required record retention period, all records shall be retained by Partner Agency for five (5) years after: (a) the conclusion or resolution of the matter; (b) the date an audit resolution is achieved for each annual SCAG OWP; or (c) the termination or expiration of this MOU, whichever is later.
c. SCAG may monitor activities of Partner Agency as SCAG deems necessary.

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d. Partner Agency agrees that SCAG, or any authorized agency, or their designated representatives shall have the right to review, obtain, and copy all records and supporting documentation related to the performance of this MOU. Partner Agency agrees to provide any relevant information requested. Copies shall be made and furnished to SCAG upon request at no cost to SCAG. e. Partner Agency agrees to permit SCAG, or any authorized agency, or their designated representatives access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees who might reasonably have information related to such records and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation.

13. Compliance with Laws, Rules and Regulations
a. Partner Agency agrees to comply with all federal, state and local laws, rules and regulations. b. Non-Discrimination/Equal Employment Opportunity
i. During the performance of this MOU, Partner Agency assures that no person shall be denied the MOU’s benefits, be excluded from participation or employment, be denied Project benefits, or be subjected to discrimination based on race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, under the Project or any program or activity funded by this MOU, as required by Title VI of the Civil Rights Act of 1964, the Fair Housing Act (42 U.S.C. §§ 3601-20) and all implementing regulations, the Americans with Disabilities Act (“ADA”) of 1990 (42 U.S.C. §§ 12101 et seq.) and all applicable regulations and guidelines issued pursuant to the ADA, and the Age Discrimination Act of 1975 and all implementing regulations. Partner Agency shall ensure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. ii. Partner Agency shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code § 12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs. tit. 2, § 11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code §§ 11135-11139.5), and the regulations or standards adopted to implement such article.

14. Conflict of Interest
The Parties shall comply with all applicable federal and state conflict of interest laws, regulations, and policies.

15. Independent Contractor
The Partner Agency and its officers, employees, and agents shall be independent contractors in the performance of this MOU, and not officers, employees, contractors or agents of SCAG.

16. Assignment
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Neither Party shall assign any rights or interests in this MOU, or any part thereof, without the written consent of each Party to this MOU, which consent may be granted, withheld or conditioned in the consenting Party’s sole and absolute discretion. Any assignment without such written consent shall be void and unenforceable. The covenants and agreement of this MOU shall inure to the benefit of and shall be binding upon each of the Parties and their respective successors and assignees.

17. Severability
If any provision of this MOU is held to be illegal, invalid, or unenforceable, in whole or in part, such provision shall be modified to the minimum extent necessary to make it legal, valid, and enforceable, and the legality, validity, and enforceability of the remaining provisions shall not be affected thereby.

18. Survival
The following sections survive expiration or termination of this MOU:

Section 6 (Work Products)
Section 9 (Indemnification and Release)
Section 10 (Disputes)
Section 12 (Records Retention, Monitoring, and Audits)
Section 13 (Compliance with Laws, Rules, and Regulations) Section 14 (Conflict of Interest)
Section 19 (Jurisdiction and Venue)
Section 20 (Waiver)

19. Jurisdiction and Venue
This MOU shall be deemed an agreement under the laws of the State of California and for all purposes shall be interpreted in accordance with such laws. The Parties hereby agree and consent to the exclusive jurisdiction of the courts of the State of California and that the venue of any action brought thereunder shall be Los Angeles County, California.

20. Waiver
No delay or failure by either Party to exercise or enforce at any time any right or provision of this MOU shall be considered a waiver thereof of such Party’s right thereafter to exercise or enforce each and every right and provision of this MOU. A Waiver to be valid shall be in writing but need not be supported by consideration. No single waiver shall constitute a continuing or subsequent waiver.

21. Entire MOU
This MOU is intended by the Parties to be the full and final expression of their agreement and shall not be contradicted by any prior written or oral agreement and supersedes any and all prior negotiations, discussions, and agreements.

22. Execution
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This MOU, or any amendments related thereto, may be executed in multiple counterparts, each of which shall be deemed to be an original, but all of which shall constitute one and the same agreement.

The signature page of this MOU or any amendments may be executed by way of a manual or authorized digital signature. Delivery of an executed counterpart of a signature page to this MOU or an amendment by electronic transmission scanned pages shall be deemed effective as a delivery of a manually or digitally executed counterpart to this MOU or any amendment.

23. Effective Date
This MOU shall be effective as of the last date in which the document is executed by both Parties.

24. Authority
The person(s) executing this MOU on behalf of the Parties warrant that they are duly authorized to execute this agreement on behalf of said Parties, and that by doing so the Parties are formally bound to the provisions of this Agreement.

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MEMORANDUM OF UNDERSTANDING
NO. M-006-25
IN WITNESS WHEREOF, the Parties have caused this MOU to be executed by their duly authorized representatives as of the dates indicated below:

SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS (SCAG)
By: _______________________________________________ _________________ Cindy Giraldo Date
Chief Financial Officer
APPROVED AS TO FORM:

By: _______________________________________________ _________________ Richard Lam
Senior Deputy Legal Counsel

CITY OF PORT HUENEME
By: _______________________________________________ _________________ James Vega Date
City Manager
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Scope of Work
Last Mile Project Assessment for the SCAG Region
Background and Intent
On June 29, 2023, the California Public Utilities Commission (CPUC) approved SCAG’s application for the Local Agency Technical Assistance (LATA) grant funding to conduct a Last Mile Project Assessment for the SCAG Region (Project) (See Appendix A- SCAG LATA Award).

The LATA grant will help SCAG assist local jurisdictions who lack the technical, staff and financial capacity to identify and analyze opportunity areas and develop conceptual design for last mile services. Unfortunately, it is these local jurisdictions that are in dire need of better connectivity, as they have a high-concentration rate of low-income households (often communities of color), many of whom face affordability and accessibility issues.

To fill in this gap, SCAG is requesting proposals to determine and design three (3) projects located within the SCAG region. This project will result in conceptual designs and technology deployment strategy to lay the foundation for three (3) projects that meet or exceed 100/100 or 100/20 Mbps for unserved and/or underserved communities, ideally within proximity to California Department of Technology (CDT’s) proposed 18 middle-mile projects.

SCAG is aware of many local jurisdictions who have been awarded the LATA grant, and planning to develop, or have already developed implementation/ plans. As such, this project will not supersede a local jurisdiction’s effort, nor will the work product result in an unnecessary/redundant network. Work efforts will only engage local jurisdictions who need last mile services but were not able to apply and/or have the capacity to procure a consultant and take on project management roles. Further, this project is not intended to be a strictly planning exercise. While planning is part of this project scope, the product will integrate conceptual, highlevel design with planning analysis to develop projects and support last mile expansion for each priority area.

The consultant shall complete the following tasks:

Task 1: Project Administration and Management
Task 1.1: Project Management Plan
A Project Management Plan will be developed to guide aspects of the work tasks, schedule, and budget within the grant agreement. The Project Management Plan will identify a system for project control, including necessary procedures for conducting the work, managing resources, communications, budget, schedule, monitoring and reporting project status and progress, document control, and quality assurance and control. Further, the Project Management Plan will be designed to guide the flow of the overall project effort. Special attention shall be given to the project schedule to address any critical administrative dates (such as Regional Council dates) and internal review needs.

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Task 1.2: Project Schedule
A detailed Project Schedule will be developed for CPUC’s review and as defined by the project scope. The Schedule shall identify work tasks, start dates, activity durations, project development team meeting dates, external partner meeting key dates, project submittal dates, key project milestones, schedules for internal review on deliverables, and relationships among work tasks, including critical path items.

Task 1.3: Project Management Meetings
The Consultant will participate in Project Management meetings. Meetings will include SCAG’s Project Manager, and other SCAG staff, consultant project manager, consultant team members as necessary to review project status/progress, as well as to resolve key issues. Each meeting will have an agenda, a summary of minutes and an action item matrix. Consultant shall participate in approximately two (2) meetings per month on a bi-weekly basis, for an estimated total of 24 meetings up to (1) hour each. The Consultant will be responsible for developing agendas, meeting notes, and action item matrices, as required.

Task 1.4: Special Meetings with External Stakeholders or Working Group Meetings At the direction of the SCAG Project Manager, the Consultant will participate in meetings with external stakeholders or project teams that are working on similar efforts to support intra-agency coordination, provide status updates and input as needed, and avoid duplicative work among regional projects. Consultant will be expected to participate in approximately two (2) meetings per month, for a total of 24 meetings up to (1) hour each. This may include but are not limited to:
• Meetings with City Staff
• City Council Meetings
• Meetings with State Agencies and County Transportation Commissions (CTCs) • SoCal Transformation Working Group
• SCAG’s Emerging Technology Committee (ETC)
• SCAG’s Transportation Committee (TC)
• SCAG’s Regional Council (RC)
Task 1.5: Grant Reporting Assistance
The Consultant shall assist SCAG with the LATA grant administration and periodic reporting per the requirements of the CPUC, which are available at https://www.cpuc.ca.gov/industries-andtopics/internet-and-phone/broadband-implementation-for-california/local-agency-technicalassistance.

A sample of the reporting requirements is available at: https://www.cpuc.ca.gov/-/media/cpucwebsite/divisions/communications-division/documents/broadband-implementation-forcalifornia/lata-reporting-requirements-dec-22.pdf.

Consultant shall provide SCAG with required documentation with sufficient time for review prior to CPUC reporting deadlines.

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Burns & McDonnell Engineering Company shall work with SCAG, and appropriate stakeholders to provide up to (16) monthly, (5) quarterly and (1) completion reports during the duration of the project as required, by Decision (D.) 22-02-026.

Task 1 Deliverables:

Task Deliverables

1.1 Project Management Plan

1.2 Project Schedule

1.3 Project Management Meetings, Agenda, Minutes, and Action Item Matrices

1.4 Meeting Minutes

1.5 Grant Reporting Materials and Attachments
Task 2: Broadband Infrastructure Existing Conditions Analysis1 Task 2.1: Regional Infrastructure Assessment of the SCAG Region The Consultant shall perform research and evaluation of broadband usage and an inventory analysis of technologies that are currently delivering internet service in the six-county SCAG region. This includes, and is not limited to, fiber optic, wireless, DSL, cable, and satellite services.
2 The assessment will characterize existing infrastructure conditions which may consider:
• Type of technology (e.g., fiber, wireless, DSL, etc.) • Location (using longitudinal coordinates)
• Length and transmission radius (i.e., square miles)
o Capacity & availability of asset
o Access points to the public
o Owner
o Exchange points
o Number of internet providers
o Current pricing for the network based on advertised rates. o Subsidy subscriptions for the Federal Communications Commission Affordable Connectivity Program
o Overall digital adoption in the region
1 Please note that numerous local jurisdictions have conveyed their interest to collaborate with SCAG. SCAG (assisted by the Consultant) will contemplate the possibility of choosing three (3) local jurisdictions through the assessment of meetings, interviews, and a comprehensive analysis of their requirements, including the manual selection of three opportunity zones. SCAG asks respondents to this proposal to provide a Technical Approach tailored to this particular scenario.
2 Infrastructure assessment subject to available data. Proposal responses should indicate estimated costs associated with assumed data collection, sources, and availability.

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Burns & McDonnell Engineering Company shall request, use existing (SCAG or local jurisdictions), or work with SCAG and/or local jurisdictions to find data sources, such as the following, as applicable and feasible, to inform assessments and findings:
• Aerial and Underground Electrical Plant Maps,
• Right of Way (ROW) / Easement Maps,
• Microwave/Wireless/LTE Coverage and Asset Maps,
• Fiber Optic Plant Maps,
• Fiber Optic Splice Schematics,
• Communication Network Access Point Schematics,
• Existing Customers Served by municipalities in SCAG’s region, e.g.:
• Public Entities,
• Municipalities & Rural Electric Co-Ops,
• Host Communities,
• Business & Industry,
• Healthcare, Educational & Cultural Institutions, and
• Electric Providers (Generators).

Burns & McDonnell Engineering Company shall utilize public data sources, such as the following, to inform assessments:
• U.S. Census Bureau Data
• National Telecommunications and Information Administration (NTIA) Broadband Need Indicators
• California Interactive Broadband Map (CIBM) for California Advanced Services Fund (CASF)
• Federal Communications Commission (FCC) Data
• U.S. Energy Information Administration (EIA) Data
• Rural Digital Opportunity Fund (RDOF) Data
Burns & McDonnell Engineering Company shall request updated and relevant data regarding existing infrastructure (transport, fiber, etc.). We assume this information shall be provided by SCAG. We prefer this data be provided in GIS format, where appropriate. While SCAG may not possess the data directly, we operate under the assumption that SCAG has knowledge of the data owner (Municipalities and Rural Electric Co-Ops in the SCAG’s region) and can facilitate an introduction to the relevant stakeholders. The Burns & McDonnell Engineering Company team will gather any additional data required that is not available after those engagements.

