Agenda packet — Rancho Cordova City Council, May 1, 2023 (part 1 of 6)

CITY OF RANCHO CORDOVA

CITY COUNCIL MEETING
Monday, May 1, 2023
5:30 PM – Regular Meeting
David B. Roberts Council Chambers
City Hall
2729 Prospect Park Drive, Rancho Cordova
Join the Meeting Via Zoom Link:
https://cityofranchocordova.zoom.us/j/88913009937?pwd=eGJ0bFhGL0RkbVdWUVZKV3VURlRSQT09 Join the Meeting via the Zoom Phone Number
Zoom Phone Number: +1 669 900 6833, +1 253 215 8782, or +1 346 248 7799 Webinar ID: 889 1300 9937
Password: 578969
Instructions to Make Public Comment
Submitting Public Comment via Email

Members of the public who wish to provide public comment via email will need to submit written comments to [email protected] no later than 2:00 p.m. on Monday, May 1, 2023.

Written comments received no later than 2:00 p.m. will be distributed to the Council, filed in the record, and will not be read aloud. All comments submitted later than 2:00 p.m. will be distributed to the Council.

Listening to a Zoom Meeting by Zoom Video Conference
To make a public comment using the Zoom platform, please use the “raise hand” feature at the bottom center of the screen. Please make sure to enable audio controls once access has been given by the City Clerk’s office to speak. Please wait to be called upon by the City Clerk.

Listening to a Zoom Meeting by Phone Only
You can join a Zoom meeting via teleconferencing/audio conferencing using a cell phone or

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Rancho Cordova City Council - AGENDA
Regular Meeting of Monday, May 1, 2023

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traditional landline phone. To request to make a public comment by phone press *9 to raise your hand. Please wait to be called upon by the City Clerk.

All public comments will be limited to three minutes.

If you have questions related to the City Council Meeting or the use of Zoom, please contact the City Clerk’s Office at (916) 851-8720 before Monday, May 1, 2023, at 2:00 p.m.

AGENDA

1. REGULAR MEETING - CALL TO ORDER/ROLL CALL

Council Members Garrett Gatewood, Siri Pulipati, David Sander, Donald Terry, and Mayor Linda Budge

2. METRO CABLE TV TELEVISION ANNOUNCEMENT

The Clerk will announce the meetings video recording and playback schedules.

3. PLEDGE OF ALLEGIANCE

The Mayor will call on someone in attendance to lead the Pledge.

4. INVOCATION

Wayne Hart with The Church of Jesus Christ of Latter-day Saints will give the invocation.

5. PRESENTATIONS

5.1. Annual Mosquito and West Nile Virus Update Presented by the Sacramento-Yolo Mosquito & Vector Control District.

5.2. Presentation of Proclamation to the Rancho Cordova Area Chamber of Commerce in Recognition of Small Business Week.

5.3. Presentation of Proclamation Recognizing the Need for Life-Saving Organ Transplants in California and Encouraging People to Register to be Organ and Tissue Donors and Give the "Gift of Life".

6. PUBLIC COMMENT

Citizens wishing to address the Council for any matter not on the agenda may do so at this time via teleconference or by completing and submitting a Speaker Card to the City Clerk.

If you want to make a public comment via teleconference, please use the “raise hand” feature at the bottom center of the screen. If you are participating by telephone and you want to make a public comment, please press *9 to raise your hand. For those participating by Zoom or telephone, please wait to be called upon by the City Clerk.

For items on the agenda, speakers will be called by the Mayor at the point on the agenda when the item will be heard. Speakers are encouraged to keep comments to three minutes or less and to state name and community of residence.

Under the provisions of the California Government Code, the City Council is prohibited from

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Rancho Cordova City Council - AGENDA
Regular Meeting of Monday, May 1, 2023

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discussing or taking immediate action on any item not on the agenda unless it can be demonstrated to be of an emergency nature or the need to take immediate action arose after the posting of the agenda.

7. COUNCIL REPORTS

8. CITY MANAGER'S REPORT

9. CONSENT CALENDAR ITEMS - ROLL CALL VOTE

9.1. Subject: Meeting Minutes from the Special City Council Meeting of April 11, 2023.

Recommendation: Adopt the Minutes.

9.2. Subject: A Resolution Updating the City's Records and Information Management - Retention Schedule Update.

Recommendation: Adopt the Resolution.

9.3. Subject: A Resolution Authorizing the City Manager to Execute Contract Amendment No. 57- 2019-2 with MCE Corporation to Extend the Contract Term from June 30, 2023, to June 30, 2024, which would Result in an Increase to the Contract Amount from $1,435,000 to an Amount not to Exceed $1,785,000 for Citywide Stormwater Facility Maintenance Services.

Recommendation: Adopt the Resolution.

9.4. Subject: A Resolution Authorizing the City Manager to Execute Construction Contract Amendment 2022-199-1 with Bear Construction, Inc. to Increase the Contract Amount from $673,058 to an Amount not to Exceed $778,058 for the Countryside ADA Sidewalk Improvement Project.

Recommendation: Adopt the Resolution.

9.5. Subject: A Resolution Authorizing the City Manager to Execute Contract Amendment No. 2020-189-1 with Harris & Associates to Extend the Contract Term from June 30, 2023, to June 30, 2028, which would Result in an Increase to the Contract Amount from $100,000 to an Amount not to Exceed $300,000 for On-Call District Administration Services.

Recommendation: Adopt the Resolution.

10. CONSENT PUBLIC HEARING ITEMS - ROLL CALL VOTE

10.1. Subject: A Resolution Declaring a Protest Hearing and Authorizing the Mailing of Property Owner Ballot Relating to the Imposition of the Annual Stormwater Utility Fee for the North Point Project.

Recommendation: Adopt the Resolution.

11. PUBLIC HEARING ITEMS

None.

12. REGULAR CALENDAR ITEMS

12.1. Subject: Presentation of the Draft Climate Action and Adaptation Plan.

Recommendation: Receive presentation, provide feedback.

12.2. Subject: A Resolution Authorizing the Public Works Director to Execute Contract 2023-59 the Smart City Managed Services Agreement with SiFi Networks Rancho Cordova LLC and a Project Update.

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Rancho Cordova City Council - AGENDA
Regular Meeting of Monday, May 1, 2023

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Recommendation: Adopt the Resolution.

13. COUNCIL REQUESTS FOR FUTURE AGENDA ITEMS

14. ADJOURNMENT

ADDITIONAL INFORMATION
Special Meetings listed below are subject to change/cancellation without further notice.

Unless the Council adopts a motion to extend the meeting, any item that is not initiated before 11:00 p.m. will be continued to the next day at 5:30 p.m. or scheduled on the next regular meeting agenda of the Council.

Public documents related to items on the open session portion of this agenda, which are distributed to the City Council less than 72 hours prior to the meeting, shall be available for public inspection at the time the documents are distributed to the Council. Documents are available for inspection at the City Clerk's office located in Rancho Cordova City Hall.

The agenda items are accessible on the City’s website at www.cityofranchocordova.org on Thursdays or Fridays prior to the Regular City Council Meeting.

UPCOMING MEETINGS
May 15, 2023 5:30 PM Regular Meeting
May 23, 2023 5:30 PM Special Meeting/Work Session
June 5, 2023 4:00 PM Special Meeting/Regular Meeting
June 19, 2023 5:30 PM Regular Meeting
June 27, 2023 5:30 PM Special Meeting/Work Session
July 3, 2023 4:00 PM Special Meeting/Regular Meeting
July 25, 2023 5:30 PM Special Meeting/Work Session
August 7, 2023 4:00 PM Special Meeting/Regular Meeting
If you have any technical questions related to the agenda items, please contact City Hall at (916) 851- 8700.

The Rancho Cordova City Council meeting will be videotaped in its entirety and will be cablecast without interruption on Metro Cable 14, the Government Affairs Channel on the Comcast, Consolidated Communications and AT&T U-Verse Systems. Closed Captioning will be available on the playback cablecast. A DVD copy is available from the City Clerk’s Department and a webcast of this meeting will be available for viewing via video streaming from the City’s website within 48 hours of adjournment of this meeting.

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Rancho Cordova City Council - AGENDA
Regular Meeting of Monday, May 1, 2023

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In compliance with the Americans with Disabilities Act, if you need a disability-related modification or accommodation, including auxiliary aids or services, to participate in this meeting, please contact the City Clerk’s Office at (916) 851-8720 at least 48 hours prior to the meeting.

CERTIFICATION OF POSTING OF AGENDA
I, Stacy Leitner, City Clerk for the City of Rancho Cordova, declare that the foregoing agenda for the May 1, 2023, Regular Meeting of the Rancho Cordova City Council was posted and available for review on April 27, 2023, at City Hall of the City of Rancho Cordova, 2729 Prospect Park Drive, Rancho Cordova, California, 95670. The agenda is also available on the city website at www.cityofranchocordova.org.

Signed April 27, 2023, at Rancho Cordova, California.

Stacy Leitner, CMC
City Clerk

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ITEM 9.1.

CITY OF RANCHO CORDOVA

CITY COUNCIL MEETING
Tuesday, April 11, 2023
5:30 PM – Special Meeting/Work Session
David B. Roberts Council Chambers
City Hall
2729 Prospect Park Drive, Rancho Cordova

DRAFT MINUTES

1. SPECIAL MEETING - CALL TO ORDER/ROLL CALL

Mayor Budge called the Special meeting to order in the David B. Roberts Council Chambers at 5:46 p.m.

Council Members Present: Garrett Gatewood, David Sander, Donald Terry, and Mayor Linda Budge
Council Members Absent: Siri Pulipati
Staff Members Present: Adam Lindgren, Persephonie Riley, Micah Runner, and Kelly Thompson

2. PUBLIC COMMENT

Mayor Budge opened the public comment period. The following individuals addressed the Council or submitted public comment via email:

1. Bill George

2. Amanda Turkes

3. Cynthia Dines

4. Erick Gardner

5. Tera Kolvenbach

6. Anu Bond

7. Dr. Kevin Cameron

8. JP Dolliver

9. Peter Maroon

10. Sreenath Bable

11. Anil Reddy

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ITEM 9.1.

Rancho Cordova City Council - DRAFT MINUTES
Meeting of Tuesday, April 11, 2023

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12. Veronica DeAlba

13. John (Bliss Gardens)

14. Danielle Vinson

15. Enass Rahman

16. Daniel Fong

17. Carrie Johnson

18. Jennifer Orozco

19. Mackenzie Wieser

20. Shelly Blanchard
Mayor Budge closed the public comment period.

3. SPECIAL MEETING

3.1. Recommendations on the Fiscal Year 2023/2024 Community Enhancement & Investment Fund Applications Received.

BREAK - 7:37 p.m. - 7:48 p.m.

ACTION: Input was received regarding Recommendations on the Fiscal Year 2023/2024 Community Enhancement & Investment Fund Applications Received.

4. ADJOURNMENT

Mayor Budge adjourned the meeting at 7:55 p.m.
_____________________
Stacy Leitner, CMC
City Clerk

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MEMORANDUM

City Council Staff Report - Page 1 of 1

ITEM 9.2.

DATE: May 1, 2023

TO: Honorable Mayor and Council Members

FROM: Stacy Leitner, City Clerk
Persephonie Riley, Assistant City Clerk

SUBJECT: A RESOLUTION UPDATING THE CITY'S RECORDS AND

INFORMATION MANAGEMENT - RETENTION SCHEDULE UPDATE

RECOMMENDATION

Adopt the Resolution.

RESULT OF RECOMMENDED ACTION

Adoption of a new Retention Schedule will enable City staff to facilitate the appropriate and efficient management and retention of City records in accordance with government regulations.

BACKGROUND

The City of Rancho Cordova adopted a Records Retention Schedule by Resolution No. 2-2005 on January 18, 2005, and performed updates in 2014 and 2018. As a result of working with each department to implement the Records and Information Management (RIM) program, staff identified updates to reflect the administrative, functional, historical, and legal needs of the city.

The updated Retention Schedule contains updates to record categories and example record types to reflect the current business of the City. It contains 105 record categories and can be used to assign accurate classifications in the electronic environment.

Adoption of a Citywide Records Retention Schedule will enable city staff to continue operating the Records Management Program and process routine record destruction adhering to federal, state, and local guidelines.

FISCAL IMPACT AND FUNDING SOURCE

There is no Fiscal Impact.

ATTACHMENT(S)

1. Resolution

2. Exhibit A to the Resolution - Updated Retention Schedule

3. Updated Retention Schedule (Redline Version)

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ITEM 9.2. ATTACHMENT 1
Resolution No. XX-2023 Page 1 of 1

CITY OF RANCHO CORDOVA

RESOLUTION NO. XX-2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA, STATE

OF CALIFORNIA, UPDATING THE RETENTION SCHEDULE FOR THE RECORDS AND

INFORMATION MANAGEMENT PROGRAM

WHEREAS, the City has an obligation to protect and consistently manage the records and information assets of the City in accordance with government regulations; and

WHEREAS, the City adopted the Retention Schedule on January 18, 2005 by Resolution No. 2-2005 and adopted revisions in 2014 and 2018; and

WHEREAS, since that time, staff has identified the need for additional changes to the Retention Schedule record categories and types to reflect current City processes; and

WHEREAS, this Resolution is intended to adopt updates to the current Retention Schedule to facilitate the appropriate and efficient management and retention of City records in accordance with all laws and regulations including, Government Code Section 34090; and

WHEREAS, the Retention Schedule has been reviewed by Department Heads, the City Attorney, and the City Clerk.

NOW, THEREFORE, BE IT HEREBY RESOLVED THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA THAT:

1. The Retention Schedule attached hereto as Exhibit A is hereby approved and adopted.

2. The Retention Schedule shall go into effect immediately for the management of City records and information.

PASSED AND ADOPTED by the City Council of the City of Rancho Cordova on the 1st day of May 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

ATTEST:

Linda Budge, Mayor

Stacy Leitner, CMC
City Clerk

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City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments
001 Department Administration
General internal administrative records of City departments, including:
- Documentation of department activities
- Routine reports generated by the City
- Information captured on a log or a list
- Correspondence, memos, notes and emails that do not require acknowledgment and do not pertain to another category
- Department projects
City Generated Routine Studies / Reports
Department Administrative Documents (calendars, committees, goals, objectives, meeting agendas, meeting minutes, meeting tapes/recording, plans) Employee Communication Letters (announcements, new programs, notices) In-House Committees / Employee Committees
Internal Controls Documentation (e.g., AP Edit Lists)
Logs (case number,subpoenas received)
Monthly and Periodic Reports of Building Activity (Dodge reports, etc.) Office Files, Office Manager Files
Volunteer Programs
Workpapers, Working Files
All Departments 2Y CA - GOV 34090 - (2Y)
002 Departmental Budget Management
Records and information relating to creating and implementing departmental budgets.

Budget Workpapers and supporting material (i.e. sales tax, property tax, TOT, etc.)
GANN Limit Calculation Workpapers
Budget Amendments
All Departments 4Y CA - GOV 34090 - (2Y)
003 Employee Training
All documents related to general and specialized technical education and training taken by officials, paid employees and unpaid volunteers, including:
- Ethics
- Fire Extinguisher
- First Aid/CPR
- Harassment
- Privacy
- Safety
- Specialized Equipment
- Safety Assessment Certifications
Certification Records
Compliance Training
Individual Education, Development
Proof of Individual Attendance
All Departments Termination +
5Y
CA - 8 CCR 3203 - (1Y)
CA - GOV 34090 - (2Y)
CA - GOV 53235.2b - (5Y)
CA - GOV 53237.2b - (5Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (2Y)
004 Officials and Employee Training Materials, Courses, Scheduling Documentation regarding the content of courses and schedules for training offered to employees, officials and volunteers.

ATTACHMENT 2
Exhibit A to the Resolution

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City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed/Complete CU = Current Year D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 005 Historical Documents, Events, Memorabilia, Collections, Artifacts Records and information documenting the history and significant milestones of the City as determined by the City Manager or City Clerk Annual Historical Reports of Building Permit Activity
Biographies of City Officials
Census Information
City Seal
City Generated Historical Studies / Reports
City Incorporation
City Publications
Demographics
Elections (historic, significant)
Executive, City Official Communications, Speeches, Videos Graphic Designs and Artists' Bios
Historic Districts
Historical Events, Artifacts, Architecture, Designations, Projects Historical Parks, Facilities
Media Releases, News, Press Releases
Memorial Programs
Newspaper Clippings
Picture Collections
Publicity Photographs
Registered Logos
Significant News Clippings, Releases
City Manager
Communications
City Clerk
Permanent CA - GOV 34090 - (2Y)
US - 24 CFR 91 Subpart C - (MAINT)
006 Meetings - Audio/Video Records
Audio and Video Recordings of City Council, Commissions, City Committees, and their governing boards.

Audio and Video Recordings All Departments Permanent CA - GOV 34090.7 - (90D) CA - GOV 54953.5(b) - (30D)
007 Organization Charts
Documents that depict the departmental and reporting structure of the City government.

Organization Charts/Trees
Reporting Structure
Finance
Human Resources
2Y CA - GOV 34090 - (2Y)
008 Policies, Procedures and Plans
All administrative documentation of City policies and procedures, including:
- Crisis Communication Plan
- Investment Policy
- Administrative Policies
- Finance Policies
- Records Retention Schedule
- Human Resources Policies
Administrative Policies
Directives
General Orders
Guidelines
Five-Year Plans
Handbooks
Policies
Procedure Manuals
Procedures
Program / Initiative Plans
Standards
All Departments Superseded +
6Y
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.14 - (AC+1Y)
January 1, 2017 Page 2 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

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City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Bids, Awards (unaccepted, rejected )
Exhibits
Notices
Price Lists
Quotations
Requisitions
Requests for Information (RFI)
Requests for Proposal (RFP )
Requests for Quote (RFQ)
Scorecards
Specifications
All Departments 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
010 Records, Information Management
Documentation of the compliance with Records and Information Management policy and procedures.

Certificates of Destruction
Document Hold Notices, Updates
Inactive Records Storage Information
Lists of Stored / Destroyed Records
Records Transfers (to storage, to other depts. )
City Clerk 10Y CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 - (CU+4Y)
US - 26 CFR 301.6501 - (CU+3Y)
011 Service Issues, Complaints
Documentation regarding department complaints and related requests for service.

Complaints
Issues Log
Online Citizen Reporting System Requests
Trouble Reports
All Departments 2Y CA - GOV 34090 - (2Y)
012 RETIRED
013 Vendor, Supplier Files
Records and information of suppliers and vendors to all City organizations created or retained in the purchasing or acquisition of goods and services.

Contractors - Vendor List
Vendor Packets
Vendor Applications, Profiles
All Departments 2Y CA - GOV 34090 - (2Y)
014 Animal Services
Records and information documenting activities of the Animal Services office.

Audio Recordings of Hearings
Bite Records
Case Files
Photos
Reporting
Neighborhood Services 3Y CA - CCP 335.1 - (LA2Y)
CA - CCP 340(c) - (LA1Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 122331 - (MAINT)
CA - PEN 597.1(d) - (3Y)
CA - PEN 802 - (1Y)
Rancho Cordova - RCMC 8.09.050 -
(3Y)
015 Building Permits and Documents
Records and information documenting all applications for building permits within the City and the permits issued.

ATTACHMENT 2
Exhibit A to the Resolution

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City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Complaints
Notices of Violation
Stop Work Orders
Violation Case Files
Building 5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
017 Master Plans
Records and information documenting the plans and construction- related documents associated with residential master plans.

Building Plans
Construction Documents
Building Permanent CA - CBC 107.5 - (180D)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
018 RETIRED
019 RETIRED
020 RETIRED
021 RETIRED
022 Building Plans and Construction Documents
Records and information documenting the plans for and construction of buildings.

Applications
Construction Specs
Correspondence
Floor Plans
Plan Evaluations
Plan Review
Plot Plans
Site Plans
Building Permanent CA - CBC 107.5 - (180D)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
023 Building Plan Review Notes and Inspection Correction Notices Records and information documenting plan review comments and inspection correction notices for residential and non-residential projects.

Plan Review Comment Letters
Inspection Correction Notices
Building Completion +
180 days
CA - CBC 107.5 - (180D)
024 Building Plans and Construction Documents - Soil Reports Soil reports associated with building plans and construction projects.

Soil Reports Building Permanent CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
025 RETIRED
026 RETIRED
027 Agreements, Contracts and Leases
Executed agreements, contracts, leases (which includes any type of contract, such as an agreement, franchise, purchase order, or lease) and associated ancillary documents, between the City and other parties.

Addendums and Amendments
Attachments / Exhibits
Certificates of Insurance
Disclosures
Leases, Attachments
Letters of Intent
License Agreements, Licenses
Licensing, Licenses (general )
Maintenance Agreements
Memoranda of Agreement (MOAs )
Memoranda of Understanding (MOUs )
Real Estate Leases, Attachments
Statements of Work (SOWs )
City Clerk Closed + 10Y CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 91.105(h) - (5Y)
US - 24 CFR 92.508 - (CL+5Y)
US - 24 CFR 982.158 - (AC+3Y)
US - 29 CFR 97.42 - (3Y)
US - 26 CFR 31.6001-1 - (CU+4Y)
US - 29 CFR 516.5 - (3Y)
US - 48 CFR 4.705-1 - (4Y)
January 1, 2017 Page 4 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

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City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Applications (appointed, unsuccessful )
Interview Notes
Letters of Appointment
Letters of Recommendation
Oaths of Office
Resumes
Submitted Documents
City Clerk
Planning
CEIF
Term of Office +
2Y
CA - GOV 34090 - (2Y)
029 Cemetery Administration
Records and information documenting administration of the Matthew Kilgore Cemetery.

Graves
Interment
Maps of Gravesites
Niches
Owner Information
City Clerk
Facilities
Public Works
Permanent CA - BPC 7686.5 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 8110 - (MAINT)
030 Claims by or Against the City
Records detailing claims lodged by and against the City.

Accident/Incident Reports
Actuarial Reports
Annual Audit of Open Claims
Appraisals
Claims By/Against the City
Closing Letters
Damage Estimate Reports
Supporting Documentation
Insurance Claims, Appraisals, Reports
Investigations
Liability Waivers
Subrogation Claims
City Clerk
Public Works (Corp Yard)
Final Resolution
+ 5Y
CA - 2 CCR 11013 - (AC+2Y)
CA - CCP 337 - (LA5Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 911.2 - (LA1Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12960 - (LA3Y)
CA - GOV 34090 - (2Y)
CA - VEH 2547 - (LA3Y)
031 Election Records - Administrative Files
Documentation of the administration of City elections.

Correspondence
Non-municipal election files
Research Notes
City Clerk 2Y CA - GOV 34090 - (2Y)
032 FPPC Election Forms- Candidates Elected
Records and information related to the filing of campaign and election documentation by candidates who are elected to City offices.

Campaign Disclosures: 410, 460, 462, 470, 496, 497, 501 City Clerk Permanent CA - GOV 81009(b) - (PR) 033 FPPC Election Forms- Candidates Not Elected
Records and information related to the filing of campaign and election documentation by candidates, but who are not elected.

Campaign Disclosures: 410, 460, 462, 470, 496, 497, 501 City Clerk 5Y CA - GOV 81009(b) - (5Y) 034 Election Records - Candidate Nomination Documents
Records and information related to the filing of nomination papers and petitions in lieu of filing fee.

Candidate Statements (for sample ballot )
Nomination Papers
Petitions in Lieu of Filing Fee
Signatures in Lieu of Filing Fee Petitions
Supplemental Nomination Papers
City Clerk Term of Office +
4Y
CA - ELEC 17100(a) - (T+4Y)
035 Final Budget
Records and information relating to final approved City budgets.

Final Budget Document City Clerk Permanent CA - GOV 34090 - (2Y) US - 26 USC 6531 - (LA6Y)
January 1, 2017 Page 5 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

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City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Form 410
Form 460
Form 496
Form 497
City Clerk AC*+4Y CA - 2 CCR 18401(b)(2) - (4Y)
CA - GOV 34090 - (2Y)
CA - GOV 84616(b) - (4Y)
* Remains active until committee is
disbanded
037 FPPC Forms - Mandated Reporting
Forms mandated by state law related to receipt and redistribution of gifts and honoraria, ceremonial roles, and holding of multiple positions for certain employees, elected or appointed officials, or consultants.

Form 801
Form 802
Form 806
City Clerk 7Y CA - GOV 34090 - (2Y)
CA - GOV 81009(e) - (7Y)
CA - GOV 84616(b) - (4Y) 038 FPPC Forms - Statements of Economic Interest Statements of economic interest mandated by state law for certain employees, elected or appointed officials, or consultants.

Form 700 City Clerk Term of Service
or Termination of
Employment +
7Y
CA - GOV 34090 - (2Y)
CA - GOV 81009(e) - (7Y)
CA - GOV 84616(b) - (4Y)
039 Insurance Coverage
Records detailing the City's general coverage against property damage and liability, whether self-funded or purchased, including renewal submission information, insurance quotes, & broker correspondence.

Binding Information
Binders
Broker Correspondence
California Joint Powers Insurance Authority (CJPIA)
Certificates of Insurance
Completed Applications
Flood Insurance
Insurance Policies
Insurance Quotes
Insurance Submissions
Liability Insurance
Renewal Strategy
City Clerk
Finance
Life of Policy +
5Y
CA - 22 CCR 3267-2 - (MAINT)
CA - CCP 337 - (LA4Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)040 Internal Legal Advice and Opinions Memoranda containing legal advice prepared by the City Attorney's for City departments.

Memos
Opinions
City Clerk
Finance/Risk
Communications
Human Resources
Housing
Planning
Public Works
Building
City Manager
5Y CA - GOV 34090 - (2Y)
January 1, 2017 Page 6 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

Page 15 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Agendas
Agenda Packets (includes staff reports )
Agenda Summary Reports
Appeals
City Codes
City-wide Plans/Programs Adopted
Commendations
Meeting Minutes
Minute Books & Index
Municipal Code
Ordinances
Petitions to Council
Policy Resolutions
Resolutions
Summary of Actions, Statement of Actions (SOAs)
Supplemental Communications
Transcriptions of audio and video recordings of meetings City Clerk
Planning
CEIF
Permanent CA - GOV 34090(e) - (PR)
042 Litigation and Third Party Claims
Records generated for or related to any case or action before a judicial, arbitral, or administrative officer or body.

Complaints
Court Orders
Discovery
Exhibits
Judgements
Policies of Intent
Pleadings
Prosecution
Recorded Instruments
Related Correspondence
Releases
Settlement Agreements
Subpoenas
City Clerk
Human Resources
Final Resolution
+ 10Y
CA - 2 CCR 11013 - (AC+2Y)
CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 911.2 - (LA6M; LA1Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626 (d) - (LA300D)
US - 42 USC 2000e-5 (e) - (LA180D)
US - 42 USC 2000e-5 (f) - (LA180D)
043 Public Information Request
Records requested by the public, required for provision to the public, and related inquiries.

Collection Lists
Formal Public Records Requests
Inquiries
Maddy Act Lists
City Clerk 2Y CA - GOV 34090 - (2Y)
044 Recorded Documents - Liens
Records of liens recorded on behalf of the City.

Liens City Clerk 2Y CA - GOV 34090 - (2Y)
045 Public Notices
Records documenting compliance with laws requiring public notice of government activities. Subjects include assessments, elections, land use changes, public meetings and hearings, sale of property, and others.

Affadavits of Mailing
Affidavits of Posting
Affidavits of Publication/Legal Notices
Public Hearing Notice Postcards (mailed to property owners but returned as undeliverable )
Public Hearing Notices
Public Meeting Notices
City Clerk
Housing
Planning
4Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
January 1, 2017 Page 7 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

Page 16 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Audio Recordings of Hearings
Certificates of Nuisance
Certificate of Abatement
Citations
Compliance with Conditions of Approval
Inspections / Enforcement (business, residential)
Investigations
Lien Confirmation Hearing Records
Notices and Orders
Photographs
Rental Registration Forms
Service Authority Service Vehicle Agreement
Vehicle Abatement (abandoned vehicles )
Reporting
Neighborhood Services While Active +
3Y
CA - CCP 340 - (LA1Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (1Y)
CA - Law Enforcement Evidence and
Property Management Guide
NOTES:
1) Records for repeat offenders may be
retained longer to document a history of
violations
2) Records associated with problem
properties may be placed on hold.
047 Communications
External-facing communications and advertising materials, including documentation of outreach activities/events held in cooperation or for the benefit of the local community.

Brochures
City Surveys
FAQs
Mailers
Media Packets, Releases, Kits
PowerPoint Presentations for Council Members
Press Kits
Public / Media Inquiries
Outreach / Education Materials
Publications Produced by the City (newsletter, neighbor guide) Publicity Files
Videos
Websites
Communications & Public
Affairs
CEIF
Neighborhood Services
4Y CA - CCP 337 - (LA4Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
048 Community Development Block Grant Project Files
Records and information of CDBG projects.

Payroll (certified, Davis Bacon )
Semi-annual Labor Reports
Community Development -
Housing
While Active +
4Y
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 570.490(d) - (CL+3Y)
US - 24 CFR 570.502(a)(16) - (CL+3Y;
CL+4Y)
049 Emergency Loan Program Files
Records and information regarding programs that provide assistance to home owners needed funds to respond to emergencies or perform need repairs.

Applications
Correspondence
Monitoring Files
Notices
Community Development -
Housing
While Active +
2Y
CA - 25 CCR 7721 - (MAINT)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
* Loan is active until fully paid
January 1, 2017 Page 8 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

Page 17 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed/Complete CU = Current Year D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 050 Personnel Files
All documents related to paid employees (full and part-time), unpaid volunteers, and interns including but not limited to:
- selection/hiring
- assignments
- promotion
- demotion
- transfer
- layoff
- termination / resignation
- pay rates / other terms of compensation
Applications, Applicant Reference Verifications
Awards, Rewards, Commendations, Certificates
Background Checks, Investigations - candidates hired
Complaints and Disciplinary Actions
Drivers License Data - Class C
Employee Policy Acknowledgements
I-9 Documents and copies of associated documents
Immigration Supporting Documentation
Individual Education, Development, Training Records
Investigations
Job Offer Letters
Leave of Absence Documentation, FMLA
Oaths of Office
Performance Evaluations, Reviews or PIPs
Recognition
Volunteer Acknowledgements
City Clerk
Community Engagement
Human Resources
Termination +
5Y
CA - 2 CCR 11013 - (FR+2)
CA - GOV 3105(f) - (T+5Y)
CA - GOV 12946 - (T+4Y)
CA - GOV 12960 - (LA3Y)
CA - GOV 12965 - (LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 1198.5 - (T+3Y)
CA - LAB 2810.8 - (3Y)
CA - VEH 1808.1(c) - (1Y)
US - 8 CFR 274a(2) - (3Y or T+1Y,
whichever is longer)
US - 20 CFR 655.760 - (T+1Y)
US - 29 CFR 825.500 - (3Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (AC+2Y)
US - 29 CFR 1627.3(b) - (T+1Y)
US - 29 USC 1059 - (T+1Y)
US - 41 CFR 60-1.12 (a) - (T+2Y)
US - 41 CFR 60-741.80 - (T+2Y)
051 Community Engagement Records
Records and information regarding informational resources, programs and events for City neighborhoods.