Task 2.2: Infrastructure Assessment ArcGIS File Geodatabase Based on work efforts referenced under Tasks 2.1 an ArcGIS File Geodatabase will be constructed for any GIS datasets gathered or generated. This information will be collected by Docusign Envelope ID: CD15BA6B-E8F9-46F6-9A80-8300A266C010 In Process
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utilizing other databases, third-party research, information obtained from providers, and research from engineering or policy partners. Consultant shall develop the file geodatabase following SCAG’s Spatial Data/Metadata Requirements (See Appendix B) including documentation and review/agreement by SCAG during the project. Additionally, GIS deliverables produced for SCAG as a part of this project will be hosted by SCAG and published using services on ArcGIS server. Technical design should indicate the type of services to be used and relevant access/permissions required.

Burns & McDonnell Engineering Company shall create a GIS dataset which includes the following:
• Technology Classifications (fiber, wireless, xDSL, terrestrial) • Location of services
• Length and transmission radius
• Capacity and availability of asset, where data is publicly available • Access points to the public, where data is publicly available • Owner
• Exchange points
• Number of internet providers
• Current Pricing based on advertised rates
• Subsidy subscriptions for the Federal Communications Commission Affordable Connectivity Program
• Digital Adoption in the region
GIS Data shall be collected and presented at the census tract level, as defined by the United States Census Bureau. Affordable Connectivity Program GIS data shall be collected and presented by zip code as defined by the Federal Information Processing Standards (FPIS). GIS data shall only be provided for census tracts/zip codes within SCAG’s areas. Burns & McDonnell Engineering Company shall partner with SCAG on aligning the spatial/metadata requirements.

Task 2 Deliverables:

Task Deliverables

2.1 Regional Infrastructure Assessment

2.2 Regional Infrastructure Assessment ArcGIS File Geodatabase Task 3: Needs and Market Assessment, Priority Area Identification, and Route Determination
Task 3.1: Needs Assessment Methodology and Determination of Priority Areas Using the findings from Task 2 and publicly available data, the Consultant will develop a needs assessment to prioritize three (3) areas for further analysis as a part of the project’s defined study Docusign Envelope ID: CD15BA6B-E8F9-46F6-9A80-8300A266C010 In Process
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areas for Tasks 3-5. The assessment will focus on several variables to identify the hardest-toreach unserved and underserved households, including, but not limited to:
• Disadvantaged Communities
• Continuum of Care (CoC) groups
• Low rates of internet adoption by residents
• Low rates of internet accessibility
• Existing infrastructure and middle mile segments
Further, special attention will be given to select priority areas in a range of developed contexts, including rural, suburban, urban, and Tribal communities. Upon determination, based on findings from the consultant and SCAG’s assessment, SCAG will engage with three (3) local jurisdictions to develop an implementation plan for last mile services.

Task 3.2: Public Outreach
The Consultant will conduct public outreach in the identified priority areas to research and better understand each community’s needs. Specific attention will be given to address connectivity needs. Outreach will involve but are not limited to:
• Conducting interviews, surveys, and/or focus group sessions with community agencies, educational institutions, healthcare clinics, key stakeholder groups, and other relevant groups in the Priority Areas to:
o Understand barriers that prevent study area communities from accessing reliable internet service. These can include barriers not limited to:
▪ Internet adoption
▪ Service affordability
▪ Access to infrastructure and devices
▪ Workforce, educational, social services need
Survey outcomes will inform, at minimum:
• The level of service needed in the area and the workforce required to deliver such service. • Connectivity preferences (e.g., where are they most likely to connect, how often do they rely on community institutions for these services, etc.) Consultant shall prepare and lead the following:
• Two (2) focus group or outreach sessions per Priority Area • Three (3) community surveys per Priority Area
• Five (5) interviews (virtual) per Priority Area
To ensure consistency of public information originating from SCAG, all public-facing informational materials must be reviewed and approved by SCAG’s Manager of Media and Public Affairs or a specified designee before release, distribution or presentation. This process for facilitating this review and approval will be discussed during the project kick-off meeting and as part of Task 3.1.

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Task 3.3: Gap Analysis and Public Asset Inventory for Priority Areas Upon completion of the Needs Assessment and outreach exercises, the Consultant will assist SCAG and inventory the public assets that may support broadband deployment in the priority areas. Public areas may be along public-right-of ways for the installation of Conduit, Fiber, Antennas, Poles, Towers, Active or abandoned facilities, and other applicable infrastructure. The consultant will evaluate general, economic development, capital plan and/or transportation plans that impact the priority areas and will assist in the identification of strategic and cost-effective methods of deploying broadband expansion in an organized and/or phased approach.

Task 3.4: Market Assessment Report
The consultant will develop a market assessment which will include a granular set of data with respect to the telecommunications environment detailing the location of facilities, types of services, pricing, availability, and limitations. Assessment of potential construction and operational relationships with public, private, and membership owned companies in the service area and with publicly and privately funded networks as suitable for interconnection. The assessment will determine what economic and community impact broadband issues are having within each selected area and will include an evaluation of key issues limiting broadband expansion and a phased, prioritized approach to broadband expansion. • Burns & McDonnell Engineering Company shall collaborate with SCAG to define the agreed services, such as wholesale, retail, community access. • Burns & McDonnell Engineering Company shall facilitate up to (2) 1-hour discussions of business and technical requirements and validate the understanding of existing infrastructure and the technology roadmap envisioned.
• Host up to (2) 1-hour review meetings to validate inputs and data collected. • Confirm any gaps in information that may prevent benefits. • Host up to (2) 1-hour meetings with SCAG to review regulatory environment and risk posture (what they are willing to provide) to align the service hierarchy. • Define the estimation model (benchmark, cost plus, cost recovery) • Identify gaps in the implementation plan that may require further investigation. • Summary of Findings Slide Deck Deliverable (PowerPoint) • Burns & McDonnell Engineering Company shall provide a report in executive slide deck format (PowerPoint) outlining the key findings and assumptions from the analysis. The primary sections covered in the report shall be:
• Executive Summary (1-2 slides),
• Market Segment Overview (4-6 slides)
o Summary of Markets
o Summary of Models
o Summary of Operating Models
o Summary of Revenue Models
• Key Market Opportunity (8-10 slides),
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o One (1) slide per agreed market opportunity with up to six (6) market opportunities considered.
• Other Notable Findings (2-4 slides),
• Conclusions & Next Steps (1 slide), and
• Appendices & Assumptions (as required).

Data collected from Tasks 2-3 will be translated into findings regarding infrastructure gaps, services issues, average cost of plans, cost of materials, labor associated with construction and cost of operation, and other barriers to broadband access (such as permitting).

Task 3.5: Route Determination Report
Based on the findings under Tasks 3.1 to 3.4, routes will be determined, evaluating the feasibility of the route and documentation of any roadblocks and hurdles which may delay the construction of these routes. Evaluations may consist of the following, but not limited to:
• Fiber to the Premises (FTTP) Networks
o Identify hut and/or Fiber Distribution Hub (FDH) locations per priority area o Identify the extent to which new underground (conduit) or aerial (poles) infrastructure will need to be installed
• Fixed Wireless Networks
o Location of wireless equipment sites needed per priority area o Identify extent to which new underground (conduit) or aerial (poles) infrastructure will need to be installed, when fiber optic backhaul is required rather than fixed wireless backhaul
• Identify any permitting or construction challenges while conducting surveys to support development of design alternatives
• Identify Right of Way, Access Control and Temporary Construction Easement requirements
• Identify any Multiple Dwelling Units (MDU), Multiple Tenant Units (MTU), and commercial properties
• Consider design implications of approved buildable land parcels. Most current data will be provided in consultation with local jurisdictions
• Verify fiber egress points to support single and redundant connections to existing and proposed CDT middle-mile network
• This report shall be up to (10) pages.

Task 3 Deliverables:

Task Deliverables

3.1 Needs Assessment Methodology Report, Partnership agreement (Local Jurisdiction/SCAG)

3.2 Public Outreach (including agenda, presentation materials, etc.)

3.3 Gap Analysis and Public Asset Inventory Report

3.4 Market Assessment Report
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3.5 Route Determination Report
Task 4: Last Mile Design for Local Jurisdictions
Based on the findings from Task 1-3, the Consultant will assist SCAG and selected jurisdictions in setting the foundation for last mile services in the three (3) priority areas. Work efforts will include specifics regarding the financing and implementation strategies, short-term and longterm actions needed to prepare the area for broadband implementation and include conceptual design and specifications to create a project ready for the next stages of project development.

Task 4.1: Internet Service Provider (ISP) Outreach
Based on the findings listed under Task 2-3, and at the request of the local jurisdiction, SCAG may ask the consultant to conduct interviews and focus group sessions with Internet Service Providers that operate in the Priority Areas. Outreach exercises will identify potential areas for partnership between the respective local jurisdictions and incumbent providers. Potential topics to discuss may include but not be limited to:
• Retail services & pricing to a range of customer segments, which may include residential and/or commercial
• Retail services & pricing to government, education, healthcare and anchor organizations • Retail services that leverage other utilities for outsourced content and services • Fiber leasing arrangements
• Revenue sharing agreements
• Open Access Model compliance
• Phased roll-out of lit services to customers
• Milestones & performance schedules for delivery of services. • Potential partnership arrangements with third-party asset owners (County, other private telecoms)
• Others to be determined throughout the course of the project.

Burns & McDonnell Engineering Company shall analyze Priority Areas and conduct (3) 2-hour interviews and focus group sessions with corresponding Internet Service Providers. Throughout this process, Burns & McDonnell Engineering Company shall identify prospective areas for partnership between the respective local jurisdictions and incumbent providers. SCAG and Burns & McDonnell Engineering Company shall agree upon the topics for the ISP outreach in up to (1) 1-hour discussion. SCAG may inquire Burns & McDonnell Engineering Company to lead interviews and focus group sessions with Internet Service Providers that operate in Priority Areas depending upon findings listed under Task 2-3 and at the request of the local jurisdiction.

Task 4.2: 10-Year Technology Last Mile Roadmap
The Consultant shall develop a (10) year last mile roadmap of up to (20) pages. The roadmap will identify a list of recommended solutions for each opportunity areas. The roadmap will Docusign Envelope ID: CD15BA6B-E8F9-46F6-9A80-8300A266C010 In Process
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identify the differences between active Ethernet, passive optical, and fixed wireless networks from selection, design, impacts, and cost comparisons. Inventory of vendor products may include key features of each platform consisting, but not limited to, the following:
• Hardware capacities
• Software specifications
• Environmental and management capabilities
• Equipment management software functionality for service configuration, surveillance, performance, and administration.

The roadmap will include the limitations of each technology (e.g., insufficient capacity to or inability to support real-time traffic such as voice over IP or Broadcast video), elements that would affect consumer and/or carrier adoption, and the extent to which these limitations can be mitigated. The roadmap will convey the market availability of next generation technologies (e.g., technologies that are in production by multiple manufacturers), and any market constraints that would affect their adoption. If applicable the roadmap will include forecasts (if any) of when the technology will reach ‘end of life’ within the next 10 years.

SCAG or partnering local jurisdictions key stakeholders and decision-makers will actively participate in the data gathering sessions to validate our comprehension of their expectations for the 10-year roadmap. They will play a pivotal role in establishing the vision for the roadmap and can provide insights on the bullet points outlined in section 4.2 if guidance is required.

Task 4.3: Financing and Implementation Assessments
The Consultant will develop strategies and recommendations for financing and implementation which may include but are not limited to:
• Include order of magnitude cost estimations for network implementation, construction, specifications, operations, and maintenance, over a 10-year period timeframe. • Identify potential funding sources and provide strong justification for funding to serve as the basis for a grant/loan application to support project implementation. • Provide strategic guidance in the planning of a broadband connectivity project that can be implemented as cost-effectively and quickly as possible for the purpose of enabling economic development and citizen connectivity.
• Scenarios of potential construction and operational relationships with public, private, and membership owned companies in the service area and with publicly and privately funded networks as suitable interconnection.
• Recommendations for legal and operational changes, including regional roles and responsibilities, to address the gap analysis and market assessment findings. • Burns & McDonnell Engineering Company in conjunction with SCAG would create a list of up to (10) potential partners, supporting entities and stakeholders for ongoing engagement. This list of qualified entities would be in alignment with the long-term SCAG broadband grant strategy and for solicitation of support documents as required for successful submittal of grant applications.

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Agenda Item No. 05 Page 21 of 23 CC Agenda 01-21-25
Task 4.4: Last Mile Conceptual Design Drawings
Burns & McDonnell Engineering Company shall produce and provide three preliminary conceptual drawings that illustrate potential routes and access points for potential customers to be served by the proposed network. These proposed access points shall consist of either a fiber to the premise (FTTP) option or a fixed wireless option based on the unique requirements of the area being served., which local agencies can use towards last mile expansion for each priority area, and will also factor:
• Estimated unit count (households or businesses consisting of one or more people living or working together that occupy all or part of a standalone building) o These preliminary counts shall be pulled from existing county parcel data and preliminarily verified with a desktop review of the data. • Estimated number of telephone poles
o These vertical assets shall be pulled from SCAG provided data or publicly available data of the existing distribution assets within the priority areas being served and preliminarily verified with a desktop review of the data. • Estimated route miles
o These preliminary counts shall be identified from the preliminary conceptual maps that Burns & McDonnell Engineering Company would produce, and the data behind them would be from SCAG provided data, publicly available data, third party data, or Burns & McDonnell Engineering Company produced data for the purpose of this project and preliminarily verified with a desktop review of the data.
• Square miles
• Proposed technology to be deployed.

These route designs will identify the roads to be included in each build-out scenario. Further this task will also require the identification of installation types for the fiber optic cables (e.g., new/existing aerial, new/existing underground, and dark fiber).

Task 4.5: Technology Deployment Strategy
Building upon the last mile conceptual design drawings, the Consultant will develop high-level design schematics for each of the determined routes.3 Last mile schematics will be designed to accommodate a minimum of 100/20 speeds. Consultant team shall indicate the level of information feasible within the available budget range in their proposal response. Designs may include, but are not limited to, the following:
• General Requirements
o Network technology
o Premise location maps
o Percentage existing/new aerial/underground
3 This task requires a minimal level of engineering work and is not intended to advance to preliminary engineering (PE), which would be performed by an agency other than SCAG and after the conclusion of this project.

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Agenda Item No. 05 Page 22 of 23 CC Agenda 01-21-25
o Design Layer 1 (physical), Layer 2 (switching) and Layer 3 (routing) architecture that may utilize network equipment with considerations around remote management.
o Project budget spreadsheets (e.g., material and labor construction estimates including prevailing wage requirements)
o Growth, redundancy, and owner-specified service level projections o Network capacity plans that demonstrate support for the required data speeds o Opportunities to leverage the existing broadband infrastructure such as dark fiber or planned infrastructure such as CDTs proposed middle mile segments. • FTPP Networks
o Physical topology
o Potential hut location
o Splitter placements
o Driveway lengths
o Cable management recommendations
• Fixed Wireless networks
o Potential fixed wireless equipment sites
o Fixed wireless propagation maps
Task 4 Deliverables:

Task Deliverables

4.1 Internet Service Provider Outreach (including agenda, presentation materials, survey data, etc.).

4.2 10-Year Technology Last Mile Roadmap

4.3 Financing and Implementation Report

4.4 Last Mile Design Drawings

4.5 High-Level
Design Schematics and Report
Deliverables shall be provided in accordance with Exhibit B, Schedule. Copies of all required Deliverables for each Task as noted above shall be provided to the SCAG’s Project Manager.

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Agenda Item No. 05 Page 23 of 23 CC Agenda 01-21-25
DATE: January 21, 2025
TO: Honorable City Council
FROM: James Vega, City Manager
Georgianna N. Alvarez, City Clerk
SUBJECT: RESOLUTION ADOPTING A RECORDS RETENTION SCHEDULE RECOMMENDATION:

It is recommended that the City Council adopt a Resolution entitled, “A Resolution of the City Council of the City of Port Hueneme, California, adopting a records retention schedule, authorizing destruction of certain City records”.

BACKGROUND/ANALYSIS:

The City is upgrading its records management program, including its records retention policies. The adoption of this retention schedule will result in efficiency gains and cost savings.

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

The upgrade of the current records management system is driven by many factors, including:
• Very limited space in City facilities
• Many departments are filing and storing copies of the same records • Port Hueneme produces and manages many permanent records • Escalating records storage expenses
• Technology advancements
• Changes in law
The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.

Agenda Item No. 06 Page 1 of 87 CC Agenda 01-21-25
Records Retention Schedule Update
January 21, 2025

Page 2 ends

The retention periods are in compliance with all laws and are standard business practice for California cities.

The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Port Hueneme 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 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.

FISCAL IMPACT:

None. This item does not require an expenditure of funds.

STRATEGIC PLAN:

Primary Strategic Pillar(s) and Initiative(s):

Optimal Levels of Service for Residents and Businesses
• Promote operational excellence in all City functions and embody best practices as a municipality
• Establish desired service levels for all City functions ATTACHMENTS:

A. Resolution
Agenda Item No. 06 Page 2 of 87 CC Agenda 01-21-25
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT HUENEME,

CALIFORNIA, ADOPTING A RECORDS RETENTION SCHEDULE,

AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Port Hueneme; 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 Port Hueneme previously adopted Resolution No. 4220, adopting a Records Retention Schedule.

NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF PORT HUENEME, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1: Resolution No. 4220 is hereby repealed.

SECTION 2: The records of the City of Port Hueneme, 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 Port Hueneme 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: This Resolution shall take effect immediately upon its passage.

SECTION 6: The City Clerk shall certify to the passage and adoption of this Resolution and enter it into the book of original Resolutions.

PASSED, APPROVED, AND ADOPTED, this 21st day of January, 2025.

Martha R. McQueen-Legohn, Mayor
ATTEST:
________________________________
Georgianna Nicole Alvarez
City Clerk
Attachment A
Agenda Item No. 06 Page 3 of 87 CC Agenda 01-21-25

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

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

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

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

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

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

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

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

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

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”
Exhibit A
Agenda Item No. 06 Page 4 of 87 CC Agenda 01-21-25

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record.

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

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

Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

Vital? = Those records that are needed for basic operations in the event of a disaster.

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.

Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Agenda Item No. 06 Page 5 of 87 CC Agenda 01-21-25
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-001
Affidavits of Publications / Affidavits of Posting Notices / Legal Advertising / Notices / Proofs of Publications / Public Hearing Notices 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) Lead Dept. CW-002
Agreements & Contracts: ADMINISTRATION (WITH Grant Funding) (Project Administration, Insurance Certificates, RFP - Request for Proposal or Successful Proposal, Certified Payrolls, etc.)Send All Original Agreements or Contracts to the City Clerk) Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Developers=comp. + 10 years; CCP §337 et. seq., 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(b), 29 CFR 97.42; OMB Circular A-133GC §34090 Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION (WITHOUT Grant Funding) (Project Administration, Insurance Certificates, RFP - Request for Proposal or Successful Proposal, Certified Payrolls, etc.)Send All Original Agreements or Contracts to the City Clerk; all Insurance Certificates to Human Resources / Risk Management Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
City preference; Covers E&O Statute of Limitations; Statute of Limitations: Contracts & Spec's=4 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Lead Dept. CW-004
Agreements & Contracts:UNSUCCESSFUL BIDS, PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Finance / Purchasing retains the originals of Formal procurements; Includes unopened bids; GC §34090 CITY-WIDE (Used by All Departments)
Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 6 of 87 CC Agenda 01-21-25
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:

Lead Dept. CW-005
Boards, Commissions, & Committees: External Organizations / Regional Boards & Commissions - Agendas, Minutes, Resolutions, or other documents (e.g. County Board of Supervisors) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Non-records
Staffing Dept. CW-006
Boards, Committees, Commissions, Advisory Bodies: All Citizen Advisory Bodies Created by the City CouncilAGENDAS & STAFF REPORTS Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory Bodies: All Citizen Advisory Bodies Created by the City CouncilAUDIO RECORDINGS
Minimum 4
years, or After
Minutes are
Approved,
Whichever is
Longer
Mag Department preference; Audio Required for 30 days; GC §54953.5(b) Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory Bodies: All Citizen Advisory Bodies Created by the City CouncilMINUTES
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090(e)
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory Bodies: All Citizen Advisory Bodies Created by the City CouncilVIDEO RECORDINGS
Minimum 4
years, or After
Minutes are
Approved,
Whichever is
Longer
Mag
Department preference; video recordings of meetings are required for 90 days; GC §34090.7 Staffing Dept. CW-010
Committees: Employee Committees,
Employee Staff Meetings / Department Staff MeetingsAGENDAS and MINUTES 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090 et seq.

Agenda Item No. 06 Page 7 of 87 CC Agenda 01-21-25
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:

Staffing Dept. CW-011
Committees: Subcommittees of the City
Council (Ad-Hoc or Standing Committees)AGENDAS and MINUTES 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD All actions are made by the City Council; GC §34090 Lead
(Responding)
Dept.

CW-012 Complaints / Concerns from Citizens (Excludes Police Officers) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §34090 Lead Dept. CW-013 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way to the conduct of the public's business)(e.g. e-mail, Letters, Memorandums, Administrative, Chronological, General Files, Reading File, Working Files, etc.) IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
ONLY IF the Content relates in a substantive way to the conduct of the public's business; City of San Jose vs. Superior Court, 5 Cal. 5th 608 (2017). GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 8 of 87 CC Agenda 01-21-25
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:

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda NOT retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference(e.g. calendars, checklists, e-mail, social media posting, employee directories, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, PowerPoint presentations, speaker cards, speech notes, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, preliminary notices for construction projects, undeliverable envelopes / returned mail, visitors logs, voice mails, webpages, etc.) When No
Longer
Required
Mag,
Ppr
Electronic and paper records are categorized, filed and retained based upon the CONTENT of the record. Records where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by placing them in an electronic or paper (project) file folder and retained for the applicable retention period. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§34090, 7927.500, 7928.705.; 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose vs. Superior Court, 5 Cal. 5th 608 (2017).

Lead Dept. CW-016 Developer Deposit Accounts / Developer Impact Fee Accounts (Escrow Accounts) Closed + 5 years Yes: Until Maturity Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; (meets municipal government auditing standards); GC §34090 Lead Dept. CW-017 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 7927.500, 7928.705 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 9 of 87 CC Agenda 01-21-25
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:

Lead Dept. CW-018 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq.

Lead Dept.
(Managing the
Grant)
CW-019 Grant Applications funded by the City's General Fund 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Finance maintains payable information in Accounts Payable; GC §34090 Lead Dept.
(Managing the
Grant)
CW-020 Grants (UNSUCCESSFUL Applications, Correspondence) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.
(Managing the
Grant)
CW-021
Grants / CDBG Administration (Community Development Block Grant) / Reimbursable Claims / FEMA Reimbursements / OES Reimbursements (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required)Applications (successful), copy of grant agreement, copies of invoices, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a&b), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090 Lead Dept. CW-022 Newspaper Clippings
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Non-records - may be obtained from the newspaper company; GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 10 of 87 CC Agenda 01-21-25
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:

Human
Resources CW-023 Personnel Files (Department Copies) Send all originals to Human Resources Send 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-024 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq.

Lead Dept. CW-025 Photographs
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Preliminary Drafts (retention is placed on the final record in which the photograph is published in, if any); destroy unnecessary photographs. GC §§34090, 7927.500 Lead Dept.
(Who Uses the
Vehicle)
CW-026
Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 13 CCR 1234(e); VC 34505.5(c); 49 CFR 396.11; GC §34090 Lead Dept. CW-027 Public Relations / Press Releases Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.
(Who Ordered
the Appraisal)
CW-028 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public; GC §§34090, 7928.705 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 11 of 87 CC Agenda 01-21-25
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:

Lead Dept.
(Who Ordered
the Appraisal)
CW-029 Real Estate Appraisal Reports: Purchased Property, Funded Loans Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 Lead Dept. CW-030
Reference Materials: Policies, Procedures, Brochures, Flyers, Handbooks, Manuals, Newsletters, Plans / Strategic Plans, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Non-Records
Lead Dept. CW-031
Reference Materials: Internal Policies, Procedures, Brochures, Flyers, Handbooks, Manuals, Newsletters, Plans / Strategic Plans, etc.: Produced by YOUR Department Send all Administrative Policies that affect more than 1 department to Human Resources Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept. CW-032
Reference Materials: Policies, Procedures, Brochures, Flyers, Handbooks, Manuals, Newsletters, Administrative Policies, Plans / Strategic Plans, etc.: Produced by OTHER Departments When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Copies; GC §34090.7
Lead Dept. CW-033 Reports and Studies (Historically significant - e.g., Zoning Studies) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept. CW-034 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Information is outdated after 10 years; If historically significant, retain permanently; GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 12 of 87 CC Agenda 01-21-25
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:

Lead Dept. CW-035 Special Event Permits Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Lead Dept. CW-036 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-037 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Lead Dept. CW-038
Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Lead Dept. CW-039 Training Database (Vector Solutions / Target Solutions) Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 et seq.