Brochures
Correspondence
Events (sign-in sheets)
Flyers
Growing Strong Neighborhoods
Rebuild Days
Tree Planting/Arborist
Programs:
1) Volunteer
2)Beautifcation: Tree Stump Removal, and Waterwise Landscaping, Chain Link Fence
3) Neighborhood Engagement
Communications & Public
Affairs
Public Works
2Y CA - GOV 34090 - (2Y)
052 Economic Development Programs and Services
Records and information documenting the City's economic development programs including marketing, events and customer relationships management.

Brownfields Grant
Business Incentive Programs (grants, funding)
Business Recruitment Programs
Community Activities
Demographics
Economic Development Programs
Economic Development Strategy
Revolving Loan Program
Signage and Facade Program
Economic Development While Active +
4Y
CA - CCP 337 - (LA4)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
053 Building, Property Management
Records and information regarding the structure of City buildings.

ATTACHMENT 2
Exhibit A to the Resolution

Page 18 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Includes the Emergency Operations Center.

After-Hours Binder
Business Continuity Plans
Disaster Recovery Plan
Drill Records
Emergency Contact Lists, Employee Lists, Roster of Workers Emergency Evacuation Procedures
Emergency Operations Center
Emergency Preparedness
Emergency Response
Evacuation Plans
Fire Prevention Plan
Telephone Trees
Facilities
Human Resources
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
055 Facility Rentals
Records and information of the rental of rooms or areas within City facilities by others.

Applications
Proof of Insurance
Facilities While Active +
4Y
CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
056 Maintenance Inspection Reports
Reports of inspections of maintenance performed on City facilities and infrastructure including:
- Buildings
- Changeable Message Signs (CMS)
- Closed Circuit TVs (VVTVs)
- Streets
- Sidewalks
- Signals and Bridges
- Storm Drains
- Streetlights
- Trees
Air Quality Inspections
Backflow Inspections
Building/Site Inspection Log
Elevator Permits
Equipment Inspections
Fire Extinguisher Inspections
Hazardous Materials Inspections
Janitorial Inspections
Landscape Inspection
Facilities 4Y CA - AQMD Rule 1470 - (3Y)
CA - 8 CCR 3203(b)(1) - (1Y)
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 4216.2(f) - (3Y)
CA - GOV 34090 - (2Y)
057 Security, Access Operations
Records and information regarding physical access controls and protection for City buildings and facilities.

Access Controls
Access Reports
Badge Lists
Daily Activity Logs
Facility Key Lists
Key Cards
Transaction Logs
Facilities
Human Resources
2Y CA - GOV 34090 - (2Y)
January 1, 2017 Page 10 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

Page 19 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Air Quality Permits
Equipment Certifications
Equipment Accident Reports
Irrigation
Landscaping
Maintenance and Repair Work Orders
Maintenance Reports (buildings, sidewalks)
Maintenance Timelines
Roads
Signals
Storm Drains
Street Sweeping
Tree Service
Vehicles/ Fleet
Facilities
Public Works
Life of Asset +
4Y
CA - AQMD Rule 1470 - (3Y)
CA - 8 CCR 3203(b)(1) - (1Y)
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 4216.2(f) - (3Y)
CA - GOV 34090 - (2Y)
059 Real Estate Transactions
Records and information related to the ownership, acquisition, disposition, transfer of, lease of, or improvement of real property, infrastructure and facilities including grant deeds, owned by or used by the City.

Acquisitions
Attachments
Buildings
Capital Improvements
Community Development Block Grant (CDBG ) Property Acquisitions Deeds of Trust
Dispositions
Housing Authority Owned Properties
Land
Mortgages
Possessory Interest
Property Transaction (DDA, DA, etc. )
Right of Way
Sales
Valuation Information
City Clerk
Housing
Public Works
Permanent CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090(a) - (PR)
US - 24 CFR 570.502(a)(7)(i)(A) -
(AC+4Y)
060 Accounts Payable and Receivable
Records and information related to the accounting of monies paid by the City including payment for financial obligation.

Aging Reports
Employee Project Billing Rates
Form 1099 Records and Form W-9 Records
Invoices and Vouchers (i.e. credit memos, EE expense reports, EE reimbursement, credit cards, refunds)
Project/Developer Billing Packet (i.e. billing posting journals, reconciliations, etc.)
Purchasing Card Expense Reconciliation/Allocations
Deposits (cash count reports, petty cash disbursement, cash register receipts, cash receipts )
Reconciliations
Finance 6Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
CA - LAB 1174(d) - (3Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) -
(AC+4Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
US - 29 CFR 97.42 - (3Y)
US - 29 CFR 516.5 - (3Y)
US - 48 CFR 4.705-1 - (4Y; 2Y)
061 Audits (Internal, External)
Records and information related to auditing activities, including reviewing and documenting operational, compliance, or financial information created as a part of an audit.

ATTACHMENT 2
Exhibit A to the Resolution

Page 20 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Bank Account Administration
Bank Statements (all agencies)
Checks, Canceled
Reconciliations
Signature Cards
Finance 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
063 Business Licenses
Records and information documenting the issuance of City business licenses.

Annual Licenses (fireworks)
Applications (new, renewal)
Employee Permits
General Business Licenses (commercial, home based, rental property) Special Licenses (handyman, car parts, etc. )
Tobacco License
Finance 5Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
Rancho Cordova - RCMC 4.02.080 -
(1Y)
Rancho Cordova - RCMC 4.10.155 -
(5Y)
064 Debt
Records and information relating to analysis of City financing activities.

Amortization Schedules
Bonds (continuing disclosures, bond rating reports, official statements) Loans (debt state loans, water (Alston & Imola) )
Finance Maturity* + 10Y CA - CCP 336 - (LA5Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 301.6501 - (CU+3)
* Maturity includes cancellation and
redemption
065 Financial Reporting - Annual, Official, Periodic
Issued and official periodic financial reports, whether required by regulations or generated to track financial transactions and achievements by the City.

Audit Files, Plans
Audit Schedules
Audit Workpapers
CAFR Workpapers
Improvement Plans
U.S. Equal Employment Opportunity Commission (EEOC ) Reports PERS Reports
Payroll Reports (HRA, RMT, ICMA 457 accounts, Nationwide, deferred compensation)
Petty Cash Audits
Possessory Interest Report (to County)
Quarterly Investment Report/Treasurer's Report
Self Insurance Reports
Special District Administration Reports
State Controller's Report (streets, financial transactions, financing corporation, employee compensation)
Workers Compensation Reports
Finance/Risk 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 CFR 31.6001-1(e)(2) -
(CU+4Y)
US - 26 USC 6531 - (LA6Y)
066 Financial, Strategic Planning
Records and information relating to financial planning.

Business Plans
Financial Plans
Forecasts
Strategic Plans
Finance
Communications & Public
Affairs
Human Resources
4Y CA - GOV 34090 - (2Y)
January 1, 2017 Page 12 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

Page 21 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Acquisitions
Amortization
Asset Retirement Records
Disposition/Sale
Capital Asset Records
Capital Improvements
Depreciation Schedules
Valuation Information
Finance Life of Asset +
10Y
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
US - 26 USC 6531 - (LA6Y)
068 General Ledger, Journal Entries, Project Entries
Records and information related to the transfer of charges between accounts and summaries of account information, including year end summaries of general ledger transactions.

Account Ledgers/Sub-Ledgers
Balance Sheets
Chart of Accounts
General Ledger
Inventory Transfers
Journal Entries and Backup Documentation
Miscellaneous Logs
Trial Balance
Year-End / Account Detail History Report
Finance 6Y CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
069 Payroll
Records and information related to the accounting of payroll earnings, deductions, and issuance. This also includes records and information reflecting all earnings and benefits paid to each employee, including:
- Name, address, SSN
- Total amount and date of payments
- Period of service covered for each
- Withholding
- Tax collected
Deduction Reports (deferred compensation, pers, garnishment) Payroll Checks, Copies, Stub Reports
Quarterly Payroll Taxes (941)
Timekeeping Records
W-2, W-4
Bi-Weekly/Monthly Payroll Report Packets
Finance
Human Resources
6Y CA - 2 CCR 570.5 - (5Y)
CA - 2 CCR 571(b)(1)(E) - (5Y)
CA - 22 CCR 1085-2 (c) - (4Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
CA - LAB 226a - (3Y)
CA - LAB 1174 - (3Y)
CA - LAB 1197.5 - (LA2Y, LA3Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 26 USC 6531 - (LA6Y)
US - 29 CFR 516.5 - (3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1620.32 - (2Y)
US - 29 CFR 1627.3 - (3Y)
US - 29 USC 436 - (5Y)
US - 48 CFR 4.705-2 - (4Y; 2Y)
070 Unclaimed Funds
Records and information pertaining to periodic publication of outstanding checks that are 3 years or older. After the City goes through its due diligence of trying to find the rightful owner, Finance returns any unclaimed funds to the City.

Uncashed Checks
Unclaimed Funds
Finance 10Y CA - CCP 1513 - (3Y)
CA - GOV 34090 - (2Y)
US - Uniform Unclaimed Property Act
(2016), Section 404 - (10Y)
January 1, 2017 Page 13 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

Page 22 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

NOTE: If a grant requires longer
retention, its specific requirements will
take precedence.
072 Background Checks - Personnel Not Hired
All documentation related to background checks for Applicants and unpaid volunteers that were not hired.

Human Resources 4Y CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
NOTE: Background checks for
personnel hired are part of the
personnel file.
073 Benefit Plans
Plans established to provide employee benefits and associated administrative documents. Types of plans include:
- Health
- Dental
- Vision
- Flex Spending
- Pension
- Retirement
COBRA Rates, Records, Histories
Deferred Conpensation (457, 401K )
Employee Benefit Plans
Excess Insurance Authority (EIA)
Group Insurance Cost Data
Life Insurance
CalPERS Actuarial Reports
CalPERS Retirement Plan
Summary Plan Descriptions
Human Resources Life of Plan + 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (T+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
US - 29 CFR 1627.3(b)(2) - (LI*+1Y)
US - 29 CFR 4007.10 - (6Y)
US - 29 CFR 4041.5 - (LI*+6Y)
* Life of Plan
074 Employee Benefit Files
Employee election (selection), enrollment or termination forms and related correspondence, including transmissions to carriers of additions, changes, claims and deletions (includes employee medical records subject to HIPAA requirements).

ATTACHMENT 2
Exhibit A to the Resolution

Page 23 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Drug Screening
Personnel Files - Medical
Vaccination Records
Human Resources Termination +
5Y
CA - 8 CCR 10102 - (Injury+5Y or
Closed+1Y)
CA - 8 CCR 14300.33 - (5Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 34090 - (2Y)
CA - LAB 5406 - (LA1Y; LA240W)
CA - LAB 5410 - (LA5Y)
CA - 29 CFR 1904.33 - (6Y)
US - 29 CFR 1910.95 - (2Y)
US - 49 CFR 382.401(b) - (5Y for
positive results; 1Y for negative results)
076 Regulatory Reporting for Human Resources
Official non-financial Human Resources reports issued by City organizations to comply with regulatory requirements.

ACA Reports
EEOC Reports
Labor Reports
OSHA 300 Reports
PERS Reports
Workers' Comp Reports
Human Resources 5Y CA - 2 CCR 11013(c)(1) - (2Y)
CA - 8 CCR 14300.33(a) - (6Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 405.9 - (5Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.30 - (3Y)
US - 29 CFR 1602.31 - (2Y)
US - 29 CFR 1602.32 - (3Y)
077 Salary, Compensation
Documentation of job classification compensation.

Classification Studies
Compensation Plans, Planning, Analysis
Cost of Living Adjustments
Job Descriptions
Job Evaluation Documentation
Salary Range History
Salary Surveys
Human Resources 3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.14 - (AC+1Y)
078 Staffing and Recruitment
Records and information related to recruitment of qualified persons for both paid and unpaid position with the City, whether full time or temporary, including:
- applications and related records of candidates interviewed but not hired or accepted
- applications received but not acted upon.

Applications, CVs, Resumes (rejected, unsolicited )
Applicant Tracking Records (hired, rejected )
Background Checks, Investigations - candidates not hired/accepted Civil Service Examination Results and Rankings
Drug Testing, Pre-Hire Screening - candidates not hired/accepted Interview Notes
Job Descriptions
Job Postings, Announcements
Job Requisition Requests
Position Information
Temporary Intern Staffing
Test Results (non-hires )
Test and Examination Materials
Unpaid Interns (rejected)
Volunteers (rejected )
Declined Offer Letters
Human Resources 5Y CA - 2 CCR 11013(c)(2) - (2Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y)
CA - GOV 12960 - (LA3Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (2Y)
US - 29 CFR 1627.3(b)(1) - (1Y)
US - 41 CFR 60-741.44(f)(4) - (3Y)
US - 41 CFR 60-741.44(k) - (3Y)
US - 49 CFR 382.401(b) - (5Y for
positive results; 1Y for negative results)
079 RETIRED
January 1, 2017 Page 15 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

Page 24 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Business, Functional Requirements
Change Requests
Data Element Attribute Reports
Data Migration Documentation
Database Dictionary / Schema
End User Documentation, User Manuals
Hardware Configurations
Joint Dispatch Center
Network Circuits Inventories
Network/Equipment Control Support Documentation
Source Code
System Documentation (codebooks, record layouts, reference guides, specifications)
System, Application Maintenance Documentation (hardware/operating system requirements, monitoring logs, operating manuals)
GIS
Information Technology
Public Works
Life of
Application,
System or
Process
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
081 Business Continuity Records - Computing Equipment and Network Operations
All documentation for dealing with preparation for and responses to emergencies, disasters and/or system failures for City computing resources.

Business Continuity Plans
Disaster Recovery Plan
Emergency Response
Information Technology 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
082 Technology Access and Security
Records and technical documentation of internal controls and system security. Includes data / information security breaches, notifications, and supporting documentation.

Annual Database & System Security Reviews
Audit Trail Files
Automated Logs
Change Management Case Files
Computer Usage Files
Data Breach Notifications
Data Breach Reports/Responses
Data Sets, Extracted Data Summaries
Hardcopy Publication, Printouts of Report Data
Privileged Area Access Requests
Security Access Request Forms
Special Access Approvals
Usage Reports (summary, system)
User Access Records (passwords, security logs, user accounts, log-in files, data entry logs, accounts )
User Incident, Response Files
Information Technology 3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - CIV 1798.27 - (3Y)
083 Administrative Entitlement Decisions
Records and information pertaining to decisions on Administrative Entitlement requests.

Administrative Decisions
Administrative Entitlements
Administrative Meeting Minutes
Planning Permanent CA - GOV 12981 - (1Y)
CA - GOV 34090 - (2Y)
January 1, 2017 Page 16 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

Page 25 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Appeals
ABC Notifications for Liquor Licenses
Below Market Rate Units / Affordable Housing
Design Review and Appeals
Development Regulations
Discretionary Entitlements
Downtown Parking Requirements
E.I.R., Notice of Determination, Categorical
General Plan
Home Occupation Permits (HOP )
Land Use Permits, Studies
Parking Calculations
Planned Unit Development (PUD )
Planning Review Case Files (notices, neighbor letters, plans, blueprints) Public Use
Summary of Actions
Variances
Zoning, Rezoning and Map Amendments
Planning Permanent CA - 14 CCR 15095 - (Reasonable)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI*)
* Life of the Building
085 Assessment/Special Funding Districts
Records and information documenting the formation and operations of Special funding districts including those for:
- Maintenance
- Transit
- Street Lighting
- Landscaping
- Police Tax
- Mello-Roos
District Formation Documents Public Works
Finance
Community Development
Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
CA - GOV 60201 - (PR)
086 Encroachments
Records documenting encroachments upon City property, or by the City on the property of others.

Encroachment Permits, Certificates Public Works While Active + 10Y
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
087 Hazardous Waste, Monitoring and Remediation
Planning, monitoring and contingency/emergency action plans for hazardous waste, emergency and spill response, natural and exposure emergencies, notifications and response; environmental action plans and supporting documentation; hazardous communications plans, including labeling, MSDS controls, training programs and procedures.

Emergency Response Programs
Employee Hazardous Chemical Exposure
Hazardous Material Incident Reports
Hazardous Substances Shipping Manifests
Hazardous Waste
Material Safety Data Sheets (MSDS )
Proposition 65 Monitoring
Site Mitigation
Toxic Substance Inventory
Public Works
Facilities
While Active +
30Y
CA - 8 CCR 3204d - (CL+30Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1910.1020 - (CL+30Y)
088 Operational Maps
Informal maps and geographical information pertaining to City operations and services.

Sewer TV Surveys
Street Sweeping
Tree Trimming
Trash Pick-up
Public Works Superseded +
4Y
CA - CCP 337.1 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
January 1, 2017 Page 17 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

Page 26 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Drainage
Final Improvement Plans/Record Drawing
Improvement Plans, Drawings
Project Plans
Site Aerial Photos
Specifications
Public Works Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 97.42(b) - (AC+3Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
090 Public Works Project Files - CIP Projects - In Progress Records Records and information related to the administration, analysis, design, development, planning, construction and maintenance of public works Capital Improvement (CIP) and related engineering projects for City facilities and infrastructure. Includes projects funded from various sources including bonds, grants, capital improvement and general fund.

Assessments
Bridges and Creeks Inventories
Calculations
Capacity (water, wastewater ) Fees
Certificates of Compliance/Notice of Non-Compliance
Change Orders
Contractor Material Submittals
Daily Inspections and Progress Meetings
Drainage
E.I.R., Notice of Determination, Categorical Exemptions Encroachment Permits, Certificates
Field Inspections, Closures
Improvement Plans, Drawings
Photos/Pictures
Project Schedules, Insurance, Permits
Real Estate Appraisals
Site Aerial Photos
Studies and Surveys
Underground Utilities Maps
Public Works Life of Building
or Facility + 10Y
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 97.42(b) - (AC+3Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
091 Public Works Project Files - Development Projects - Final Package Records and information that comprise the final record of developer driven projects involving City infrastructure.

Record Drawing
Drainage
Final Improvement Plans
Improvement Plans, Drawings
Site Aerial Photos
Public Works Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 97.42(b) - (AC+3Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
January 1, 2017 Page 18 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

Page 27 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Assessments
Certificates of Compliance/Notice of Non-Compliance
Daily Inspections and Progress Meetings
Development Fee Book
Drainage
E.I.R., Notice of Determination, Categorical Exemptions Encroachment Permits, Certificates
Field Inspections, Closures
Improvement Plans, Drawings
Photos/Pictures
Project Plans and Schedules, Insurance, Permits
Site Aerial Photos
Specifications, Calculations, Change Orders
Street Address Files
Studies and Surveys
Underground Utilities Maps
Public Works While Active +
10Y
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 97.42(b) - (AC+3Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
093 Real Property Maps and Drawings
Final maps and geographical information pertaining to City properties.

Annexations
Lot Line Adjustments
Parcel Mergers
Parcels, Plats
Sphere of Influence
Subdivisions
Vellums/Mylars
Planning
Public Works
Permanent CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI*)
US - 44 CFR 60.3 - (MAINT)
* Life of Building, Asset or Facility
094 Recorded Documents - Vital
Records and information pertaining to those original key documents recorded on behalf of the City.

Abandonments
Address Records
Affordable Housing Plans
Annexations
Certificate of Correction
Conveyances from the City (deeds, easements, abandonments/vacations) Conveyances to the City (deeds, easements, dedications) Deeds
Detachments
Development Agreements
Easements
Grant Deeds
Irrevocable Offers to Dedicate
Notice of Completion
Notice of Special Tax Lien
Rights-of-Way
Vacations
City Clerk Permanent CA - GOV 34090(a) - (PR)
January 1, 2017 Page 19 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

Page 28 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

ADA Compliance (ramps, sidewalks )
Bicycles
Enforcement
Highway Corridors
Impact Studies
Investigations
Signals
Signs
Speed Surveys
Streets
Street/Highway Studies/Surveys
Temporary Street Closures
Traffic Calming
Traffic Counts
Traffic Management Plans
Transportation Planning
Public Works 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
096 RETIRED
097 Use Permits
Documentation of permits issued in the City for the use of City property and facilities.

Applications
Block Parties
Filming Permits
Notices
Special Events
Street Permits
Tent Permits
Transportation Permits (oversize, overweight)
Tree Permit
Temporary Use Permits
Public Works
Planning
4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
098 Water Drainage Management
Records and information documenting the operations and maintenance of the City's storm drains, pump stations and drainage ditches.

Drainage Ditches
NPDES Permit
Pump Stations
Storm Drains
Public Works 4Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 122.44 - (3Y)
099 State & Federal Legislative Affairs Analysis of legislation affecting the City Council Letters of Support/Opposition
Federal Legislative Update
Legislative Platform
State Legislative Update
Communications & Public
Affairs
While Active* +
2Y
CA - GOV 34090 - (2Y)
* Records associated with historically
significant legislation may be directed
to #005, Historical.
100 Facilities Projects
Records and information related to the management of Facilities Projects and Maintenance.

Repair and Maintenance
Capital Improvement Project
Tenant Improvement
Professional Services
Facilities Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 97.42(b) - (AC+3Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
January 1, 2017 Page 20 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

Page 29 of 467 ends

City of Rancho Cordova
Retention Schedule
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed/Complete CU = Current Year D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 101 Community Enhancement and Investment Fund
Records and information related to the management of Community Enhancement Fund Programs and Projects
Applications and supplemental materials received from prospective grantees Applications and guidelines for the grant process
Reports received from grant recipients
Annual Citizen Report
CEIF While Active +
6Y
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 USC 6531 - (LA6Y)
102 Community Enhancement Fund - Construction Related Funding Records and information related to the management of Community Enhancement Fund Programs and Projects involving physical improvements or construction on privately owned property Applications and supplemental materials received from prospective grantees Applications and guidelines for the grant process
Reports received from grant recipients
Labor Compliance Documents (Department of Industrial Relations) City Manager While Active +
10Y
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 USC 6531 - (LA6Y)
103 Investments
Records and information relating to analysis of City investment activities.

Certificates of Deposit (CDs)
Direct Investments
Local Agency Investment Fund (LAIF)
Security Instruments
Stock/Equity
Trust Accounts
Finance 10Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 301.6501 - (CU+3)
104 Neighborhood Services Programs
Records and information relating to the programs offered through Neighborhood Service:
- Parking Enforcement
- Animal Clinic
Applications
Parking Tickets
Sign up Shees
Neighborhood Services While Active + 3
Years
CA - CCP 335.1 - (LA2Y)
CA - CCP 340(c) - (LA1Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 122331 - (MAINT)
CA - PEN 597.1(d) - (3Y)
CA - PEN 802 - (LA1Y; LA2Y; LA3Y)
105 Art Program
Records and information relating to the City's art program.

Applications
Approval Letter
Releases and Waivers
CEIF While Active + 4
Years
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
January 1, 2017 Page 21 of 21
ITEM 9.2.

ATTACHMENT 2
Exhibit A to the Resolution

Page 30 of 467 ends

City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments
001 Department Administration
General internal administrative records of City departments, including:
- Documentation of department activities
- Routine reports generated by the City
- Information captured on a log or a list
- Correspondence, memos, notes and emails that do not require acknowledgment and do not pertain to another category
- Department projects
City Generated Routine Studies / Reports
Department Administrative Documents (calendars, committees, goals, objectives, meeting agendas, meeting minutes, meeting tapes/recording, plans) Employee Communication Letters (announcements, new programs, notices ) In-House Committees / Employee Committees
Internal Controls Documentation (e.g., AP Edit Lists)
Logs (case number,subpoenas received )
Monthly and Periodic Reports of Building Activity (Dodge reports, etc.) Office Files, Office Manager Files
Volunteer Programs
Workpapers, Working Files
All Departments 2Y CA - GOV 34090 - (2Y)

NO CHANGE
002 Departmental Budget Management
Records and information relating to creating and implementing departmental budgets.

Budget Workpapers and supporting material (i.e. sales tax, property tax, TOT, etc.)
GANN Limit Calculation Workpapers
Budget Amendments
All Departments 4Y CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y) NO CHANGE
003 Employee Training
All documents related to general and specialized technical education and training taken by officials, paid employees and unpaid volunteers, including:
- Ethics
- Fire Extinguisher
- First Aid/CPR
- Harassment
- Privacy
- Safety
- Specialized Equipment
- Safety Assessment Certifications
Certification Records
Compliance Training
Individual Education, Development
Proof of Individual Attendance
All Departments Termination + 5Y CA - 8 CCR 3203 - (1Y) CA - GOV 12946 - (T+4Y)
CA - GOV 34090 - (2Y)
CA - GOV 53235.2b - (5Y)
CA - GOV 53237.2b - (5Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (2Y) Citation CA - GOV 12946 the
retention is now 4 years
004 Officials and Employee Training Materials, Courses, Scheduling Documentation regarding the content of courses and schedules for training offered to employees, officials and volunteers.

AB1234 and Certificates
Employee Development
Presentation Materials
PowerPoint Presentations
Rosters
Sign-in Sheets
Testing
Training Bulletins
All Departments 2Y CA - 8 CCR 3203 - (AC+1)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.14 - (AC+1Y)
CA - GOV 53235.2(b) - (5Y)
CA - GOV 53237.2(b) - (5Y)
US - 29 CFR 1602.14 - (1Y)
Persephonie to talk to Stacy re
AB1234 certificates. Added
"Officials" to the title.
005 Historical Documents, Events, Memorabilia, Collections, Artifacts Records and information documenting the history and significant milestones of the City as determined by the City Manager or City Clerk Annual Historical Reports of Building Permit Activity
Biographies of City Officials
Census Information
City Seal
City Generated Historical Studies / Reports
City Incorporation
City Publications
Demographics
Elections (historic, significant)
Executive, City Official Communications, Speeches, Videos Graphic Designs and Artists' Bios
Historic Districts
Historical Events, Artifacts, Architecture, Designations, Projects Historical Parks, Facilities
Media Releases, News, Press Releases
Memorial Programs
Newspaper Clippings
Picture Collections
Publicity Photographs
Registered Logos
Significant News Clippings, Releases
City Manager
Communications
City Clerk
Permanent CA - GOV 34090 - (2Y)
US - 24 CFR 91 Subpart C - (MAINT)
Added the record example
"Graphic Design and Artists'
Bios"

ATTACHMENT 3

Page 31 of 467 ends

City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Audio and Video Recordings All Departments Permanent CA - GOV 34090.7 - (90D) CA - GOV 54953.5(b) - (30D)

NO CHANGE
007 Organization Charts
Documents that depict the departmental and reporting structure of the City government.

Organization Charts/Trees
Reporting Structure
Finance
Human Resources
2Y CA - GOV 34090 - (2Y)
Added Human Resources to
department of record.
008 Policies, Procedures and Plans
All administrative documentation of City policies and procedures, including:
- Crisis Communication Plan
- Investment Policy
- Administrative Policies
- Finance Policies
- Records Retention Schedule
- Human Resources Policies
Administrative Policies
Directives
General Orders
Guidelines
Five-Year Plans
Handbooks
Policies
Procedure Manuals
Procedures
Program / Initiative Plans
Standards
All Departments Superseded +
6Y
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6501 - (CU+3Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1627.3 - (Termination of
Plan+1Y)
US - 45 CFR 164.530 (j) - (CU+6Y)

NO CHANGE
009 Procurement - Agreements and Contracts Not Awarded
Procurement Records
Records and information created or retained in the preparation of purchasing or acquisition of goods and services, but where the purchase order, contract, or agreement was not awarded.

Bids, Awards (unaccepted, rejected )
Exhibits
Notices
Price Lists
Quotations
Requisitions
Requests for Information (RFI)
Requests for Proposal (RFP )
Requests for Quote (RFQ )
Scorecards
Specifications
All Departments 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Changed category title and
added Notices to the list of
example records.
010 Records, Information Management
Documentation of the compliance with Records and Information Management policy and procedures.

Certificates of Destruction
Document Hold Notices, Updates
Inactive Records Storage Information
Lists of Stored / Destroyed Records
Records Transfers (to storage, to other depts. )
All Departments
City Clerk
10Y CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 - (CU+4Y)
US - 26 CFR 301.6501 - (CU+3Y)
Office of record is only City
Clerk.
011 Service Issues, Complaints
Documentation regarding department complaints and related requests for service.

Complaints
Issues Log
Online Citizen Reporting System Requests
Trouble Reports
All Departments 2Y CA - GOV 34090 - (2Y)

NO CHANGE
012 Number Retired
013 Vendor, Supplier Files
Records and information of suppliers and vendors to all City organizations created or retained in the purchasing or acquisition of goods and services.

Contractors - Vendor List
Vendor Packets
Vendor Applications, Profiles
All Departments 2Y CA - GOV 34090 - (2Y)

NO CHANGE
January 1, 2017 Page 2 of 18
ITEM 9.2.

ATTACHMENT 3

Page 32 of 467 ends

City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Audio Recordings of Hearings
Bite Records
Case Files
Photos
Reporting
Animal Services
Neighborhood Services
3Y CA - CCP 335.1 - (LA2Y)
CA - CCP 340(c) - (LA1Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 122331 - (MAINT)
CA - PEN 597.1(d) - (3Y)
CA - PEN 802 - (1Y)
Rancho Cordova - RCMC 8.09.050 -
(3Y)
Office of record name change.
015 Building Codes and Permits
Building Permits and Documents
Records and information documenting all applications for building permits within the City and the permits issued.