Lead Dept. CW-040
Training Presented by City Staff - COURSE RECORDS (Attendance Rosters or Sign-in Sheets, 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) Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 13 of 87 CC Agenda 01-21-25
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Lead Dept. CW-041
Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Courts may treat volunteers as employees in some actions; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Lead Dept. CW-042
Volunteer / Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Courts may treat volunteers as employees in some actions; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 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; 29 USC 1113 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 14 of 87 CC Agenda 01-21-25
Ver. 6.0 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: City Council, Housing Authority, Hueneme Housing, Inc., Port Hueneme Water Agency, Redevelopment Agency, Successor Agency, Oversight Board, Public Financing Authority, Surplus Property Authority Includes Appeals, Budgets, Annual Financial Reports (CAFR, ACFR) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002
Agreements & Contracts, Amendments - ALL -
AFTER SCANNING / IMAGING, OR INFRASTRUCTURE, JPAs, MOUsAgreement or Contract includes all contractual obligations (e.g. Scope of Work, all attachments and exhibits)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
Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Agenda Item No. 06 Page 15 of 87 CC Agenda 01-21-25
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

City Clerk CC-003
Agreements & Contracts, Amendments - NON-INFRASTRUCTURE, Professional Services Agreements, Tenant / Lease Agreements - NOT SCANNED / IMAGEDAgreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work)Examples of Non-Infrastructure:

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

Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) CC-004
City Clerk CC-005 Board & Commission / Committee Recruitment / Applications (All, whether appointed or not) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-006 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-007 City Articles of Incorporation P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-008 City-Port Joint Committee (All Records) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Human
Resources /
Risk
Manage.

CC-009 Claim Forms
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Risk Management is the Office of Record for Claim Files; GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Agenda Item No. 06 Page 16 of 87 CC Agenda 01-21-25
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

City Clerk CC-010
FPPC Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): DESIGNATED EMPLOYEES & CONSULTANTS (specified in the City's Conflict of Interest code)
7 years Mag, Mfr, OD, Ppr S / I Yes: After QC City maintains original statements; GC §81009(e)&(g) City Clerk CC-011
FPPC Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): PUBLIC OFFICIALS / 87200 Filers (elected & not elected. Includes City Council Members, Planning Commission Members, City Manager, City Treasurer & City Attorney) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Standard municipal government practice; City maintains copies only; original statements are filed with FPPC; GC §81009(f)&(g) City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; GC §81009(e) City Clerk CC-013 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Should post on website for 4 years; GC §81009(e) City Clerk CC-014 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC GC §81009(e)City Clerk CC-015 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; 2 CCR 18705.5; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) City Clerk CC-016 Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) P Mag, Mfr, OD, Ppr S / I Yes: After QC Paper must be retained for at least 2 years; GC §81009(b)&(g) City Clerk CC-017
Campaign Filings (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC Paper must be retained for at least 2 years; GC §81009(b)&(g)

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

Agenda Item No. 06 Page 17 of 87 CC Agenda 01-21-25
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

City Clerk CC-018
Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC Paper must be retained for at least 2 years; GC §81009(f)&(g) City Clerk CC-019
Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidatecontrolled) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Paper must be retained for at least 2 years; GC §81009(c)&(g) City Clerk CC-020
Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - SUCCESSFUL CANDIDATES Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC-021
Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC-022
Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications to fill a Vacancy on the City Council, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-023
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-024 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 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Agenda Item No. 06 Page 18 of 87 CC Agenda 01-21-25
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

City Clerk CC-025 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-026
Elections - Prop. 218 (Property-based fees - Improvement Districts: Notices and Mailing lists, Protest Letters / Ballots, Tabulation 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2) (End of Elections Section)
City Clerk CC-027 Ethics Training Certificates for City Council, Board and Commission Members 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b) City Clerk CC-028
Historical Records / Archives, Photographs, & Historical Projects (e.g. City Anniversaries, Incorporation, City Seal, Awards of significant historical interest, Grand Openings, etc.) P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD
City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 City Clerk CC-029
Minutes: City Council, Housing Authority,
Hueneme Housing, Inc., Port Hueneme Water Agency, Redevelopment Agency, Successor Agency, Oversight Board, Public Financing Authority, Surplus Property Authority P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090(e) City Clerk CC-030 Oaths of Office / Disaster Service Worker Oaths (All employees and officials) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, GC §§36507, 26202; PC §§801.5, 803(c); 29 USC 1113 City Clerk CC-031 Ordinances P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(e) Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Agenda Item No. 06 Page 19 of 87 CC Agenda 01-21-25
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

City Clerk CC-032
Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.)See Elections for Initiative, Recall or Referendum Petitions 1 year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Law requires 1 year for petitions; GC §50115 City Clerk CC-033 Proclamations & Certificates 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-034 Public Records Requests / Subpoenas Duces Tecum / Summons 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-035
Recorded Documents: Deeds, Easements, Final Order of Condemnation, Full Reconveyance, Liens, Notice of Completion, Rights of Way P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) City Clerk CC-036
Recordings: Audio Recordings / Video Recordings: City Council, Housing Authority, Hueneme Housing, Inc., Port Hueneme Water Agency, Redevelopment Agency, Successor Agency, Oversight Board Minimum 4
years, or
After
Minutes are
Approved,
Whichever is
Longer
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-037 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-038
Resolutions: City Council, Housing
Authority, Hueneme Housing, Inc., Port Hueneme Water Agency, Redevelopment Agency, Successor Agency, Oversight Board P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090(e) Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Agenda Item No. 06 Page 20 of 87 CC Agenda 01-21-25
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Public Information Officer)
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
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-002 Project Files / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Finance CM-003 Travel Records / Expense Reports
Copies -
When No
Longer
Required

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

After QC
& OD
GC §34090.7

PUBLIC INFORMATION OFFICER (PIO)
City Manager /
PIO CM-004 City Newsletters Minimum 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 21 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building & Safety, Code Enforcement, Economic Development, Planning) Page CED-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNITY & ECONOMIC DEVELOPMENT / BUILDING & SAFETY
Lead Dept. CD-001 Permit Database (OpenGov) Indefinite (Perm) Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - Data is interrelated; Building Permits are required to be retained Permanently, or Life of the Structure; GC §34090, H&S §19850 Community &
Econ. Develop.
/ Building &
Safety
CD-002 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 &
Econ. Develop.
/ Building &
Safety
CD-003 Address Files / Building Permits & Applications P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090, H&S §19850
Community &
Econ. Develop.
/ Building &
Safety
CD-004
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 &
Econ. Develop.
/ Building &
Safety
CD-005 Building Plans - Cancelled or Withdrawn AFTER
to Building Permit Issuance
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 &
Econ. Develop.
/ Building &
Safety
CD-006 Building Plans - Cancelled or Withdrawn PRIOR
to Building Permit Issuance
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 &
Econ. Develop.
/ Building &
Safety
CD-007 Building Plans - Expired Closed + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CBC §104.7; H&S§19850, GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 22 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building & Safety, Code Enforcement, Economic Development, Planning) Page CED-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Community &
Econ. Develop.
/ Building &
Safety
CD-008 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 &
Econ. Develop.
/ Building &
Safety
CD-009 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL (All Finalled) Completion + 180 days 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 &
Econ. Develop.
/ Building &
Safety
CD-010 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 &
Econ. Develop.
/ Building &
Safety
CD-011 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Community &
Econ. Develop.
/ Building &
Safety
CD-012
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 &
Econ. Develop.
/ Building &
Safety
CD-013 Correction Notices - Building
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 23 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building & Safety, Code Enforcement, Economic Development, Planning) Page CED-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Community &
Econ. Develop.
/ Building &
Safety
CD-013.5 Energy Calculations
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Community &
Econ. Develop.
/ Building &
Safety
CD-014 Geotechnical and Soils Reports P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Community &
Econ. Develop.
/ Building &
Safety
CD-015 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 &
Econ. Develop.
/ Building &
Safety
CD-016 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 &
Econ. Develop.
/ Building &
Safety
CD-017 Structural Calculations Minimum When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090

COMMUNITY & ECONOMIC DEVELOPMENT / CODE ENFORCEMENT
Lead Dept. CD-018 _Permit Database (OpenGov) Indefinite (Permanent Yes (all) Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference - Data is interrelated and contains Building Permits and other Permanent Records; GC §34090, H&S §19850 Community &
Econ. Develop.
/ Code
Enforcement
CD-019 Appeal Hearing Process / Code Enforcement Notifications to Parties 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 24 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building & Safety, Code Enforcement, Economic Development, Planning) Page CED-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Community &
Econ. Develop.
/ Code
Enforcement
CD-020
Code Enforcement / Abatement Case Files (Includes Citations, Notice of Violations, Photos, and Code Enforcement Complaint Letters) Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD Department preference; GC §34090 Community &
Econ. Develop.
/ Code
Enforcement
CD-021 Hearing Officer Determinations / Appeals of Code Enforcement Actions - Includes Audio Recordings Minimum 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Community &
Econ. Develop.
/ Code
Enforcement
CD-022 Liens & Releases P
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD GC §34090(a)
Community &
Econ. Develop.
/ Code
Enforcement
CD-023 Notice of Violations ./ Code Enforcement Citations / Reminder Notices Minimum 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090

COMMUNITY & ECONOMIC DEVELOPMENT / ECONOMIC DEVELOPMENT Community &
Econ. Develop.
/ Economic
Development
CD-024 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

COMMUNITY & ECONOMIC DEVELOPMENT / PLANNING
Lead Dept. CD-025 Permit Database (OpenGov) Indefinite (Permanent Yes (all) Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference - Data is interrelated and contains Building Permits and other Permanent Records; GC §34090, H&S §19850 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 25 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building & Safety, Code Enforcement, Economic Development, Planning) Page CED-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Community &
Econ. Develop.
/ Planning
CD-026
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)Development PermitGeneral Plan / General Plan AmendmentsLot Line AdjustmentRezonesSign PermitsSpecific PlanTentative Subdivision Maps / Parcels MapsUse PermitsVariance Zoning Clearance Zoning Ordinance / Updates P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090, 34090.7 Community &
Econ. Develop.
/ Planning
CD-027 Advanced Planning / Long Range Planning / Project Implementation (Final Documents only) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community &
Econ. Develop.
/ Planning
CD-028 Annexations / Boundaries / Consolidations / LAFCO P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Census Bureau CD-029 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD (Non-Records - Census Bureau is OFR) Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 26 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building & Safety, Code Enforcement, Economic Development, Planning) Page CED-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Community &
Econ. Develop.
/ Planning
CD-030
Design Review Committee (Employees / Staff Only)Agendas, Minutes, etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Community &
Econ. Develop.
/ Planning
CD-031
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA - Where Planning is the LeadCorrespondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,6; GC §34090 Community &
Econ. Develop.
/ Planning
CD-032
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, Notice of Exemption (NOE), etc.) / CEQAInside City boundaries - Where Planning is the Lead P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Community &
Econ. Develop.
/ Planning
CD-033
General Plan, Elements and Amendments / Master Plans, Specific Plans, Land Use Plans and Amendments; General Plan Interpretations P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Community &
Econ. Develop.
/ Planning
CD-034 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Community &
Econ. Develop.
/ Planning
CD-035 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Community &
Econ. Develop.
/ Planning
CD-036 Temporary Use Permits issued by Planning (Approved & Unapproved) Expiration + 5 years Yes: During Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 27 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building & Safety, Code Enforcement, Economic Development, Planning) Page CED-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Community &
Econ. Develop.
/ Planning
CD-037 Zoning Clearance Forms / Zoning Verification Letters P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community &
Econ. Develop.
/ Planning
CD-038 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Community &
Econ. Develop.
/ Planning
CD-039 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 28 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

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

Finance /
Admin. FIN-003 Audit Work Papers
Drafts - When
No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; (preliminary drafts); GC §34090 Finance /
Admin. FIN-004 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA or OES Audits, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 Finance /
Admin. FIN-005
Bonds & Bond Sales / Official Statements / Transcripts / Certificates of Participations (COPs) / General Obligation Bonds / Revenue Bonds / Assessment District Bonds / CFD Bonds - Includes Continuing Disclosure ReportsSee 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-006 Investment Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance /
Admin. FIN-007
Investments / Arbitrage / Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; FTC Reg's rely on "self- enforcement"; GC§§ 34090, 43900 Finance /
Admin. FIN-008
Transactions and Use Tax Citizens Oversight CommitteeAGENDAS & STAFF REPORTS Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 29 of 87 CC Agenda 01-21-25
Ver. 5.0 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-009
Transactions and Use Tax Citizens Oversight CommitteeAUDIO RECORDINGS Minimum 4
years, or After
Minutes are
Approved,
Whichever is
Longer
Mag Department preference; Audio Required for 30 days; GC §54953.5(b) Finance /
Admin. FIN-010
Transactions and Use Tax Citizens Oversight CommitteeMINUTES P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(e)

FINANCE / BUDGET
Finance /
Budget FIN-011 Budgets - Adopted / Final P
Yes:

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

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

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

FINANCE / BUSINESS LICENSE
Finance /
Business
License
FIN-013 Business License / Database (OpenGov)
Indefinite -
Minimum 5
years
Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - Data is interrelated; GC §34090, H&S §19850 Finance /
Business
License
FIN-014 Business License Applications 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Business
License
FIN-015 Business License Registrations and Renewals 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Business
License
FIN-016 Parking Permits & Applications 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Finance /
Business
License
FIN-017 Parking Lot Income (Beach Parking Lot - Outsourced) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.