Building Applications for Issued and Final Permits
Building Code Board of Appeals
Building Code Books Adopted by Ordinance (California Building Code, California Residential Code, California Mechanical Code, etc.)
Building Permit Database
Building Permits
Certificates of Compliance
Certificates of Occupancy
Disability Access Board of Appeals
Building Permanent CA - CBC 107.5 - (180D)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (Life of Building)
Changed title to match file plan.
016 Building Codes, Building Permits - Complaints and
Violations
Building - Complaints and Violations
Records and information documenting compliance with, and receipt, processing and resolution of associated complaints, with building codes violations and permits issued by the City.

Complaints
Notices of Violation
Stop Work Orders
Violation Case Files
Building Final
Resolution + 2Y
5Y
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Changed title to match file plan.

Changed retention from FR+2Y
to 5Y.
017 Building Plans and Construction Documents - Approved Residential Master Plans
Master Plans
Records and information documenting the plans and construction- related documents associated with residential master plans.

Building Plans
Construction Documents
Building Permanent CA - CBC 107.5 - (180D)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
Changed title to match file plan.
018 Building Plans and Construction Documents - Finaled - Residential and Non-Residential Exception - All Other Projects (including but not limited to Accessory Structures)
Building plans and construction documents for all other construction projects and accessory structures, both residential and non-residential.

Building Plans
Construction Documents
Building Completion +
180 days
CA - CBC 107.5 - (180D)
Building wants this retired.
019 Building Plans and Construction Documents - Finaled Commercial Structures, Multi-Family Dwellings (3 or more units), and Places of Public Accommodation
Building plans and construction-related documents for residential commercial structures, multi-family dwellings, and places of public accommodation.

Building and Site Access Compliance Documentation (CASp Reports, etc. ) Building Plans
Construction Documents
Hazardous Materials Questionnaires
Building Life of Building
or Facility
CA - CBC 107.5 - (180D)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
Building wants this retired.
020 RETIRED
021 Building Plans and Construction Documents - Finaled Residential Production Homes
Records and information documenting the plans and construction- related documents associated with residential production homes.

Plot Plans
Floor Plans
Building Life of the
Building
CA - CBC 107.5 - (180D)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI) Building wants this retired.

January 1, 2017 Page 3 of 18
ITEM 9.2.

ATTACHMENT 3

Page 33 of 467 ends

City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Applications
Construction Specs
Correspondence
Floor Plans
Plan Evaluations
Plan Review
Plot Plans
Site Plans
Building Permanent CA - CBC 107.5 - (180D)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
Changed title and record
examples.
023 Building Plans and Construction Documents - Plan Review Notes and Inspection Correction Notices for Residential and Non- Residential Projects
Building Plan Review Notes and Inspection Correction Notices Records and information documenting plan review comments and inspection correction notices for residential and non-residential projects.

Plan Review Comment Letters
Inspection Correction Notices
Building Completion +
180 days
CA - CBC 107.5 - (180D)
Changed title. Retention ok
024 Building Plans and Construction Documents - Soil Reports Soil reports associated with building plans and construction projects.

Soil Reports Building Permanent CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
025 Floor Plans, Plot Plans and Elevation Building Plans and Construction Documents - Finaled Residential Custom Homes (less than 3 units)
Floor plans, plot plans and elevation documents associated with residential custom homes (less than 3 units).

Floor Plans
Plot Plans
Selected Plan Elevations
Building Life of the
Building
CA - CBC 107.5 - (180D)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI) Building wants this retired.

Incorporated into other
categories and matches File
Plan
026 Plot Plans and Site Construction Plans - Finaled - Residential and Non-Residential Exception - All Other Projects (including but not limited to Accessory Structures)
Plot Plans and site Construction plans for all other construction projects and accessory structures, both residential and non-residential.

Plot Plans
Site Plans
Construction Plans
Building Until Removed
or Demolished
CA - CBC 107.5 - (180D)
CA - HSC 19850 - (LI)
Building wants this retired.

Incorporated into other
categories and matches File
Plan
027 Agreements, Contracts and Leases
Executed agreements, contracts, leases (which includes any type of contract, such as an agreement, franchise, purchase order, or lease) and associated ancillary documents, between the City and other parties.

Addendums and Amendments
Attachments / Exhibits
Certificates of Insurance
Disclosures
Leases, Attachments
Letters of Intent
License Agreements, Licenses
Licensing, Licenses (general)
Maintenance Agreements
Memoranda of Agreement (MOAs )
Memoranda of Understanding (MOUs )
Real Estate Leases, Attachments
Statements of Work (SOWs )
City Clerk Closed + 10Y CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 91.105(h) - (5Y)
US - 24 CFR 92.508 - (CL+5Y)
US - 24 CFR 982.158 - (AC+3Y)
US - 29 CFR 97.42 - (3Y)
US - 26 CFR 31.6001-1 - (CU+4Y)
US - 29 CFR 516.5 - (3Y)
US - 48 CFR 4.705-1 - (4Y)

NO CHANGE
028 Appointments to Boards, Commissions and Committees
Staff records related to appointments made by authorized elected officials to councils, committees, boards, and commissions.

Applications (appointed, unsuccessful)
Interview Notes
Letters of Appointment
Letters of Recommendation
Oaths of Office
Resumes
Submitted Documents
City Clerk
Planning
CEIF
Term of Office +
2Y
CA - GOV 34090 - (2Y)
Added departments to office of
record.

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ITEM 9.2.

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City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Graves
Interment
Maps of Gravesites
Niches
Owner Information
City Clerk
Facilities
Public Works
Permanent CA - BPC 7686.5 - (LA3Y)
CA - BPC 7711.2 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 8110 - (MAINT)

NO CHANGE
030 Claims by or Against the City
Records detailing claims lodged by and against the City.

NO CHANGE
031 Election Records - Administrative Files
Documentation of the administration of City elections.

Correspondence
Non-municipal election files
Research Notes
City Clerk 2Y CA - GOV 34090 - (2Y)

NO CHANGE
032 FPPC Election Forms- Candidates Elected
Records and information related to the filing of campaign and election documentation by candidates who are elected to City offices.

Campaign Disclosures: 410, 460, 462, 470, 496, 497, 501 City Clerk Permanent CA - GOV 81009(b) - (PR)

NO CHANGE
033 FPPC Election Forms- Candidates Not Elected
Records and information related to the filing of campaign and election documentation by candidates, but who are not elected.

Campaign Disclosures: 410, 460, 462, 470, 496, 497, 501 City Clerk 5Y CA - GOV 81009(b) - (5Y)

NO CHANGE
034 Election Records - Candidate Nomination Documents
Records and information related to the filing of nomination papers and petitions in lieu of filing fee.

Candidate Statements (for sample ballot)
Nomination Papers
Petitions in Lieu of Filing Fee
Signatures in Lieu of Filing Fee Petitions
Supplemental Nomination Papers
City Clerk Term of Office +
4Y
CA - ELEC 17100(a) - (T+4Y)

NO CHANGE
035 Final Budget
Records and information relating to final approved City budgets.

Final Budget Document City Clerk Permanent CA - GOV 34090 - (2Y) US - 26 USC 6531 - (LA6Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)

NO CHANGE
036 FPPC Forms - Local Ballot Measure Committees
Forms mandated by state law related to committees established to support local ballot initiatives.

Form 410
Form 460
Form 496
Form 497
City Clerk AC*+4Y CA - 2 CCR 18401(b)(2) - (4Y)
CA - GOV 34090 - (2Y)
CA - GOV 84616(b) - (4Y)
* Remains active until committee is
disbanded

NO CHANGE
037 FPPC Forms - Mandated Reporting
Forms mandated by state law related to receipt and redistribution of gifts and honoraria, ceremonial roles, and holding of multiple positions for certain employees, elected or appointed officials, or consultants.

Form 801
Form 802
Form 806
City Clerk 2Y
7Y
CA - GOV 34090 - (2Y)
CA - GOV 81009(e) - (7Y)
CA - GOV 84616(b) - (4Y)

NO CHANGE
038 FPPC Forms - Statements of Economic Interest
Statements of economic interest mandated by state law for certain employees, elected or appointed officials, or consultants.

Form 700 City Clerk Term of Service
or Termination of
Employment +
7Y
CA - GOV 34090 - (2Y)
CA - GOV 81009(e) - (7Y)
CA - GOV 84616(b) - (4Y)

NO CHANGE
January 1, 2017 Page 5 of 18
ITEM 9.2.

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City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Binding Information
Binders
Broker Correspondence
California Joint Powers Insurance Authority (CJPIA )
Certificates of Insurance
Completed Applications
Flood Insurance
Insurance Policies
Insurance Quotes
Insurance Submissions
Liability Insurance
Renewal Strategy
City Clerk
Finance
Life of Policy +
5Y
CA - 22 CCR 3267-2 - (MAINT)
CA - CCP 337 - (LA4Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)

NO CHANGE
040 Internal Legal Advice and Opinions
Memoranda containing legal advice prepared by the City Attorney's for City departments.

Memos
Opinions
City Clerk
Finance/Risk
Communications
Human Resources
Housing
Planning
Public Works
Building
City Manager
10Y
5Y
CA - GOV 34090 - (2Y)
Departments wanted retention
reduced from 10 to 5 years.
041 Governing Councils, Boards, Agencies & Commissions - Legislative Affairs
Records of all actions taken by City legislative bodies, including City Council, City Commissions and Board, City Council Task Forces, Oversight Boards, and City Council Committees taken during public and closed session meetings.

Agendas
Agenda Packets (includes staff reports)
Agenda Summary Reports
Appeals
City Codes
City-wide Plans/Programs Adopted
Commendations
Meeting Minutes
Minute Books & Index
Municipal Code
Ordinances
Petitions to Council
Policy Resolutions
Resolutions
Summary of Actions, Statement of Actions (SOAs )
Supplemental Communications
Transcriptions of audio and video recordings of meetings City Clerk
Planning
CEIF
Permanent CA - CCP 315 - (LA10Y)
CA - CCP 321 - (LA5Y)
CA - CCP 336 - (LA5Y)
CA - CCP 336a - (LA6Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - GOV 34090(e) - (PR)
Added departments to office of
record.

January 1, 2017 Page 6 of 18
ITEM 9.2.

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City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Complaints
Court Orders
Discovery
Exhibits
Judgements
Policies of Intent
Pleadings
Prosecution
Recorded Instruments
Related Correspondence
Releases
Settlement Agreements
Subpoenas
City Clerk
Human Resources
Final Resolution
+ 10Y
CA - 2 CCR 11013 - (AC+2Y)
CA - 8 CCR 10102 - (5Y; CL+1Y)
CA - 22 CCR 1085-2 - (CU+4Y)
CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 911.2 - (LA6M; LA1Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001 (CU+4Y)
US - 26 CFR 301.6501 - (3Y)
US - 26 CFR 301.6532-1 - (LA2Y)
US - 26 CFR 301.6532-2 - (LA5Y)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626 (d) - (LA300D)
US - 42 USC 2000e-5 (e) - (LA180D)
US - 42 USC 2000e-5 (f) - (LA180D)

NO CHANGE
043 Public Information Request
Records requested by the public, required for provision to the public, and related inquiries.

Collection Lists
Formal Public Records Requests
Inquiries
Maddy Act Lists
City Clerk 2Y CA - GOV 34090 - (2Y)

NO CHANGE
044 Recorded Documents - Liens
Records of liens recorded on behalf of the City.

Liens City Clerk 2Y CA - GOV 34090 - (2Y)

NO CHANGE
045 Public Notices
Records documenting compliance with laws requiring public notice of government activities. Subjects include assessments, elections, land use changes, public meetings and hearings, sale of property, and others.

Affadavits of Mailing
Affidavits of Posting
Affidavits of Publication/Legal Notices
Public Hearing Notice Postcards (mailed to property owners but returned as undeliverable)
Public Hearing Notices
Public Meeting Notices
City Clerk
Community
Development
Housing
Planning
Code
Enforcement
4Y CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Changed list of departments in
office of record.046 Municipal Code and Animal Services Compliance and Enforcement
Records and information documenting compliance with City codes, including violations.

Audio Recordings of Hearings
Certificates of Nuisance
Certificate of Abatement
Citations
Compliance with Conditions of Approval
Inspections / Enforcement (business, residential)
Investigations
Lien Confirmation Hearing Records
Notices and Orders
Photographs
Rental Registration Forms
Service Authority Service Vehicle Agreement
Vehicle Abatement (abandoned vehicles)
Reporting
Code Enforcement
and Animal
Services
Building
Neighborhood Services
While Active +
3Y
CA - CCP 339 - (LA2Y)
CA - CCP 340 - (LA1Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (1Y)
CA - Law Enforcement Evidence and
Property Management Guide
NOTES:
1) Records for repeat offenders may be
retained longer to document a history of
violations
2) Records associated with problem
properties may be placed on hold.

Changed department that is
office of record.

January 1, 2017 Page 7 of 18
ITEM 9.2.

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City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Annual Citizens Report
Brochures
City Surveys
FAQs
Mailers
Media Packets, Releases, Kits
PowerPoint Presentations for Council Members
Press Kits
Public / Media Inquiries
Outreach / Education Materials
Publications Produced by the City (newsletter, neighbor guide) Publicity Files
Videos/Photos
Websites
Communications & Public
Affairs
Code Enforcement and
Animal
Services
Building
CEIF
Neighborhood Services
4Y CA - CCP 337 - (LA4Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y) Modified example records and
modified list of departments for
office of record.
048 Community Development Block Grant Project Files
Records and information of CDBG projects.

NO CHANGE
049 Emergency Loan Program Files
Records and information regarding programs that provide assistance to home owners needed funds to respond to emergencies or perform need repairs.

NO CHANGE
050 Personnel Files
All documents related to paid employees (full and part-time), unpaid volunteers, and interns including but not limited to:
- selection/hiring
- assignments
- promotion
- demotion
- transfer
- layoff
- termination / resignation
- pay rates / other terms of compensation
Applications, Applicant Reference Verifications
Awards, Rewards, Commendations, Certificates
Background Checks, Investigations - candidates hired
Complaints and Disciplinary Actions
Drivers License Data - Class C
Employee Policy Acknowledgements
I-9 Documents and copies of associated documents
Immigration Supporting Documentation
Individual Education, Development, Training Records
Investigations
Job Offer Letters
Leave of Absence Documentation, FMLA
Oaths of Office
Performance Evaluations, Reviews or PIPs
Recognition
Volunteer Acknowledgements
City Clerk
Community Engagement
Human Resources
Termination + 5Y
Termination + 4Y
Termination + 5Y
CA - 2 CCR 11013 - (FR+2)
CA - GOV 3105(f) - (T+5Y)
CA - GOV 12946 - (T+4Y)
CA - GOV 12960 - (LA3Y)
CA - GOV 12965 - (LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 1198.5 - (T+3Y)
CA - LAB 2810.8 - (3Y)
CA - VEH 1808.1(c) - (1Y)
US - 8 CFR 274a(2) - (3Y or T+1Y,
whichever is longer)
US - 20 CFR 655.760 - (T+1Y)
US - 26 CFR 301.6501 - (CU+3Y)
US - 29 CFR 825.500 - (3Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (AC+2Y)
US - 29 CFR 1627.3(b) - (T+1Y)
US - 29 USC 1059 - (T+1Y)
US - 41 CFR 60-1.12 (a) - (T+2Y)
US - 41 CFR 60-741.80 - (T+2Y)
New Citation (Gov 3105(f)
requires retention of oaths of
office for any disaster worker
for 5years after termination.
051 Community Engagement Records
Records and information regarding informational resources, programs and events for City neighborhoods.