Agenda Item No. 06 Page 30 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-018 1099's, 1096's, DE542 (California Report of Independent Contractors) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Finance /
General
Accounting
FIN-019
Accounts Payable / Invoices and Backup(Includes Invoices, Purchase Orders, Travel Expense Reimbursements, Warrant Request, Vouchers, etc.) 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; GC §34090 Finance /
General
Accounting
FIN-020
Accounts Receivable / Revenue / Our Invoices to Outside Entities: False Alarm Billings, Insurance Companies, Franchise Fees, DUI Billing, Transient Occupancy Tax (TOT), Auctions of Surplus Property, Credit Card Payment Receipts, Tenant Billing / Rent, etc. 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; (meets municipal government auditing standards); GC §34090 Finance /
General
Accounting
FIN-021
Assessment Districts, Community Facilities Districts (CFDs), Landscape Maintenance Districts (LMDs) Accounting, Assessor Tax Rolls 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance /
General
Accounting
FIN-022
Bank Statements and Trustee Statements, Fiscal Agent Statements, Trustee Statements, Investment Account Statements, Pars Statements, Bank Reconciliations, Wire Transfers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §§34090, 26 CFR 31.6001-1 City Clerk FIN-023 Checks / Warrant Register Report (issued) Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Originals in City Council Agenda Packets; GC §34090.7 Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 31 of 87 CC Agenda 01-21-25
Ver. 5.0 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-024 Checks / Warrants (Cashed or Returned / NSF) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance /
General
Accounting
FIN-025 Daily Cash Summaries, Bank Deposits, Bank Transmittal Advice, Cashier's Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §§34090, 26 CFR 31.6001-1 Finance /
General
Accounting
FIN-026 Escheat (Unclaimed money / uncashed checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1355. 1519; GC §34090 Finance /
General
Accounting
FIN-027 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-028 Journal Entries / Journal Vouchers / Budget Adjustments 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to match Accounts Payable; meets municipal government auditing standards; Statute of Limitations is 4 years; GC §34090, CCP § 337 Finance /
General
Accounting
FIN-029
Reports from Legacy / Old Database:

Financial Reports, General Ledgers Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Financial system can not re-create reports; GC §34090 Finance /
General
Accounting
FIN-030
Reports from Tyler ERP Database: Financial
Reports, General Ledgers Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, etc.

When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; Financial system can re-create reports accurately; GC §34090 Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 32 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
General
Accounting
FIN-031
Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Fixed Charge Special Assessment Report, Public Self Insurer Report (SIP Report), Street Report, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance /
General
Accounting
FIN-032 W-9s
Vendor
Inactive + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Meets IRS auditing standards; GC §34090

FINANCE / PAYROLL
Lead Depart. FIN-034 Financial Services Database / ERP Database (Tyler Enterprise ERP) Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance /
Payroll FIN-035
1095-C, 1094-C (Employer-Provided Health Insurance Offer and Coverage) & Transmittal Form) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090 Finance /
Payroll FIN-036
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-037 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-038 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090, 26 CFR 31.6001-1 Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 33 of 87 CC Agenda 01-21-25
Ver. 5.0 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-039 DE-34 (California EDD Report of New Employees) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090 Finance /
Payroll FIN-040
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance /
Payroll FIN-041 Deferred Compensation (City Statements) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1 Finance /
Payroll FIN-042 Employee Payroll File Separation + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance /
Payroll FIN-043 Employment Verifications (From lenders or other outside companies) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records, content is not substantive; GC §34090 et seq.

Finance /
Payroll FIN-044 Garnishments, Child Support, Court Orders regarding Employee Wages Completion + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
Payroll FIN-045 Payroll Reports (includes Leave Registers, time Transaction Reports, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; (meets municipal government auditing standards); GC §34090 Finance /
Payroll FIN-046 PERS Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 34 of 87 CC Agenda 01-21-25
Ver. 5.0 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-047 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-048 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance /
Payroll FIN-049 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
IRS Regulation 31-6001-1 four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. GC §34090; 26 CFR 31.6001-1

FINANCE / UTILITY BILLING
Finance /
Utility Billing FIN-050 Utility Billing Database (Tyler Enterprise ERP) Indefinite -
Minimum 5
years
Yes
Mag,
Ppr, Mfr,
OD
S / I Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 Finance /
Utility Billing FIN-051 Collection Agency Assignments / Unpaid Accounts 5 years Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Department Preference; Negative credit information remains on credit reports for 7 - 10 years; Meets auditing standards; City does not Lien property (Liens are good for 10 years from recording date, and may be extended by re-recording lien); WC 36729; GC §34090 Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 35 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Utility Billing FIN-052 Low Income Rate Assistance Applications 5 years Mag,
Ppr, Mfr,
OD
S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Utility Billing FIN-053 Payment Stubs / Water Receipts / Utility Receipts - If NOT bundled with Cash Receipts When No Longer Required Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Preliminary Documents - payments can be made without including the stub; GC §34090 et seq.

Finance /
Utility Billing FIN-054 Water Billing: Appeals - Payment Delinquency & Impending Discontinuation Final Decision + 2 years Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Finance /
Utility Billing FIN-055
Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Finance /
Utility Billing FIN-056 Water Billing: NSF Checks / Adjustments to Customer accounts / Deposits and Releases When No Longer Required Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Finance /
Utility Billing FIN-057 Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc. Expiration or Completion of Payment Plan Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116910 Finance /
Utility Billing FIN-058 Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After QC & OD Must post to Website; H&S §116906; GC §34090 Finance /
Utility Billing FIN-059 Water Billing: Report of Annual Discontinuations of Residential Service Minimum 2 years Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Must post to Website; H&S §116918; GC §34090 Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 36 of 87 CC Agenda 01-21-25
Ver. 3.0 RECORDS RETENTION SCHEDULE: HOUSING & FACILITIES Page CD-1 Office of Record
(OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

FACILITIES
Lead Dept.
(Managing the
Project)
HOU-001
Capital Improvement Projects (CIP): MAINTENANCE-ONLY PROJECTS - No Change in InfrastructureAll 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
Department preference - meets municipal government auditing standards; 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. HOU-002 Daily Record (log of work performed) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Housing &
Facilities /
Facilities
HOU-003 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 Lead Dept. HOU-004 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.

Housing &
Facilities /
Facilities
HOU-005
Recordings: Video - Building Security / Department Activity (Employees Performing Work, Cashiering, Building Security, etc.) 1 year Mag Records regular and ongoing operations; GC §34090.6 et seq, Housing &
Facilities /
Facilities
HOU-006 Recordings: Video - Public Areas / Public Activity When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq, Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 37 of 87 CC Agenda 01-21-25
Ver. 3.0 RECORDS RETENTION SCHEDULE: HOUSING & FACILITIES Page CD-2 Office of Record
(OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Lead Dept. HOU-007
Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Previous SDS / MSDS may be obtained from a service; SDS / MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Division Providing
Service / Work HOU-008
Work Orders / Service Requests / Service Orders - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Division Providing
Service / Work HOU-009
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 HOU-010
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

HOUSING
Housing &
Facilities /
Housing
HOU-012
Housing Plans: Consolidated Annual Performance and Evaluation Review (CAPER) / Comprehensive Housing Affordability Strategy (CHAS) / Consolidated Action Plan / Analysis of Impediments to Fair Housing Choices / Citizen Participation Plan / Action Plans, etc.

Expiration +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Required for 5 years; 24 CFR 91.105(h); GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 38 of 87 CC Agenda 01-21-25
Ver. 3.0 RECORDS RETENTION SCHEDULE: HOUSING & FACILITIES Page CD-3 Office of Record
(OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Housing &
Facilities /
Housing
HOU-013
Housing Programs: Affordable Housing Projects, Lead-Based Paint, Rehabilitation, CDBG-funded Housing Projects, etc.WITH a Recapture / Resale Restriction / WITH Affordability RestrictionsTrust Deeds are kept in file; Deeds to property owned by the City are sent to City Clerk 5 years after
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)(c)(2); 29 CFR 97.42, GC §34090 Housing &
Facilities /
Housing
HOU-014
Housing Programs: Affordable Housing Projects, Lead-Based Paint, Rehabilitation, CDBG-funded Housing Projects, etc.WITHOUT a Recapture / Resale RestrictionTrust Deeds are kept in file; Deeds to property owned by the City are sent to City Clerk Loan Pay-off
OR
Forgiveness
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
HUD requires 5 years after the agreement terminates; Consistent with Consolidated Plan Requirements; Required for 3-4 years from expenditure or performance report; 24 CFR 85.42, 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 Housing &
Facilities /
Housing
HOU-015 Property Management: Tenant / Leases, etc.

Completion
of Lease + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Housing &
Facilities /
Housing
HOU-016
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 HOU-017
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 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 39 of 87 CC Agenda 01-21-25
Ver. 3.0 RECORDS RETENTION SCHEDULE: HOUSING & FACILITIES Page CD-4 Office of Record
(OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Community
Development /
Planning
HOU-018
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 HOU-019
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 HOUSING RENTAL ASSISTANCE (Section 8)
Housing &
Facilities /
Housing Rental
Assistance
HS-005 Client & Services Database / Service Tracking Database Indefinite Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; data fields are interrelated; GC §34090; 24 CFR 982.158 Housing &
Facilities /
Housing Rental
Assistance
HS-006 Section 8 Applications for Program - NOT placed or disqualified 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 24 CFR 982.158, GC §34090 Housing &
Facilities /
Housing Rental
Assistance
HS-007 Section 8 Database
Indefinite
(minimum 7
years)
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090; HUD Notices (most current) Housing &
Facilities /
Housing Rental
Assistance
HOU-010
Section 8 Management Assessment Program (SEMAP), Certifications, Corrective Action Plans, etc. 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD HUD is required to keep SEMAP files 3 years; 24 CFR 985.108; GC §34090 Housing &
Facilities /
Housing Rental
Assistance
HOU-011
Section 8 Tenant Files - Clients - Regular - WITH or WITHOUT Unpaid Balances or Fraud Includes Applications,, HAP Contract and Executed Lease Close of File
+ 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 24 CFR 982.158(e); 29 CFR 97.42 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 40 of 87 CC Agenda 01-21-25
Ver. 3.0 RECORDS RETENTION SCHEDULE: HOUSING & FACILITIES Page CD-5 Office of Record
(OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Housing &
Facilities /
Housing Rental
Assistance
HOU-012
Section 8 Tenant Files - Income Verification,
50058s, Verifications, racial, ethnic, gender, disability status, HUD reports, Inspection reports, Lead-based Paint 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 24 CFR 982.158(f); 29 CFR 97.42; Housing &
Facilities /
Housing Rental
Assistance
HS-011 Section 8 Waiting List 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 24 CFR 982.158, GC §34090
HOUSING RENTAL ASSISTANCE DEMONSTRATION (RAD) / Section 18) Lead Dept.
(Managing the
Grant)
CW-021
Section 18 Disposition o Modernization (sale, transfer, or demolition) of public housing units.Originals of all Real Property records are sent to the City Clerk (Deeds, Title Insurance, etc.) Completion +
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 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 41 of 87 CC Agenda 01-21-25
Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-1
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the Contract + 6 years Yes: For Duration of Contract Mag, Mfr, OD, Ppr S / I Yes: After QC & OD EEOC / ADEA (Age) requires 1 year after benefit plan termination; Federal law requires 6 years after filing date for retirement; State Law requires 4 years after personnel actions; 29 CFR 1627.3(b)(2); 29 USC 1027; 28 CCR 1300.85.1; GC §34090 Human
Resources HR-002
California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention for personnel files; All State and Federal laws require retention until final disposition of formal complaint; State requires 4 years after "fully and finally disposed"; 2 CCR 11013(c); GC §§12946, 12960, 34090 Human
Resources HR-003
Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Human
Resources HR-004 Compensation Surveys & Studies Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 Human
Resources HR-005 Contracts for Investigators (Employees Only) 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 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 42 of 87 CC Agenda 01-21-25
Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-2
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-007 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Human
Resources HR-008
EDD Claims & Forms (Employment Development Department) / Unemployment Claims Close + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; GC §34090 Human
Resources HR-009 Employee Investigations Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to match retention for personnel files; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; Human
Resources HR-010.3 Ethics Training Certificates for Employees 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b) Human
Resources HR-011 Grievances Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to match retention for personnel files; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; LC 1198.5; 26 CFR 31-6001-1; 53235.2(b); 53237.2(b) Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 43 of 87 CC Agenda 01-21-25
Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-3
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-012 I-9s Separation + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 Admin. /
Board
Secretary
HR-013 Job Descriptions / Job Classification / Job Specifications Minimum Superseded + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; State Law requires 4 years from any Personnel Action; 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; Human
Resources HR-014 Labor Relations / Negotiation Notes 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Human
Resources HR-016
Litigation - Employee Related (Excludes Final Settlement and/or Records with Significant Historical Value) Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention for personnel files; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; LC 1198.5; 26 CFR 31-6001-1; 53235.2(b); 53237.2(b) Human
Resources HR-015
Litigation - Employee Related (Final Settlement and/or Records with Significant Historical Value) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Human
Resources HR-017 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 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 44 of 87 CC Agenda 01-21-25
Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-4
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-019
Personnel Files - Employee File (Official Personnel File)Includes Application, Backgrounds, Discipline, Evaluations, Policy Acknowledgements, Employee's Oath of Office / Oath for Disaster Worker for employees, Council and Boards & Commissions, Harassment Prevention Training Certificates for employees, Council and Boards & Commissions, 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 4 years; W-4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5 Human
Resources HR-020
Personnel Files - Medical File Medical Records excluding Pre-Employment Medical Clearance; ADA Accommodations, Fit for Duty, Respiratory Fit Tests, etc.

Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Medical Files for all employees are required to be maintained at least the duration of employment plus thirty (30) years; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Human
Resources HR-021
Recruitment and Testing File / On-Line Recruitment DatabaseIncludes 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

Agenda Item No. 06 Page 45 of 87 CC Agenda 01-21-25
Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-5
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources /
Risk Manage.

HR-022
Accident / Incident Reports (Accidents or Incidents) - MEMBERS OF THE PUBLICEmployees are Workers Compensation Claims 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Human
Resources /
Risk Manage.

HR-023 Claim for Damages / Claims Against the City / Verified Tort Claims Final Resolution + 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; municipal government auditing standards is 5 years - Finance retains records of payments; Statute of Limitations is 4 years; CCP §§337 et seq., 343; GC §34090, Human
Resources /
Risk Manage.

HR-024
Insurance Policies - General Liability, Property, Fire, Theft, etc.(JPIA) Expiration + 4
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; Covers statute of limitations for contracts; CCP §337 et seq.; GC §34090 Human
Resources /
Risk Manage.

HR-025
Insurance Policies - Workers Compensation Excess Liability(JPIA) Expiration + 4
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers statute of limitations; CCP §337 et seq.; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i); GC §§ 911.2, 34090 Human
Resources /
Risk Manage.

HR-026 OSHA Citations and Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), OMB 1220- 0029; GC §34090; LC §6429c Human
Resources /
Risk Manage.

HR-027 Safety Committee / Safety Steering Committee 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Human
Resources /
Risk Manage.

HR-028 Safety Investigations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §34090 et seq.; LC §6429c Human
Resources /
Risk Manage.

HR-029
Subrogation Claims:/ Property Damage Claims / Restitution / Recovery of Damages to City Property / City's Invoices to Insurance Companies Final
Resolution + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 46 of 87 CC Agenda 01-21-25
Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Includes Risk Management)
Page HR-6
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources /
Risk Manage.

HR-030 Vehicle Titles (Pink Slips) Sale or Disposal Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Given to Auction House / New Owner; GC §34090 Human
Resources /
Risk Manage.

HR-031
Workers Compensation Claims (Includes all Accident, Incident, or Injury Reports from Employees) Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Human
Resources /
Risk Manage.

HR-032
Workplace Violence – Hazard identification, evaluation, correction, incident logs, investigations, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 47 of 87 CC Agenda 01-21-25
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 Follows
Retention of
Official
Electronic
Record
OD
For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq.

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

Agenda Item No. 06 Page 48 of 87 CC Agenda 01-21-25
Ver. 3.0 RECORDS RETENTION SCHEDULE: PARK & RECREATION Page P&R-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).

PARKS & RECREATION
Parks &
Recreation R&CS-001 Registration Database
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD Department preference; GC §34090 Parks &
Recreation R&CS-002
Activity Guide / Class Guide / Program Guide / Art Exhibit Brochures / Theatre Season Brochures (Final) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD Department preference; GC §34090 Parks &
Recreation R&CS-003
Applications / Participants' Registration / Liability Forms / Release of Liability Forms / Photo Releases / Waivers of Liability / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. 2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD GC §34090
Parks &
Recreation R&CS-004
Art Exhibits / Temporary Art In Public Places (Temporary Exhibits or Displays / Temporary Events) - CompletedCompleted Temporary artwork displays, or cultural Arts Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Parks &
Recreation R&CS-005
Art In Public Places Program / Public Art (ALL Projects) - Proposed / Not CompletedProposed or Unsuccessful Permanent or Temporary (not purchased, nor installed projects) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Parks &
Recreation R&CS-006
Art In Public Places Program / Public Art (Permanent Projects) - CompletedCompleted Permanent artworks, including deaccessioned artworks (materials, specifications, artist, etc.) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 49 of 87 CC Agenda 01-21-25
Ver. 3.0 RECORDS RETENTION SCHEDULE: PARK & RECREATION Page P&R-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).

Parks &
Recreation R&CS-007 Art Inventory & Acquisition Invoices (Documentation of Value) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Parks &
Recreation R&CS-008
Assessment Districts, Community Facilities Districts (CFDs), Landscape Maintenance Districts (LMDs) - Engineer's Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Parks &
Recreation R&CS-009 Banners / Graduate Banners 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.
(Managing the
Project)
R&CS-010
Capital Improvement Projects (CIP): MAINTENANCE-ONLY PROJECTS - No Change in InfrastructureAll 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
Department preference - meets municipal government auditing standards; 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.
(Managing the
Project)
R&CS-011
Capital Improvement Projects (CIP): Administration File / Construction ManagementProject Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs, Correspondence, Costs, Estimates, Daily Inspections, Insurance Certificates, Permits for Construction, 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 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 50 of 87 CC Agenda 01-21-25
Ver. 3.0 RECORDS RETENTION SCHEDULE: PARK & RECREATION Page P&R-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).

Lead Dept.
(Managing the
Project)
R&CS-012
Capital Improvement Projects (CIP): Permanent
File Plans, RFP / Specifications & Addenda, Successful Proposal, Change Orders, EIRs, Negative Declarations, Categorical Exemptions, Materials Testing Reports, Grading Permits, Hazardous Materials, Notice of Completion, Photos, Record Drawings Soils Reports, Studies, Submittals, Surveys, etc.

P 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 Lead Dept.
(Managing the
Project)
R&CS-013
Capital Improvement Projects (CIP): 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 Lead Dept.
(Managing the
Project)
R&CS-014
Capital Improvement Projects (CIP): Environmental Determinations: Correspondence and internal staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA 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; "Emails 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 Parks &
Recreation R&CS-015 Contracts for Performances / Instructors Completion + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept.
(Managing the
Project)
R&CS-016
Drawings, Maps Record Drawings, Large-Format
Drawings, Survey Record Maps, Capital Improvement Project "As-Built" P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Drafts should be destroyed; GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 51 of 87 CC Agenda 01-21-25
Ver. 3.0 RECORDS RETENTION SCHEDULE: PARK & RECREATION Page P&R-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).

Parks &
Recreation R&CS-020 Evaluations / Surveys (Programmatic Evaluations of Art, Recreation or Theatre 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 Parks &
Recreation R&CS-021
Facility Use Requests / Art Facility Requests / Field Rentals / Facility Use Applications and Permits / Theatre Use Requests (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.

Parks &
Recreation R&CS-022 Incident Reports / Disruptive Patrons Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Parks &
Recreation R&CS-023 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD GC §34090
Parks &
Recreation R&CS-024 Lifeguard Certifications 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD 29 CFR 1602.31 & 1627.3(b)(ii), GC §§ 3105, 12946, 12960, 60201; 29 USC 1113 Parks &
Recreation R&CS-025 Playground Equipment Inspections and Maintenance 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Parks &
Recreation R&CS-026
Program Manager's Files: Activity / Special Programs / Event Files: After-School, Children's Programs, Gardening, Health Programs, Sports Programs, etc.IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD Department preference; GC §34090 Parks &
Recreation R&CS-027 Reports generated from Registration or Ticketing Databases When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Content Not Substantive / Preliminary drafts / Transitory records (The database is the original record); GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 52 of 87 CC Agenda 01-21-25
Ver. 3.0 RECORDS RETENTION SCHEDULE: PARK & RECREATION Page P&R-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).

Parks &
Recreation R&CS-028 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 Parks &
Recreation R&CS-029 Safety Inspections / Self Inspections / Inspection Checklists 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Parks &
Recreation R&CS-030 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 Parks &
Recreation R&CS-031 Senior Nutrition Program 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD Department preference; meets standards for grants & audits; OMB Circular A-110 & A-133; GC §34090 Lead Dept. R&CS-032
Volunteer / Docent / Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Courts may treat volunteers as employees in some actions; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§, 12960, 34090 Lead Dept. R&CS-033
Volunteer / Docent / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Courts may treat volunteers as employees in some actions; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§, 12960, 34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 53 of 87 CC Agenda 01-21-25
Ver. 3.0 RECORDS RETENTION SCHEDULE: PARK & RECREATION Page P&R-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).

Lead Dept.
(Responsible for
the Work)
R&CS-034
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) / ASSET MANAGEMENT DATABASE Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Lead Dept.
(Responsible for
the Work)
R&CS-035
Work Orders / Service Requests - All Information
Entered in CMMS Database / ASSET MANAGEMENT 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 Lead Dept.
(Responsible for
the Work)
R&CS-036
Work Orders / Service Requests - NOT entered in CMMS Database / ASSET MANAGEMENT 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 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 54 of 87 CC Agenda 01-21-25
Ver. 3.0 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 / OFFICE OF THE CHIEF OF POLICE
State of
California PD-001 Alcoholic Beverage Control Licenses / Permits / ABC Permit Applications When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not a City record Police /
Admin. (Chief) PD-002
Background Files - Successful Employee & Volunteer Applicants (Employees, including Reserves) Separation +
4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; State Law & POST 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 /
Admin. (Chief) PD-003
Background Files - Unsuccessful Employee & Volunteer Applicants (Employees, including Reserves) 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 /
Admin. (Chief) PD-004
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-005
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-006
Community Engagement Programs and Communications / Crime Prevention Programs / National Night Out, Torch Run, etc.

Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Admin. (Chief) PD-007
Complaints from Members of the Public or
Employees- Internal Affairs 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 Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 55 of 87 CC Agenda 01-21-25
Ver. 3.0 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 /
Admin. (Chief) PD-008
Complaints from Members of the Public or Employees -Internal Affairs 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 /
Admin. (Chief) PD-009
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 Police /
Admin. (Chief) PD-010 Press Releases - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. (Chief) PD-011
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 /
Admin. (Chief) PD-012
Reviews: On-Duty Traffic Accidents, Use of Force, Vehicle Pursuits - 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 Police /
Admin. (Chief) PD-013 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 /
Admin. (Chief) PD-014
Weapons Inventory: Department-owned weapons, personal weapons, alternate weapons, secondary handguns, etc.

P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 56 of 87 CC Agenda 01-21-25
Ver. 3.0 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).

ADMINISTRATIVE / TRAINING
Police /
Admin. /
Training
PD-015
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 /
Admin. /
Training
PD-016
Training - Department Training Records - COURSE RECORDS (Attendance Rosters or Sign-in Sheets, 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)
Police /
Admin. /
Training
PD-017
Training - Department Training Records - EMPLOYEE FILETraining Certificates / Training Records Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 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)

OPERATIONS / COMMUNICATIONS / CAD / DISPATCH
Police / Ops /
Communications PD-018
Recordings: Audio - (CAD/RMS) Recordings of Telephone & Radio Communications Dispatch Tapes (CAD) / 911 Recordings Minimum
366 days Mag
Department Preference; legally mandated for 100 days; (civil suits may be filed up to 365 days); GC §§34090, 34090.6 Police / Ops /
Communications PD-019 Vacation Check Forms / Extra Patrol Request Forms When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Draft (entered in RMS / CAD system; GC §34090 et seq.

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

Agenda Item No. 06 Page 57 of 87 CC Agenda 01-21-25
Ver. 3.0 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 / Ops /
Investigations PD-020 Criminal Intelligence Files 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 Police / Ops /
Investigations PD-021 Detectives Investigation Files and Arrest Files Transferred
into
Record's
Police
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 / Ops /
Investigations PD-022 Pawn Slips / Secondhand Dealer Transaction Records 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Ops /
Investigations PD-023 U-Visas Minimum 4 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference to match the expiration date of the U-Visa; GC §34090

OPERATIONS / PARKING ENFORCEMENT
Police /
Parking
Enforce.

PD-024 Parking Citation Database
Indefinite -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Police /
Parking
Enforce.

PD-025 Parking Citations including Appeals / Administrative Reviews Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (the Statute of Limitation for collections is 5 years from he date of the last violation); CVC 40222(b); GC §34090

OPERATIONS / PATROL
Police / Ops /
Patrol PD-026 Canine (Police Service Dogs) Program Files: Service Animal Files Separation + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Agenda Item No. 06 Page 58 of 87 CC Agenda 01-21-25
Ver. 3.0 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 / Ops /
Patrol PD-027 Ops Plans (Fourth of July, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police / Ops /
Patrol PD-028 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 / Ops /
Patrol PD-029 Speedometer Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police / Ops /
Patrol PD-030 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.