NO CHANGE
January 1, 2017 Page 8 of 18
ITEM 9.2.

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City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

NO CHANGE
053 Building, Property Management
Records and information regarding the structure of City buildings.

As-Built Blueprints
Construction Records
Electrical Wiring Schematics
Floor Plans
Professional Services
Property Inventory
Repair and Maintenance
Tenant Improvements
Utility Consumption Tracking
Building
Facilities
Life of Building
or Facility + 10Y
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
Only belongs to Facilities.
054 Business Continuity Records - Facilities and Emergency Operations
All documentation for dealing with preparation for and responses to emergencies, disasters and/or system failures for City facilities.

Includes the Emergency Operations Center.

After-Hours Binder
Business Continuity Plans
Disaster Recovery Plan
Drill Records
Emergency Contact Lists, Employee Lists, Roster of Workers Emergency Evacuation Procedures
Emergency Operations Center
Emergency Preparedness
Emergency Response
Evacuation Plans
Fire Prevention Plan
Telephone Trees
Facilities
Human Resources
City Manager
Housing
Finance
Public Works
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Only facilities and HR.
055 Facility Rentals
Records and information of the rental of rooms or areas within City facilities by others.

Applications
Proof of Insurance
Facilities While Active +
4Y
CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)

NO CHANGE
056 Maintenance Inspection Reports
Reports of inspections of maintenance performed on City facilities and infrastructure including:
- Buildings
- Changeable Message Signs (CMS)
- Closed Circuit TVs (VVTVs)
- Streets
- Sidewalks
- Signals and Bridges
- Storm Drains
- Streetlights
- Trees
Air Quality Inspections
Backflow Inspections
Building/Site Inspection Log
Elevator Permits
Equipment Inspections
Fire Extinguisher Inspections
Hazardous Materials Inspections
Janitorial Inspections
Landscape Inspection
Facilities 4Y CA - AQMD Rule 1470 - (3Y)
CA - 8 CCR 3203(b)(1) - (1Y)
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 4216.2(f) - (3Y)
CA - GOV 34090 - (2Y)

NO CHANGE
057 Security, Access Operations
Records and information regarding physical access controls and protection for City buildings and facilities.

Access Controls
Access Reports
Badge Lists
Daily Activity Logs
Facility Key Lists
Key Cards
Transaction Logs
Facilities
Human Resources
2Y CA - GOV 34090 - (2Y)

NO CHANGE
January 1, 2017 Page 9 of 18
ITEM 9.2.

ATTACHMENT 3

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City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Air Quality Permits
Equipment Certifications
Equipment Accident Reports
Irrigation
Landscaping
Maintenance and Repair Work Orders
Maintenance Reports (buildings, sidewalks)
Maintenance Timelines
Roads
Signals
Storm Drains
Street Sweeping
Tree Service
Vehicles/ Fleet
Facilities
Public Works
Life of Asset +
4Y
CA - AQMD Rule 1470 - (3Y)
CA - 8 CCR 3203(b)(1) - (1Y)
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 4216.2(f) - (3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6501 - (CU+3Y)
US - 26 CFR 301.6501 - (CU+3Y) NO CHANGE
059 Real Estate Transactions
Records and information related to the ownership, acquisition, disposition, transfer of, lease of, or improvement of real property, infrastructure and facilities including grant deeds, owned by or used by the City.

NO CHANGE
060 Accounts Payable and Receivable
Records and information related to the accounting of monies paid by the City including payment for financial obligation.

Aging Reports
Employee Project Billing Rates
Form 1099 Records and Form W-9 Records
Invoices and Vouchers (i.e. credit memos, EE expense reports, EE reimbursement, credit cards, refunds)
Project/Developer Billing Packet (i.e. billing posting journals, reconciliations, etc.) Purchasing Card Expense Reconciliation/Allocations
Deposits (cash count reports, petty cash disbursement, cash register receipts, cash receipts )
Reconciliations
Finance 6Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
CA - LAB 1174(d) - (3Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) -
(AC+4Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
US - 29 CFR 97.42 - (3Y)
US - 29 CFR 516.5 - (3Y)
US - 48 CFR 4.705-1 - (4Y; 2Y)

NO CHANGE
061 Audits (Internal, External)
Records and information related to auditing activities, including reviewing and documenting operational, compliance, or financial information created as a part of an audit.

Annual Audit Reports (TDA, Finance Corp.)
Annual Financial Report (i.e. CAFR, Memorandum of Internal Control (MOIC), Single Audit)
Remediation Plans / Results
Responses
Cal Pers Audit
Finance
Human Resources
Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 CFR 31.6001-1(e)(2) -
(CU+4Y)
US - 26 USC 6531 - (LA6Y)
HR reporting in 076 and is not
permanent
062 Bank Account Information
Records and information related to banking authorities, activities, transactions and correspondence. This category includes reconciliations.

Bank Account Administration
Bank Statements (all agencies)
Checks, Canceled
Reconciliations
Signature Cards
Finance 6Y
2Y
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Finance only wants 2 year
retention.

January 1, 2017 Page 10 of 18
ITEM 9.2.

ATTACHMENT 3

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City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

NO CHANGE
064 Debt
Records and information relating to analysis of City financing activities.

Amortization Schedules
Bonds (continuing disclosures, bond rating reports, official statements) Loans (debt state loans, water (Alston & Imola))
Finance Maturity* + 10Y CA - CCP 336 - (LA5Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 CFR 301.6501 - (CU+3)
* Maturity includes cancellation and
redemption

NO CHANGE
065 Financial Reporting - Annual, Official, Periodic
Issued and official periodic financial reports, whether required by regulations or generated to track financial transactions and achievements by the City.

NO CHANGE
066 Financial, Strategic Planning
Records and information relating to financial planning.

Business Plans
Financial Plans
Forecasts
Strategic Plans
Finance
Communications & Public
Affairs
Human Resources
6Y
4Y
CA - GOV 34090 - (2Y)
Reduce retention to 4 years.
067 Fixed Assets
Records and information related to the ownership, transfer, acquisition, disposition, capital leased, or improvement of fixed assets owned by or used by the City.

NO CHANGE
068 General Ledger, Journal Entries, Project Entries
Records and information related to the transfer of charges between accounts and summaries of account information, including year end summaries of general ledger transactions.

NO CHANGE
January 1, 2017 Page 11 of 18
ITEM 9.2.

ATTACHMENT 3

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City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed/Complete CU = Current Year D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 069 Payroll
Records and information related to the accounting of payroll earnings, deductions, and issuance. This also includes records and information reflecting all earnings and benefits paid to each employee, including:
- Name, address, SSN
- Total amount and date of payments
- Period of service covered for each
- Withholding
- Tax collected
Deduction Reports (deferred compensation, pers, garnishment) Payroll Checks, Copies, Stub Reports
Quarterly Payroll Taxes (941)
Timekeeping Records
W-2, W-4
Bi-Weekly/Monthly Payroll Report Packets
Finance
Human Resources
10Y
6Y
CA - 2 CCR 570.5 - (5Y)
CA - 2 CCR 571(b)(1)(E) - (5Y)
CA - 22 CCR 1085-2 (c) - (4Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
CA - LAB 226a - (3Y)
CA - LAB 1174 - (3Y)
CA - LAB 1197.5 - (LA2Y, LA3Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 26 USC 6531 - (LA6Y)
US - 29 CFR 516.5 - (3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1620.32 - (2Y)
US - 29 CFR 1627.3 - (3Y)
US - 29 USC 436 - (5Y)
US - 48 CFR 4.705-2 - (4Y; 2Y)
Finance and HR prefers 6 years.
070 Unclaimed Funds
Records and information pertaining to periodic publication of outstanding checks that are 3 years or older. After the City goes through its due diligence of trying to find the rightful owner, Finance returns any unclaimed funds to the City.

Uncashed Checks
Unclaimed Funds
Finance 10Y CA - CCP 1513 - (3Y)
CA - GOV 34090 - (2Y)
US - Uniform Unclaimed Property Act
(2016), Section 404 - (10Y)

NO CHANGE
071 Grants Funding Sources
Documents the application, evaluation, awarding, administration, monitoring, reporting, and status of grants and other funding sources in which a local government entity is the recipient, grantor, allocator, or administrator. Includes:
- Community Development Block Grant (CDBG)
- Combined Federal, State, Local Grants
- Enterprise Funds (water, waste, housing)
- Federal Grants
- Local Grants
- State Grants
- Transportation Agency Funding
Applications (including project proposals)
Audits
Award Notification
Grant Administration
Grant Funding
Grant Evaluations
Program Rules, Regulations, Procedures
Property Taxes Funding
Reports to Funding Agencies
Finance
Public Works
Neighborhood Services
Facilities
Housing
CEIF
While Active +
3Y
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
* Unsuccessful applications are
retained for 2 years.

NOTE: If a grant requires longer
retention, its specific requirements will
take precedence.

Added CEIF to list of
departments.
072 Background Checks - Personnel Not Hired
All documentation related to background checks for Applicants and unpaid volunteers that were not hired.

Human Resources 3Y
4Y
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
NOTE: Background checks for
personnel hired are part of the
personnel file.

GOV 12946 changed to 4 years`
073 Benefit Plans
Plans established to provide employee benefits and associated administrative documents. Types of plans include:
- Health
- Dental
- Vision
- Flex Spending
- Pension
- Retirement
COBRA Rates, Records, Histories
Deferred Conpensation (457, 401K )
Employee Benefit Plans
Excess Insurance Authority (EIA )
Group Insurance Cost Data
Life Insurance
CalPERS Actuarial Reports
CalPERS Retirement Plan
Summary Plan Descriptions
Human Resources Life of Plan or
System + 6Y
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (T+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
US - 29 CFR 1627.3(b)(2) - (LI*+1Y)
US - 29 CFR 4007.10 - (6Y)
US - 29 CFR 4041.5 - (LI*+6Y)
* Life of Plan
Minor change to retention
period -removing"or System".

January 1, 2017 Page 12 of 18
ITEM 9.2.

ATTACHMENT 3

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City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Benefit Files, Enrollments, Appeals
Beneficiary Designations
Death Claims, Life Event Documents
Deferred Compensation
Disability Claims
Employee Cost-Sharing Amounts
Employment Authorizations, Terminations, Confirmations, Status Changes, Coverage Changes
Flexible Spending Enrollment
Life Insurance Notification Letters/EOI
Pension Plan Applications, Claims
Premium Information
Required Benefits Reporting
Retirement Loans / Retirement
Supplemental Forms
Human Resources While Active +
6Y
Termination + 6Y
CA - 22 CCR 1085-2 - (CU+4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 301.6501 - (CU+3Y)
US - 29 CFR 825.500 - (3Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (T+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
US - 29 CFR 4007.10 - (6Y)
Changed trigger from While
Active to Term per HR
075 Employee Medical Records
Documents pertaining to medical records of City employees, including workplace injuries, exposure to hazardous substances,
drug screens,
and workers' compensation (includes employee records subject to HIPAA requirements).

Drug Screening
Employee Hazardous Chemical Exposure
Personnel Files - Medical (includes hazardous exposure records) Toxic Substance Exposure Records
Worker Compensation
Vaccination Records
Human Resources Termination +
30Y
Termination + 5Y
CA - 8 CCR 10102 - (Injury+5Y or
Closed+1Y)
CA - 8 CCR 14300.33 - (5Y)
CA - 8 CCR 3204 - (T+30Y)
CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 12946 - (2Y; T+2Y)
CA - GOV 34090 - (2Y)
CA - LAB 5406 - (LA1Y; LA240W)
CA - LAB 5410 - (LA5Y)
CA - 29 CFR 1904.33 - (6Y)
US - 29 CFR 1910.95 - (2Y)
US - 29 CFR 1910.1020 - (30Y)
US - 49 CFR 382.401(b) - (5Y for
positive results; 1Y for negative results)
Reduce retention to 5 years. Do
not have hazardous medical
files.
076 Regulatory Reporting for Human Resources
Official non-financial Human Resources reports issued by City organizations to comply with regulatory requirements.

NO CHANGE
077 Salary, Compensation
Documentation of job classification compensation.

Classification Studies
Compensation Plans, Planning, Analysis
Cost of Living Adjustments
Job Descriptions
Job Evaluation Documentation
Salary Range History
Salary Surveys
Human Resources 3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y)
CA - GOV 12960 - (LA3Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.14 - (AC+1Y) NO CHANGE
January 1, 2017 Page 13 of 18
ITEM 9.2.

ATTACHMENT 3

Page 43 of 467 ends

City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Applications, CVs, Resumes (rejected, unsolicited)
Applicant Tracking Records (hired, rejected)
Background Checks, Investigations - candidates not hired/accepted Civil Service Examination Results and Rankings
Drug Testing, Pre-Hire Screening - candidates not hired/accepted Interview Notes
Job Descriptions
Job Postings, Announcements
Job Requisition Requests
Position Information
Temporary Intern Staffing
Test Results (non-hires )
Test and Examination Materials
Unpaid Interns (rejected )
Volunteers (rejected )
Declined Offer Letters
Human Resources 3Y
5Y
CA - 2 CCR 11013(c)(2) - (2Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y)
CA - GOV 12960 - (LA3Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (2Y)
US - 29 CFR 1627.3(b)(1) - (1Y)
US - 41 CFR 60-741.44(f)(4) - (3Y)
US - 41 CFR 60-741.44(k) - (3Y)
US - 49 CFR 382.401(b) - (5Y for
positive results; 1Y for negative results)
Modified title and HR prefers
2years.
079 Work Authorizations and Supporting Documentation
Employment eligibility verification forms collected for active employees and supporting documentation regarding immigration status.

I-9 Documents and copies of associated documents
Immigration Supporting Documentation
Human Resources Termination + 3Y CA - GOV 34090 - (2Y)
US - 20 CFR 655.760 - (T+1Y)
US - 8 CFR 274a.2 - (3Y or T+1Y,
whichever is longer)
Retire category. Examples
added into 50
080 Application, System Development and Maintenance
Technical documentation related to development of City technology processes, applications, or systems, as well as conversions, changes or modifications to existing applications or systems.

NO CHANGE
081 Business Continuity Records - Computing Equipment and Network Operations
All documentation for dealing with preparation for and responses to emergencies, disasters and/or system failures for City computing resources.

Business Continuity Plans
Disaster Recovery Plan
Emergency Response
Information Technology 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)

NO CHANGE
082 Technology Access and Security
Records and technical documentation of internal controls and system security. Includes data / information security breaches, notifications, and supporting documentation.

Annual Database & System Security Reviews
Audit Trail Files
Automated Logs
Change Management Case Files
Computer Usage Files
Data Breach Notifications
Data Breach Reports/Responses
Data Sets, Extracted Data Summaries
Hardcopy Publication, Printouts of Report Data
Privileged Area Access Requests
Security Access Request Forms
Special Access Approvals
Usage Reports (summary, system )
User Access Records (
passwords, security logs, user accounts, log-in files, data entry logs, accounts )
User Incident, Response Files
Information Technology 3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - CIV 1798.27 - (3Y)

NO CHANGE
January 1, 2017 Page 14 of 18
ITEM 9.2.

ATTACHMENT 3

Page 44 of 467 ends

City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

Administrative Decisions
Administrative Entitlements
Administrative Meeting Minutes
Planning Permanent CA - GOV 12981 - (1Y)
CA - GOV 34090 - (2Y)

NO CHANGE
084 Planning and Zoning Services
Records and information pertaining to the activities of the planning division, including zoning. Includes Discretionary Entitlement (hearing required) records.

NO CHANGE
085 Assessment/Special Funding Districts
Records and information documenting the formation and operations of Special funding districts including those for:
- Maintenance
- Transit
- Street Lighting
- Landscaping
- Police Tax
- Mello-Roos
District Formation Documents Public Works
Finance
Community Development
Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
CA - GOV 60201 - (PR)

NO CHANGE
086 Encroachments
Records documenting encroachments upon City property, or by the City on the property of others.

Encroachment Permits, Certificates Public Works While Active + 10Y
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)

NO CHANGE
087 Hazardous Waste, Monitoring and Remediation
Planning, monitoring and contingency/emergency action plans for hazardous waste, emergency and spill response, natural and exposure emergencies, notifications and response; environmental action plans and supporting documentation; hazardous communications plans, including labeling, MSDS controls, training programs and procedures.

Emergency Response Programs
Employee Hazardous Chemical Exposure
Hazardous Material Incident Reports
Hazardous Substances Shipping Manifests
Hazardous Waste
Material Safety Data Sheets (MSDS)
Proposition 65 Monitoring
Site Mitigation
Toxic Substance Inventory
Public Works
Facilities
While Active +
30Y
CA - 8 CCR 3204d - (CL+30Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1910.1020 - (CL+30Y)

NO CHANGE
088 Operational Maps
Informal maps and geographical information pertaining to City operations and services.

Sewer TV Surveys
Street Sweeping
Tree Trimming
Trash Pick-up
Public Works Superseded +
4Y
CA - CCP 337.1 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)

NO CHANGE
January 1, 2017 Page 15 of 18
ITEM 9.2.

ATTACHMENT 3

Page 45 of 467 ends

City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

NO CHANGE
090 Public Works Project Files - CIP Projects - In Progress Records Records and information related to the administration, analysis, design, development, planning, construction and maintenance of public works Capital Improvement (CIP) and related engineering projects for City facilities and infrastructure. Includes projects funded from various sources including bonds, grants, capital improvement and general fund.

Assessments
Bridges and Creeks Inventories
Calculations
Capacity (water, wastewater ) Fees
Certificates of Compliance/Notice of Non-Compliance
Change Orders
Contractor Material Submittals
Daily Inspections and Progress Meetings
Drainage
E.I.R., Notice of Determination, Categorical Exemptions Encroachment Permits, Certificates
Field Inspections, Closures
Improvement Plans, Drawings
Photos/Pictures
Project Schedules, Insurance, Permits
Real Estate Appraisals
Site Aerial Photos
Studies and Surveys
Underground Utilities Maps
Public Works Life of Building
or Facility + 10Y
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)*
US - 29 CFR 97.42(b) - (AC+3Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
* Life of Building, Asset or Facility

NO CHANGE
091 Public Works Project Files - Development Projects - Final Package Records and information that comprise the final record of developer driven projects involving City infrastructure.

NO CHANGE
092 Public Works Project Files - Development Projects - In Progress Records
Records and information related to the administration, analysis, design, development, planning, construction and maintenance of developer driven projects involving City infrastructure.

NO CHANGE
January 1, 2017 Page 16 of 18
ITEM 9.2.

ATTACHMENT 3

Page 46 of 467 ends

City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

NO CHANGE
094 Recorded Documents - Vital
Records and information pertaining to those original key documents recorded on behalf of the City.

NO CHANGE
095 Traffic, Traffic Control and Improvement and Transportation Planning
Records and information related to traffic engineering and transportation planning activities (including studies and surveys), and the City's efforts to manage and improve traffic and circulation.

NO CHANGE
096

RETIRED
097 Use Permits
Documentation of permits issued in the City for the use of City property and facilities.

Applications
Block Parties
Filming Permits
Notices
Special Events
Street Permits
Tent Permits
Transportation Permits (oversize, overweight)
Tree Permit
Temporary Use Permits
Public Works
Planning
4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
Planning prefers 2 years.
098 Water Drainage Management
Records and information documenting the operations and maintenance of the City's storm drains, pump stations and drainage ditches.

NO CHANGE
January 1, 2017 Page 17 of 18
ITEM 9.2.

ATTACHMENT 3

Page 47 of 467 ends

City of Rancho Cordova
Retention Schedule
Changes
Record No. Record Name and Description Example Records Department/Office of Record Retention Legal Citations and
Comments

NO CHANGE
100 Facilities Projects
Records and information related to the management of Facilities Projects and Maintenance.

Repair and Maintenance
Capital Improvement Project
Tenant Improvement
Professional Services
Facilities Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)*
US - 29 CFR 97.42(b) - (AC+3Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
* Life of Building, Asset or Facility

NO CHANGE
101 Community Enhancement and Investment Fund
Records and information related to the management of Community Enhancement Fund Programs and Projects
Applications and supplemental materials received from prospective grantees Applications and guidelines for the grant process
Reports received from grant recipients
Annual Citizen Report
CEIF While Active +
6Y
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 USC 6531 - (LA6Y)
Grants given by the City
102 Community Enhancement Fund - Construction Related Funding Records and information related to the management of Community Enhancement Fund Programs and Projects involving physical improvements or construction on privately owned property Applications and supplemental materials received from prospective grantees Applications and guidelines for the grant process
Reports received from grant recipients
Labor Compliance Documents (Department of Industrial Relations) City Manager While Active +
10Y
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 USC 6531 - (LA6Y)
Grants given by the City
103 Investments
Records and information relating to analysis of City investment activities.

Certificates of Deposit (CDs)
Direct Investments
Local Agency Investment Fund (LAIF)
Security Instruments
Stock/Equity
Trust Accounts
Finance 4Y
10Y
CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 CFR 301.6501 - (CU+3)
Retention changed to 10Y
104 Neighborhood Services Programs
Records and information relating to the programs offered through Neighborhood Service:
- Parking Enforcement
- Animal Clinic
Applications
Parking Tickets
Sign up Shees
Neighborhood Services While Active + 3
Years
CA - CCP 335.1 - (LA2Y)
CA - CCP 340(c) - (LA1Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 122331 - (MAINT)
CA - PEN 597.1(d) - (3Y)
CA - PEN 802 - (LA1Y; LA2Y; LA3Y)
NEW
105 Art Program
Records and information relating to the City's art program.

Applications
Approval Letter
Releases and Waivers
CEIF While Active + 4
Years
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
NEW
January 1, 2017 Page 18 of 18
ITEM 9.2.

ATTACHMENT 3

Page 48 of 467 ends

MEMORANDUM

City Council Staff Report - Page 1 of 2

ITEM 9.3.

DATE: May 1, 2023

TO: Honorable Mayor and Council Members

FROM: Albert Stricker, Public Works Director
Dalia Fadl, Principal Engineer

SUBJECT: A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT AMENDMENT NO. 57-2019-2 WITH MCE

CORPORATION TO EXTEND THE CONTRACT TERM FROM JUNE
30, 2023, TO JUNE 30, 2024, WHICH WOULD RESULT IN AN
INCREASE TO THE CONTRACT AMOUNT FROM $1,435,000 TO AN
AMOUNT NOT TO EXCEED $1,785,000 FOR CITYWIDE

STORMWATER FACILITY MAINTENANCE SERVICES

RECOMMENDATION

Adopt the Resolution.

RESULT OF RECOMMENDED ACTION

Adoption of the Resolution would authorize the City Manager to execute Contract Amendment No. 57-2019-2 to extend the contract term from June 30, 2023, to June 30, 2024, to increase the contract amount from $1,435,000 to $1,785,000, for the provision of stormwater facility maintenance services by MCE Corporation to promote livability in the City.

BACKGROUND

The City of Rancho Cordova’s storm drain system includes more than 250 miles of underground pipes, six pump stations, six regional flood control basins, and more than 70 acres of creek channels or tributaries to the American River. Water flows to the river through the channels without additional treatment or filtration, so effective maintenance of the system is essential for preventing trash, debris, or pollutants from eventually reaching the American River.

The work conducted under this contract includes furnishing all labor, materials, tools, and equipment to perform services comprised of routine vegetation management, tree maintenance and removal, debris and obstruction removal, trash and litter cleanup, and miscellaneous repairs within City-maintained stormwater facilities, including but not limited to channels, outfalls, ditches, basins, and levees as well as other items as designated by the City engineer.

On June 3, 2019, City Council approved Contract No. 57-2019 in an amount not to exceed $880,606 with MCE Corporation for stormwater facility maintenance services. MCE has provided an excellent performance record and an effective understanding of the city’s desired level of services. The City is seeking to execute Contract No. 57-2019-2 with MCE Corporation

Page 49 of 467 ends

City Council Staff Report - Page 2 of 2

to extend the contract term from June 30, 2023, to June 30, 2024, which results in an increase to the contract amount from $1,435,000 to $1,785,000. The time extension and cost increase are necessary to provide ongoing stormwater facility maintenance services.

FISCAL IMPACT AND FUNDING SOURCE

There is no impact to the general fund. Funding for the contract will be from the City’s Stormwater Utility Fund.

ATTACHMENT(S)

1. Resolution

2. Contract No 57-2019-2

Page 50 of 467 ends

ITEM 9.3. ATTACHMENT 1 Resolution No. XX-2023 Page 1 of 2

CITY OF RANCHO CORDOVA

RESOLUTION NO. XX-2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA, STATE

OF CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT AMENDMENT NO. 57-2019-2 WITH MCE CORPORATION TO EXTEND THE CONTRACT TERM FROM JUNE 30, 2023, TO JUNE 30, 2024 WHICH RESULTS IN AN INCREASE TO THE CONTRACT AMOUNT FROM $1,435,000 TO AN AMOUNT NOT TO EXCEED $1,785,000 FOR STORMWATER FACILITY MAINTENANCE SERVICES

WHEREAS, the City entered into Contract No. 57-2019 with MCE Corporation on June 3, 2019, in the amount of $880,606 to provide stormwater facility maintenance services; and

WHEREAS, the scope of work includes routine vegetation management, tree maintenance and removal, debris and obstruction removal, trash and litter cleanup, and miscellaneous repairs within city-maintained stormwater facilities; and

WHEREAS, MCE Corporation has provided an excellent performance record and an effective understanding of the city’s desired level of services; and WHEREAS, Amendment No.1 was executed on November 1, 2021, and increased the contract amount from $880,606 to $1,435,000 and extended the contract term to June 30, 2023; and

WHEREAS, Amendment No. 2 will extend the contract term from June 30, 2023, to June 30, 2024; and

WHEREAS, that will increase the maximum compensation amount from $1,435,000 to an amount not to exceed $1,785,000; and

WHEREAS, the amount exceeds the maximum amount that the City Manager has authorization to approve; and
WHEREAS, the contract will be funded through the City’s Stormwater Utility Fund and there are sufficient funds budgeted to cover the cost of the contract.

NOW, THEREFORE, BE IT HEREBY RESOLVED THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA does authorize the City Manager to execute Contract Amendment No. 57-2019-2 with MCE Corporation in a form approved by the City Attorney to extend the contract term from June 30, 2023, to June 30, 2024, which results in an increase to the contract amount from $1,435,000 to an amount not to exceed $1,785,000 for stormwater facility maintenance services.

PASSED AND ADOPTED by the City Council of the City of Rancho Cordova on the 1st day of May 2023 by the following vote:

AYES:

NOES:

Page 51 of 467 ends

ITEM 9.3. ATTACHMENT 1 Resolution No. XX-2023 Page 2 of 2 ABSENT:

ABSTAIN:

ATTEST:

Linda Budge, Mayor

Stacy Leitner, CMC
City Clerk

Page 52 of 467 ends

CONTRACT NO. 57-2019-2
Second Amendment to General Services Agreement between
City of Rancho Cordova and MCE Corporation for
Stormwater Facility Maintenance Services Page 1 of 2

SECOND AMENDMENT TO THE GENERAL SERVICES AGREEMENT

BETWEEN THE CITY OF RANCHO CORDOVA AND MCE CORPORATION

FOR STORMWATER FACILITY MAINTENANCE SERVICES
This Second Amendment to the General Services Agreement (“Amendment”) is made by and between the City of Rancho Cordova (“City”) and MCE Corporation (“Contractor”) as of July 1, 2023.

City and Contractor are hereinafter collectively referred to as the “Parties".

RECITALS
WHEREAS, the Parties entered into a General Services Agreement (“G SA”) No. 57-2019 dated June 3, 2019 to provide stormwater facility maintenance services; and WHEREAS, the scope of work includes routine vegetation management, tree maintenance and removal, debris and obstruction removal, trash and litter cleanup, and miscellaneous repairs within City-maintained stormwater facilities; and
WHEREAS, MCE Corporation has provided an excellent performance record and an effective understanding of the city’s desired level of services; and WHEREAS, Amendment No.1 increased the contract amount from $ 880,606 to $1,435,000 and extended the contract term to June 30, 2023;
WHEREAS, the City wishes to extend the contract term from June 30, 2023 to June 30, 2024; and
WHEREAS, the City wishes to increase the maximum compensation amount from $1,435,000 to an amount not to exceed $1,785,000; and
WHEREAS, the Parties agree that changes to the term and services provided for in the GSA are necessary in order for the City to continue receiving services by Contractor.

NOW, THEREFORE, the Parties hereto agree as follows:

AGREEMENT

1. The Parties agree to modify the end date of the GSA from June 30, 2023 to June 30, 2024. The first sentence of Section 2 of the GSA, “Term,” is amended to read as follows:
"The term of this Agreement shall begin on the date first noted above and shall en d on June 30, 202 4 unless the term of the Agreement is otherwise terminated at provided for in Section 10.”

2. Section 4 of the GSA, “Compensation of Contractor,” provides for the City to pay Contractor One Million, Four Hundred Thirty-Five Thousand Dollars ($1,435,000). The Parties agree to amend ITEM 9.3.

ATTACHMENT 2

Page 53 of 467 ends

CONTRACT NO. 57-2019-2
Second Amendment to General Services Agreement between
City of Rancho Cordova and MCE Corporation for
Stormwater Facility Maintenance Services Page 2 of 2
Section 2 of the GSA in order to increase the compensation amount to pay Contractor for additional services. The first sentence of Section 4 of the GSA is amended to read as follows:
"The Contractor shall be paid One Million, Seven Hundred Eighty-Five Thousand Dollars ($1,785,000) for performance of the Services pursuant to this Agreement.”

3. All other terms and conditions in the GSA shall remain in ful l force and effect to the extent they are not in conflict with this Amendment.

4. The signatures of the Parties to this Amendment may be executed and acknowledged on separate pages or in counterparts which, when attached to this Amendment, shall constitute one complete Amendment.

IN WITNESS WHEREOF, the Parties have executed this Amendment on the day and year first above written.

CITY OF RANCHO CORDOVA CONTRACTOR
____________________________ ______________________________ Micah Runner, City Manager Jeff Core, President
Date:__________________ Date:__________________
Attest:
____________________________
Stacy Leitner, CMC, City Clerk
Date:__________________
Approved as to Form:
____________________________
Adam U. Lindgren, City Attorney
Date:__________________
ITEM 9.3.