Police / Ops /
Patrol PD-031 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

OPERATIONS / TEMPORARY HOLDING FACILITY
Police / Ops /
THF PD-032 Temporary Holding Facility Log 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

SUPPORT SERVICES / PROPERTY AND EVIDENCE
Police /
Admin. /
Support
Services /
Property &
Evidence
PD-033 Property & Evidence Database
Indefinite -
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference (data is interrelated); GC §34090 Police /
Admin. /
Support
Services /
Property &
Evidence
PD-034 Crime Report Photos
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Admin. /
Support
Services /
Property &
PD-035 Gun and Narcotics Destruction Log (Documents related to) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 59 of 87 CC Agenda 01-21-25
Ver. 3.0 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 /
Admin. /
Support
Services /
Property &
Evidence
PD-036 Property & Evidence Logs / Destruction Authorizations P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. /
Support
Services /
Property &
Evidence
PD-037 Recordings: Audio Voice Recordings (PUMA) When No Longer Required Mag Audio Recordings; GC §34090.6 et seq, Police /
Admin. /
Support
Services /
Property &
Evidence
PD-038 Recordings: Video - Temporary Holding Cell (Juveniles & Adults) 1 year Mag Records regular and ongoing operations; GC §34090.6 et seq, Police /
Admin. /
Support
Services /
Property &
Evidence
PD-039 Safekeeping: Lost & Found Property (Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Court or
District
Attorney
PD-040 Subpoenas (Criminal 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.

ADMINISTRATION / SUPPORT SERVICES / RECORDS
Police /
Admin. /
Support
Services /
Records
PD-041 RMS Database
Indefinite -
Follows the
Retention of
the Crime
Report
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 60 of 87 CC Agenda 01-21-25
Ver. 3.0 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 /
Admin. /
Support
Services /
Records
PD-042
Citations or Notice of Violations (Parking, Traffic, Marijuana / Cannabis), Animal, Code Enforcement, Administrative Citations (Includes requests for dismissals, cancellations, and appeals. 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

Department of
Justice PD-043
Crime Statistics / National Incident-Based Reporting System (NIBRS) / Uniform Crime Reports (UCR) - Summaries (BCS) When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department preference; Entered Directly into DOJ’s portal (a State record) Department of
Justice PD-044 Department of Justice Validation Lists
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Entered Directly into DOJ’s portal (a State record) Police /
Admin. /
Support
Services /
Records
PD-045 Livescan Application Forms and Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. /
Support
Services /
Records
PD-046 Local Criminal History Checks 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. /
Support
Services /
Records
PD-047 PAS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Admin. /
Support
Services /
Records
PD-048
POLICE REPORTS / SEALED RECORDS:Sealed Juvenile Cases - Childhood Sexual Assault After All P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department preference to accommodate statute of limitations for victims; CCP §§340.1, GC §34090 Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 61 of 87 CC Agenda 01-21-25
Ver. 3.0 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 /
Admin. /
Support
Services /
Records
PD-049
POLICE REPORTS / SEALED RECORDS:Sealed Juvenile CasesExcept 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 W&I §§389(a), 781(d), GC §34090; Police /
Admin. /
Support
Services /
Records
PD-050
POLICE REPORTS: Lost or Stolen 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 /
Admin. /
Support
Services /
Records
PD-051
POLICE 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 /
Admin. /
Support
Services /
Records
PD-052
POLICE 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 /
Admin. /
Support
Services /
Records
PD-053
POLICE REPORTS: Except those specifically mentioned in the schedule (ALL Others, Including Felonies and Misdemeanors) Minimum 10
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.

Agenda Item No. 06 Page 62 of 87 CC Agenda 01-21-25
Ver. 3.0 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 /
Admin. /
Support
Services /
Records
PD-054
POLICE REPORTS: Misdemeanor or Infraction - Adult Marijuana / Cannabis - H&S §11357(b)(c)(d)(e) or H&S §11360(b) (with procedure in H&S §11361.5) - Except those with outstanding stolen property, including firearms, or lost firearms Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD ("Shall" Destroy); GC §§68152(c)(8); H&S §11361.5 Police /
Admin. /
Support
Services /
Records
PD-055
POLICE REPORTS: Misdemeanor or Infraction - Juvenile Marijuana / Cannabis - H&S §11357(E) - Except those with outstanding stolen property, including firearms, or lost firearms 2 years or
Juvenile 18
years old
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 /
Admin. /
Support
Services /
Records
PD-056
POLICE 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 /
Admin. /
Support
Services /
Records
PD-057
POLICE REPORTS: Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, or lost firearms Date of
Arrest + 3
years
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) Police /
Admin. /
Support
Services /
Records
PD-058
POLICE REPORTS:Misdemeanor or Infraction Marijuana / Cannabis §11357(de) - Juvenile on School Grounds during School Hours (with procedure in H&S §11361.5) Offender is
18 Years
Old
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) Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 63 of 87 CC Agenda 01-21-25
Ver. 3.0 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 /
Admin. /
Support
Services /
Records
PD-059
POLICE REPORTS:Vacatur Relief Granted by Court - Victim of Human Trafficking, or Victim of Intimate Partner Violence or Sexual Violence (Nonviolent Crimes) Court Order
+ 1 year
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 /
Admin. /
Support
Services /
Records
PD-060 Recordings: Automated License Plate Readers (ALPR) When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq, CC §1798.90.53(b)(2)(G); Police /
Admin. /
Support
Services /
Records
PD-061 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 /
Admin. /
Support
Services /
Records
PD-062
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 /
Admin. /
Support
Services /
Records
PD-063 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 /
Admin. /
Support
Services /
Records
PD-064 Recordings: Drone (Unmanned Aerial Vehicle) When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq, Port Hueneme, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 64 of 87 CC Agenda 01-21-25
Ver. 3.0 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 /
Admin. /
Support
Services /
Records
PD-065 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 DOJJ, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police /
Admin. /
Support
Services /
Records
PD-066
Registrants: Arson Registrations: Juveniles released from Division of Juvenile Justice 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 /
Admin. /
Support
Services /
Records
PD-067 Registrants: Gang Adults Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.3(a)); GC §34090 Police /
Admin. /
Support
Services /
Records
PD-068 Registrants: Gang Juveniles Sealing Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.3(a)); Records are destroyed pursuant to W&I §781;GC §34090 Police /
Admin. /
Support
Services /
Records
PD-069 Registrants: Narcotics 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. /
Support
Services /
Records
PD-070 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.

Agenda Item No. 06 Page 65 of 87 CC Agenda 01-21-25
Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Admin. /
Support
Services /
Records
PD-071 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.

Court or
District
Attorney
PD-072
Restraining Orders, Emergency Protective Orders, Temporary Restraining Orders, Legal Stipulations, Orders After Hearing (When Not filed with the case file) Expiration of
the Order
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Not a City record
Police /
Admin. /
Support
Services /
Records
PD-073 Ride-A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Court or
District
Attorney
PD-074
Subpoenas (Civil Personal Appearance of Police Employees) or Subpoenas Duces Tecum / Public Records Act Requests - Police Records 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; Court or District Attorney records; GC §34090 et seq.

Agenda Item No. 06 Page 66 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / ENGINEERING
Lead Dept. PW-001 Permit Database Indefinite (Perm) Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - Data is interrelated and includes Building Permits; GC §34090, H&S §19850 City Clerk PW-002
Assessment Districts / Landscape & Lighting Districts / Community Facilities Districts / Lighting 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-003
Assessment Districts / Landscape & Lighting Districts / Community Facilities Districts / Lighting Districts / Landscape Maintenance Districts / Special DistrictFormation, Historically Significant Records P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-004 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-005
Bonds: Labor & Materials, Performance Bonds, Letters of Credit, Encroachment Permits, Monitoring Bonds Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Security; GC §34090
Public Works /
Engineering PW-006
Capital Improvement Projects (CIP) - where Engineering is the Lead: MAINTENANCEONLY PROJECTS (Painting, Re-Roof, etc. - No change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders, Notice of Completion, Photos, etc.) Completion +
5 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Statute of Limitations for Errors & Omissions not applicable; Some grant funding agencies require audits; Statute of Limitations: Contracts & Spec's=4 years, CCP §337 et. seq., GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 67 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

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

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

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

Agenda Item No. 06 Page 68 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Engineering PW-012
Permits / License Agreements: Permanent Encroachment (Structures in the City's Right of Way, Retaining Walls, etc.)Includes Insurance Certificates P Yes: Until Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-013
Permits: Temporary Encroachment, Film, etc. (Banner Permit, Film Permits, Excavation, Street Closure Permits, Street Cuts, Street & Sidewalk Repair, Streetlight Repair, Traffic Control, Transportation Permits, Utility Cuts, Wide Load / Heavy Load, etc.)Includes Insurance Certificates Minimum
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Lead Dept. PW-014
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA - Where Engineering is the LeadCorrespondence 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 &
Building
PW-015 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-016
Land Development: Administrative RecordsConstruction 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 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 69 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Engineering PW-017
Land Development: Permanent Records Abandonments, Certificate of Acceptance / Approval (copy), Dedications, Deeds (copies) Drainage, Driveway, Easements (copies), Geotechnical and Soil Reports / Hydrology Reports, Private Lab Verifications, Testing Lab Final Reports, Rights of Way (copies), Studies, Reports, etc.

P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090 Public Works /
Engineering PW-018 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-019 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-020 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police or Sheriff PW-021 Traffic Collision Reports / SWTRS Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Copies or Not City Records; GC §34090.7 Public Works /
Engineering PW-022 Traffic Counts / Traffic Studies 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Engineering PW-023 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Engineering PW-024 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 70 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Engineering PW-025 Transportation Permits / Wide Load Permits, Heavy Load Permits, etc. Expiration + 2 years Yes: Until Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC § 34090 Public Works /
Engineering PW-026 Transportation Plans / Master Plans P Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090

PUBLIC WORKS / OPERATIONS / FLEET MAINTENANCE
Public Works /
Lead Div. PW-041 APCD Permits - for Generators, etc. Issue Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Public Works /
Fleet Maint. PW-042
Fleet - Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 13 CCR 1234(e),VC 34505.5(c); 49 CFR 396.11; GC §34090 Public Works /
Fleet Maint. PW-043 Fleet - Tire Disposal / Waste Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 14 CCR 18459.3; GC §34090
Public Works /
Fleet Maint. PW-044 Fleet - Used Oil Disposal Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Fleet Maint. PW-045
Fleet - Vehicle & Equipment History FilesMaintenance, 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-046 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD APCD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works /
Fleet Maint. PW-047 Inspections or Audits by the CHP (Fleet) 5 years Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD Consistent with CHP requirements; OSHA requires 1 year; 8 Ca. Code Reg. § 3203(b)(1); GC § 34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 71 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Lead Div. PW-048 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of Certificate or Permit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq.

Public Works /
Lead Div. PW-049
Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Previous SDS / MSDS may be obtained from a service; SDS / MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Division
Providing
Service / Work
PW-050
Work Orders / Service Requests / Service Orders - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Division
Providing
Service / Work
PW-051
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-052
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 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 72 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / OPERATIONS / LANDSCAPE
Public Works /
Lead Div. PW-053 Air Pollution Control District (APCD Permits - for Generators, etc. Issue Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Public Works /
Lead Div. PW-054 Daily Record (log of work performed) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Lead Div. PW-055 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD APCD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works /
Lead Div. PW-056 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq.

Public Works /
Lead Div. PW-056.5 Playground Equipment Inspections and Maintenance 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Public Works /
Lead Div. PW-057 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of Certificate or Permit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq.

Public Works /
Lead Div. PW-058
Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Previous SDS / MSDS may be obtained from a service; SDS / MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Public Works /
Streets Maint. PW-059 Tree DATABASE (Mariposa)
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 73 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-8
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Streets Maint. PW-060 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 Division
Providing
Service / Work
PW-061
Work Orders / Service Requests / Service Orders - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Division
Providing
Service / Work
PW-062
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-063
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 / OPERATIONS / SOLID WASTE
Public Works /
Solid Waste PW-064 Schedules / Routes for Trash Trucks (Fleet maintains vehicles) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Public Works /
Solid Waste PW-065
Solid Waste Recycling / AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) . CalRecycle Annual Waste Diversion Report / CalREcycle Report, etc. 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; SB 1383 compliance is required for 5 years; LowCarbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995;.2 H&S §39730.7; GC §34090 Public Works /
Solid Waste PW-066
Solid Waste Reports to Regulatory Agencies (California Integrated Waste Management Board, etc.) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 74 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-9
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Solid Waste PW-067 Solid Waste Services / Hauler Quarterly Reports 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Solid Waste PW-068 Tonnage Reports 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Solid Waste PW-069
Trash Trucks - Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 13 CCR 1234(e),VC 34505.5(c); 49 CFR 396.11; GC §34090

PUBLIC WORKS / OPERATIONS / STREETS
Public Works /
Lead Div. PW-070 Air Pollution Control District (APCD Permits - for Generators, etc. Issue Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Public Works /
Lead Div. PW-071 Daily Record (log of work performed) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Lead Div. PW-072 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD APCD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works /
Lead Div. PW-073 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq.

Public Works /
Lead Div. PW-074 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.

Agenda Item No. 06 Page 75 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-10
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Lead Div. PW-075
Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Previous SDS / MSDS may be obtained from a service; SDS / MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Public Works /
Streets Maint. PW-076 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 /
Lead Div. PW-077 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The Excavator, Operator and Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f) & 4216.3(d), GC §34090 Division
Providing
Service / Work
PW-078
Work Orders / Service Requests / Service Orders - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Division
Providing
Service / Work
PW-079
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-080
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 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 76 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-11
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / SEWER / WASTEWATER COLLECTIONS
Public Works /
Wastewater
Collections
PW-081 CCTV Videos of Sewer Lines 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Wastewater
Collections
PW-082 Stormwater Permits / NPDES Permits / MS-4 Permits (Co-Permitee) Superseded + 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Code of Federal Regulations requires 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.

Public Works /
Wastewater
Collections
PW-083 Stormwater: Chain of Custody, Guidance Information, Lab Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Code of Federal Regulations requires 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.

Public Works /
Wastewater
Collections
PW-084 Stormwater: Construction, Industrial, BMPs, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Code of Federal Regulations requires 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.

Public Works /
Wastewater
Collections
PW-085 Stormwater: Industrial Notices / Code Enforcement / Violations / Spill Response Resolution + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Code of Federal Regulations requires 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.

Public Works /
Lead Div. PW-086
Confined Space Entries / Hot Work Permits / Lockout-Blockouts / Lockout-Tagouts / Energy Control Procedures (ECP) / Air Monitoring Calibrations 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Cal/OSHA requests 3 years of documents of Lockout-Blockouts / Lockout-Tagouts during audits; 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Public Works /
Lead Div. PW-087 Daily Record (log of work performed) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Wastewater
Collections
PW-088 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 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 77 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-12
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Wastewater
Collections
PW-089 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 /
Wastewater
Collections
PW-090 Sewer Odor Complaints / Gas Detection Results / Investigations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Wastewater
Collections
PW-091
Sewer System Management Plans (SSMP) and Audits / Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; SSMPs are required to be updated every 6 5 years; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB General Order 2006-03; & 2022-0103-DWQ; GC §34090 Public Works /
Wastewater
Collections
PW-092 Storm Drain System Maintenance (Slip Lining, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Lead Div. PW-093 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The Excavator, Operator and Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f) & 4216.3(d), GC §34090 Division
Providing
Service / Work
PW-094
Work Orders / Service Requests / Service Orders - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Division
Providing
Service / Work
PW-095
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 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 78 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-13
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Division
Providing
Service / Work
PW-096
Work Orders / Service Requests / Service Orders - NOT entered in CRM / CMMS Database (or partial information entered into
CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090

PUBLIC WORKS / WATER DISTRIBUTION
Public Works /
Lead Div. PW-097 Daily Record (log of work performed) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Water
Distribution
PW-098 Fire Hydrant Flush and Valve Maintenance Records - May be in CMMS Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept. PW-099 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD APCD Rule 1470; Form 400–E–13a instructions; GC §34090 Lead Dept. PW-100
Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Public Works /
Lead Div. PW-101 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The Excavator, Operator and Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f) & 4216.3(d), GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 79 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-14
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Division
Providing
Service / Work
PW-102
Work Orders / Service Requests / Service Orders - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Division
Providing
Service / Work
PW-103
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-104
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 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 80 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-15
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / WATER TREATMENT PLANT (POTABLE WATER)
Public Works /
Water Treatment
Plant
PW-105 Chains of Custody / Water Analysis & Sampling / Tabular Summaries: Chemical 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Actual laboratory reports may be kept, or data may be transferred to tabular summaries; State law requires 10 years; 40 CFR 141.33(a); 22 CCR §64470 Public Works /
Water Treatment
Plant
PW-106
Chains of Custody / Water Analysis & Sampling / Tabular Summaries: Bacteriological & Organics 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Actual laboratory reports may be kept, or data may be transferred to tabular summaries; State law requires 5 years; 40 CFR 141.33(a)and (b)(1); 22 CCR §64470 Public Works /
Water Treatment
Plant
PW-107 Chains of Custody / Water Analysis & Sampling / Tabular Summaries: Lead & Copper 12 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Lead and Copper are required for 12 years or 2 compliance cycles (some compliance cycles are nine years); 22 CCR 64400.20; 22 CCR 64690.80; 40 CFR 141.33(a); 40 CFR 141.91 Public Works /
Lead Div. PW-108
Confined Space Entries / Hot Work Permits / Lockout-Blockouts / Lockout-Tagouts / Energy Control Procedures (ECP) / Air Monitoring Calibrations 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Cal/OSHA requests 3 years of documents of Lockout-Blockouts / Lockout-Tagouts during audits; 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Public Works /
Water Treatment
Plant
PW-109
Customer Concerns / Customer Complaints / Complaint Forms: Odor / Taste / Visual Complaints (Correspondence regarding Potable Water) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470(a) Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 81 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-16
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Water Treatment
Plant
PW-110
Environmental Agencies / Regulatory Agencies for Potable Water - Correspondence with Substantive Content: DDW (Division of Drinking Water) / DWR (Department of Water Resources) / SWRCB (State Water Resources Control Board) Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Lead Dept. PW-111 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD APCD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works /
Water Treatment
Plant
PW-112 Leak Report / Annual Leak Report / Water Loss Reports Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Lead Dept. PW-113 Operations & Maintenance Manuals / O & M Manuals Disposal of Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Water Treatment
Plant
PW-114
Permits - Water Regulatory / Operating Permits: CalARP, CERS, Cal OSHA, DDW (Division of Drinking Water), DWR (Department of Water Resources), EPA, , RMP, SWRCB (State Water Resources Control Board) ,etc.

P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; NPDES Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 CCP §337 et seq.

Public Works /
Water Treatment
Plant
PW-115 Plant Operator Log Books 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; Meets Department of Public Heath requirements; GC §34090 Public Works /
Lead Div. PW-116 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 /
Water Treatment
Plant
PW-117
Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water), DWR (Department of Water Resources), EPA, RMP, SWRCB (State Water Resources Control Board) ,etc.

Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; NPDES Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 CCP §337 et seq.

Agenda Item No. 06 Page 82 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-17
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Water Treatment
Plant
PW-118 Reservoirs: Dive Videos Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After QC & OD Department preference (covers 2 mandated cycles); GC §34090 Public Works /
Water Treatment
Plant
PW-119 Reservoirs: Flushing, Disinfection and Cleaning Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Flushing, Disinfection, Inspection and Cleaning is required for 3 years; 22 CCR §64604(c); GC §34090 Public Works /
Water Treatment
Plant
PW-120 Reservoirs: Inspection Reports, Maintenance Records P Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department preference; GC §34090 Lead Dept. PW-121
Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Public Works /
Water Treatment
Plant
PW-122 Sanitary Surveys of Water Sources 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD 22 CCR §64470; GC §34090
Public Works /
Water Treatment
Plant
PW-123 SCADA Database (Water)
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Public Works /
Water Treatment
Plant
PW-124
Vulnerability Assessment / Emergency Response Plan / Risk & Resilience Assessment / Hazard Mitigation Plan When
Superseded -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Confidential; 42 USC 300i-2(d); GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 83 of 87 CC Agenda 01-21-25
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Landscaping, Solid Waste, Streets, Wastewater, Water) Page PW-18
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Water Treatment
Plant
PW-125
Water Production Reads / Reports (to State DDW (Division of Drinking Water) / DWR (Department of Water Resources) / SWRCB (State Water Resources Control Board) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Public Works /
Utilities /
Laboratory
PW-126 Water Quality Reports / Consumer Confidence Reports P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; State law requires 12 years, federal 10 years; 22 CCR §§ 64400.25; 64470, 64483(g), 40 CFR 141.33(a); 40 CFR 141.91 40 CFR 141.33(a); GC §34090 Public Works /
Water Treatment
Plant
PW-127 Water Treatment Plant Operators Certificates (posting required) When Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Water Treatment
Plant
PW-128 Water Treatment Plant Safety Training Certificates (posting required) Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 21960, 34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 84 of 87 CC Agenda 01-21-25
Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page REC-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

RECREATION & COMMUNITY SERVICES
Recreation &
Community
Services
R&CS-001 Registration Database
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD Department preference; GC §34090 Recreation &
Community
Services
R&CS-002 Activity Guide / Class Guide / Program Guide / Hueneme Magazine Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Recreation &
Community
Services
R&CS-003
Applications / Participants' Registration / Liability Forms / Release of Liability Forms / Photo Releases / Waivers of Liability / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. 2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD GC §34090
Recreation &
Community
Services
R&CS-004 Contracts for Performances / Instructors Completion + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Recreation &
Community
Services
R&CS-005 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Content Not Substantive / Preliminary drafts / Transitory records; GC §34090 Recreation &
Community
Services
R&CS-006
Facility Use Applications, Permits, or Contracts / Field Rentals (Includes Insurance Certificates and ABC Permits where appropriate) Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD GC §34090 et. seq.

Recreation &
Community
Services
R&CS-007 Incident Reports / Disruptive Patrons Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Recreation &
Community
Services
R&CS-008 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD GC §34090
Recreation &
Community
Services
R&CS-009 Lifeguard Certifications: Lifeguard, CPR/AED, First Aid, etc. Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD 29 CFR 1602.31 & 1627.3(b)(ii), GC §§ 3105, 12946, 12960, 60201; 29 USC 1113 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 85 of 87 CC Agenda 01-21-25
Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page REC-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Recreation &
Community
Services
R&CS-010
Lifeguard Database (WatchTower) - Personnel Training, Shifts, Incident Reports / Rescues, Beach Conditions, Public Interactions, Emergency Response Coordination Indefinite -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD 29 CFR 1602.31 & 1627.3(b)(ii), GC §§ 3105, 12946, 12960, 60201; 29 USC 1113 Recreation &
Community
Services
R&CS-011
Program Manager's Files: Activity / Special Programs / Event Files: After-School, Children's Programs, Gardening, Health Programs, Sports Programs, etc.IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD Department preference; GC §34090 Recreation &
Community
Services
R&CS-012 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Recreation &
Community
Services
R&CS-013 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 Recreation &
Community
Services
R&CS-014 Senior Nutrition Program 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD Department preference; meets standards for grants & audits; OMB Circular A-110 & A-133; GC §34090 Port Hueneme, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Agenda Item No. 06 Page 86 of 87 CC Agenda 01-21-25

CERTIFICATION

STATE OF CALIFORNIA )
COUNTY OF VENTURA ) SS.

CITY OF PORT HUENEME )
I, Georgianna Nicole Alvarez, City Clerk of the City of Port Hueneme, California, do hereby certify that the foregoing Resolution No. ____ was duly adopted at the regular meeting of the City Council on the __ day of ____, 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Dated:

Georgianna Nicole Alvarez
City Clerk
Agenda Item No. 06 Page 87 of 87 CC Agenda 01-21-25
DATE: January 21, 2025
TO: Honorable City Council
FROM: James Vega, City Manager
Anna Hanely, Recreation and Community Services Manager
SUBJECT: AUTHORIZE STAFF TO ACCEPT A $10,000 GRANT AWARD FROM THE

DL FRESH FOUNDATION IN SUPPORT OF STEM PROGRAMMING TO
BE OFFERED AT THE ORVENE S. CARPENTER COMMUNITY CENTER
RECOMMENDATION:

It is recommended that the City Council authorize staff to accept $10,000 in grant funds from the DL Fresh Foundation in support of STEM programming”, in order to implement an after school educational opportunity for local elementary school children at the Orvene S. Carpenter Community Center.

BACKGROUND/ANALYSIS:

In September of 2024, Diane Fresh, a board member of the DL Fresh Foundation, approached the City with information regarding a potential grant opportunity. During communications with Ms. Fresh it became evident that the foundation could serve as a conduit to apply for funding in specific support of STEM-based educational offerings that would serve children in our community. The City had been working to identify opportunities to expand recreation opportunities and after school programming, so Staff worked to develop a comprehensive program proposal that would work for the Port Hueneme community, utilizing an independent contractor. The program proposal features a three-day a week after school program that emphasizes immersive learning experiences in a variety of educational areas including; coding & robotics, digital animation, engineering, maker spaces, world language & culture, dramatic & visual arts, and fitness and wellness.

The program is designed for 1st through 5th graders and will provide access to nine hours of education enrichment weekly, focused on a curiosity-filled learning environment where participants will be encouraged to explore, collaborate and problem solve, alongside receiving homework assistance each week. The program models inclusive practices and promotes belonging while strengthening social-emotional skills for all enrollees.

Information about the proposed program was submitted to the DL Fresh Foundation for grant consideration. Earlier this month, the City received notice that the Foundation Agenda Item No. 07 Page 1 of 2 CC Agenda 01-21-25
DL Fresh Foundation Grant Award
January 21, 2025

Page 2 ends

Port Hueneme City CouncilJanuary 21, 2025

Port Hueneme City Council
January 21, 2025