ATTACHMENT 2

Page 54 of 467 ends

Labor Classification REGULAR TIME OVERTIME SUNDAY & HOLIDAY Superintendent $82.75 $111.72 $150.82
Foreman $50.75 $68.52 $92.50
Laborer 1 $41.20 $55.63 $75.10
Laborer 2 $37.51 $50.64 $68.37
Laborer 3 $29.63 $40.00 $54.00
Prevailing Wage
Construction Laborer $92.62 $117.63 $143.51
Sign Work $92.08 $116.94 $142.67
Painter Brush $89.60 $113.79 $138.82
Truck Driver $103.89 $131.93 $160.96
Operating Engineer $125.57 $159.47 $194.56
Carpentry $126.15 $160.21 $195.46
Equipment
Utility Truck $11.03
Standard Pickup Truck $8.89
Trailer $2.06
High Weed Mower $12.74
Weed Eater $1.11
Blower $1.11
Chainsaw $1.11
Materials - Cost Plus 10%
Sub-Contract - Cost Plus 15%
City of Rancho Cordova
Stormwater Facility Maint. Services
Labor and Equipment Rates
July 1, 2023 to June 30, 2024
ITEM 9.3.

ATTACHMENT 2

Page 55 of 467 ends

MEMORANDUM

City Council Staff Report - Page 1 of 2

ITEM 9.4.

DATE: May 1, 2023

TO: Honorable Mayor and Council Members

FROM: Albert Stricker, Public Works Director
Jesse Yabes, Assistant Civil Engineer

SUBJECT: A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE CONSTRUCTION CONTRACT AMENDMENT 2022-199-1 WITH BEAR
CONSTRUCTION, INC. TO INCREASE THE CONTRACT AMOUNT
FROM $673,058 TO AN AMOUNT NOT TO EXCEED $778,058 FOR

THE COUNTRYSIDE ADA SIDEWALK IMPROVEMENT PROJECT

RECOMMENDATION

Adopt the Resolution.

RESULT OF RECOMMENDED ACTION

Adoption of the Resolution would authorize the City Manager to execute Construction Contract Amendment No. 2022-199-1 with Bear Construction, Inc., increasing the contract amount from $673,058 to an amount not to exceed $778,058 for the Countryside ADA Sidewalk Improvement Project.

BACKGROUND

The Countryside ADA Sidewalk Improvement Project (Project) is located in the Countryside Neighborhood of Rancho Cordova which is bounded by Routier Road, Ellenwood Avenue, Nut Plains Drive and Countryside Way (Attachment 3, project area map). City staff identified over 180 locations in need of repair.

The City Council awarded Construction Contract No. 2022-199 on October 3, 2022, to Bear Construction, Inc. in the amount of $673,058 with construction beginning in January 2023. Per the Rancho Cordova Municipal Code section 3.6.110 C, the City Manager is given the authority to approve contract change orders up to 10% of the contract value.

During construction of the project, City staff marked the proposed limits of repairs and determined additional quantities were needed to complete the construction for some of the sidewalks, curbs and gutters. City staff also identified significantly damaged sidewalks, curbs and gutters within the project vicinity that were not shown on the construction plans. City staff determined it was necessary to address these additional repairs as part of the Countryside ADA Sidewalk Improvement Project. This change order is for costs related to this additional work valued at $105,000, which exceeds the City Manager’s signing authority, thus requiring City Council approval.

Page 56 of 467 ends

City Council Staff Report - Page 2 of 2

Funding for pedestrian improvements in the Countryside Neighborhood was proposed in the Fiscal Year 2022-2023 American Rescue Plan Act (ARPA) Budget, which was presented to Council at the meeting on June 6, 2022. On June 20, 2022, the City Council adopted a resolution to approve the budget for ARPA funds.

FISCAL IMPACT AND FUNDING SOURCE

This project is funded by ARPA Funds, Gas Tax, and Street Cut Fees. This project is included in the City’s current approved Capital Improvement Plan and in the FY 2022/2023 – 2023/2024 budget. There is no fiscal impact to the City's General Fund.

ATTACHMENT(S)

1. Resolution

2. Contract No. 2022-199-1

3. Project Map

Page 57 of 467 ends

ITEM 9.4. ATTACHMENT 1
Resolution No. XX-2023 Page 1 of 2

CITY OF RANCHO CORDOVA

RESOLUTION NO. XX-2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA, STATE

OF CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE CONSTRUCTION CONTRACT AMENDMENT 2022-199-1 WITH BEAR CONSTRUCTION, INC. TO INCREASE THE CONTRACT AMOUNT FROM $673,058 TO AN AMOUNT NOT TO EXCEED $778,058

FOR THE COUNTRYSIDE ADA SIDEWALK IMPROVEMENT PROJECT

WHEREAS, the City solicited bids for the Countryside ADA Sidewalk Improvement Project under the requirements of state and local law and publicly opened the bids on August 30, 2022; and

WHEREAS, on October 3, 2022, City Council awarded Construction Contract No. 2022- 199 to Bear Construction, Inc. in the amount of $673,058; and

WHEREAS, the project replaces broken curb, gutter, sidewalk and installs new curb ramps; and

WHEREAS, Amendment No. 1 will increase the contract amount from $673,058 to an amount not to exceed $778,058 with no change to the contract term; and WHEREAS, funding for this project consists of $917,000 from the American Rescue Plan Act (ARPA) grant and the remaining of the Project funding is from Gas Tax and Street Cut Fees; and
WHEREAS, this project was reviewed under the requirements of the California Environmental Quality Act (CEQA), and it has been determined to be exempt from further review pursuant to CEQA Regulation 15301 regarding repairs, maintenance, or minor alterations to "existing facilities" so long as the project only involves negligible or no expansion of use beyond current facilities.

NOW, THEREFORE, BE IT HEREBY RESOLVED THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA does authorize the City Manager to execute Construction Contract Amendment No. 2022-199-1 with Bear Construction, Inc., increasing the contract amount from $673,058 to an amount not to exceed $778,058 and in a form approved by the City Attorney for the Countryside ADA Sidewalk Improvement Project.

PASSED AND ADOPTED by the City Council of the City of Rancho Cordova on the 1st day of May 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Page 58 of 467 ends

ITEM 9.4. ATTACHMENT 1
Resolution No. XX-2023 Page 2 of 2 ATTEST:

Linda Budge, Mayor

Stacy Leitner, CMC
City Clerk

Page 59 of 467 ends

2729 Prospect Park Drive, Rancho Cordova, CA 95670  (916) 851-8700  Fax (916) 851-8787  www.cityofranchocordova.org Form 3.14A Contract Change Order (rev. 02-14-2011)
Project Name:

Countryside ADA Sidewalk
Improvement Project

CITY OF RANCHO CORDOVA
Contract Change Order No. 1
Sheet 1 of 2
City Contract No. 2022-199-1
To: Bear Construction. You are hereby directed to make the herein described changes from the plans and specifications or do the following described work not included in the plans and specifications on this contract.

Description of work to be done, quantities and prices to be paid. Unless otherwise stated, rates for rental of equipment cover only such time as equipment is actually used and no allowance will be made for idle time.

Change requested by: Engineer
Extra Work at Agreed Lump Sum/Agreed Unit Price

1. Bid Item Quantity Adjustment – Adjustment for additional quantities to be performed at bid unit rates. Quantities measured in the field, see table below

2. Tree Removal – Contractor is directed to remove two (2) trees at 10108 Casimer Ct. Payment for work at agreed lump sum.

INCREASE:

INCREASE:
$103,800.00
$1,200.00
Total Cost of Change: $105,000.00
ITEM 9.4.

ATTACHMENT 2

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2729 Prospect Park Drive, Rancho Cordova, CA 95670  (916) 851-8700  Fax (916) 851-8787  www.cityofranchocordova.org Form 3.14A Contract Change Order (rev. 02-14-2011)

By reason of this order the time of completion will be adjusted as follows: 0 Days Submitted by:

Construction Manager/Resident Engineer
City of Rancho Cordova Date:

Recommend
Approval by:

Project Manager
City of Rancho Cordova Date:

Approved by:

Public Works Director
City of Rancho Cordova Date:

We, the undersigned Contractor, have given careful consideration to the change proposed and all of its impacts, both direct and indirect, and hereby agree, if this proposal is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services necessary for the work above specified, and will accept as full payment therefor the prices and time extensions shown above.

Acceptance Date: _________________________ Contractor: ______________________________________ By: _____________________________________ Title: ______________________________________ If the Contractor does not sign acceptance of this order, his attention is directed to the requirements of the specifications as to proceeding with the ordered work and filing a written protest within the time therein specified.

Original
to:

Contractor
City Clerk
Copies
to:

Resident Engineer
City Project Manager
City Manager or Designee Date
City of Rancho Cordova
Project Name:

Countryside ADA Sidewalk
Improvement Project

CITY OF RANCHO CORDOVA
Contract Change Order No. 1
Sheet 2 of 2
City Contract No.
2022-199-1
Authorization Resolution XX-2022 Contract Summation:

Original
Contract:
$673,058.00 Total Change Orders: $105,000.00 New Contract Cost Total: $778,058.00 ITEM 9.4.

ATTACHMENT 2

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ITEM 9.4.

ATTACHMENT 3

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MEMORANDUM

City Council Staff Report - Page 1 of 1

ITEM 9.5.

DATE: May 1, 2023

TO: Honorable Mayor and Council Members

FROM: Dalia Fadl, Principal Engineer

SUBJECT: A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT AMENDMENT NO. 2020-189-1 WITH HARRIS & ASSOCIATES TO EXTEND THE CONTRACT TERM FROM JUNE 30, 2023, TO JUNE 30, 2028,

WHICH WOULD RESULT IN AN INCREASE TO THE CONTRACT AMOUNT FROM $100,000 TO AN AMOUNT NOT TO EXCEED $300,000 FOR ON-CALL

DISTRICT ADMINISTRATION SERVICES

RECOMMENDATION

Adopt the Resolution.

RESULT OF RECOMMENDED ACTION

Adoption of the Resolution would authorize the City Manager to execute Contract Amendment No. 2020-189-1 to extend the contract term from June 30, 2023, to June 30, 2028, which results in an increase to the contract amount from $100,000 to $300,000, for the provision of on-call district adminstration support services by Harris & Associates.

BACKGROUND

The work conducted under this contract includes special tax consulting, annual assessment- district budget support, and annexations support.

In July 2020, City Council approved Contract No. 2020-189 in the amount of $100,000 with Harris and Associates for on-call district administration support services over a three-year contract term. Harris & Associates has provided an excellent performance record and an effective understanding of the City’s desired level of service. The City is seeking to execute a contract amendment with Harris & Associates to extend the contract term from June 30, 2023, to June 30, 2028, which results in an increase to the contract amount from $100,000 to an amount not to exceed $300,000.

FISCAL IMPACT AND FUNDING SOURCE

There is no impact to the city's general fund.

ATTACHMENT(S)

1. Resolution

2. Contract No. 2020-189-1

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ITEM 9.5. ATTACHMENT 1 Resolution No. XX-2023 Page 1 of 2

CITY OF RANCHO CORDOVA

RESOLUTION NO. XX-2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA, STATE

OF CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT AMENDMENT NO. 2020-189-1 WITH HARRIS & ASSOCIATES TO EXTEND THE CONTRACT TERM FROM JUNE 30, 2023, TO JUNE 30, 2028, WHICH RESULTS IN AN INCREASE TO THE CONTRACT AMOUNT FROM $100,000 TO AN AMOUNT NOT TO EXCEED $300,000 FOR ON-CALL DISTRICT ADMINSTRATION SUPPORT SERVICES

WHEREAS, the City entered into Contract No. 2020-189 with Harris & Associates in July 2020 in the amount of $100,000 to provide on-call district administration support services; and

WHEREAS, the scope of work includes special tax consulting, annual assessment-district budget support, annexations support; and

WHEREAS, Harris & Associates has provided an excellent performance record and an effective understanding of the City’s desired level of service; and

WHEREAS, the City wishes to extend the contract term from June 30, 2023, to June 30, 2028; and

WHEREAS, the City wishes to increase the maximum compensation amount from $100,000 to an amount not to exceed $300,000; and

WHEREAS, the amount exceeds the maximum amount that the City Manager has authorization to approve; and
WHEREAS, there are sufficient funds budgeted to cover the cost of the contract.

NOW, THEREFORE, BE IT HEREBY RESOLVED THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA does authorize the City Manager to execute Contract Amendment No. 2020-189-1 with Harris & Associates in a form approved by the City Attorney to increase the contract amount from $100,000 to an amount not to exceed $300,000 and to extend the contract term from June 30, 2023, to June 30, 2028, for on-call district administration support services.

PASSED AND ADOPTED by the City Council of the City of Rancho Cordova on the 1st day of May 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Page 64 of 467 ends

ITEM 9.5. ATTACHMENT 1 Resolution No. XX-2023 Page 2 of 2

ATTEST:

Linda Budge, Mayor

Stacy Leitner, CMC
City Clerk

Page 65 of 467 ends

CONTRACT NO. 2020-189-1
First Amendment to Professional Services Agreement between Page 1 of 2 City of Rancho Cordova and Harris and Associates

FIRST AMENDMENT TO THE ON CALL PROFESSIONAL SERVICES AGREEMENT

BETWEEN THE CITY OF RANCHO CORDOVA AND

HARRIS AND ASSOCIATES
This First Amendment to the On-Call Agreement for Professional Services (“Amendment”) is made by and between the City of Rancho Cordova (“City”) and Harris and Associates (“Professional”) as of July 1, 2023. City and Professional are hereinafter collectively referred to as the "Parties."

RECITALS
WHEREAS, the Parties entered into a Professional Services Agreement (“P SA”) dated July 1, 2020 for the purpose of providing on-call district administration services; and WHEREAS, this First Amendment will increase the total compensation amount by $ 200,000 and allow the Parties to extend the end date of the PSA from June 30, 202 3 to June 30, 202 8 to provide ongoing district administration support services; and WHEREAS, the Parties agree that changes to the term and services provided for in the PSA are necessary in order for the City to continue receiving services by Professional.

NOW, THEREFORE, the Parties hereto agree as follows:

AGREEMENT

1. The Parties agree to modify the end date of the PSA from June 30, 2023, to June 30, 2028. The first sentence of Section 1.1 of the PSA, “Term of Service,” is amended to read as follows:
"The term of this Agreement shall begin on the date first noted above and shall end on June 30, 2028 , and Professional shall complete the work described in Exhibit A prior to that d ate; unless the term of the Agreement is otherwise terminated or extended, as provided in Section 8."

2. Section 2 of the P SA, “Compensation,” provides for the City to pay Professional a sum not to exceed ONE HUNDRED THOUSAND. The Parties agree to amend Section 2 of the PSA in order to increase the compensation amount to pay Professional for additional services . The firs t sentence of Section 2 of the PSA is amended to read as follows:
"City hereby agrees to pay Professional a sum not to exceed THREE HUNDRED THOUSAND Dollars ($ 300,000), notwithstanding any contrary indication that may be contained in Professional’s proposal, for services to be performed and reimbursable costs incurred under this Agreement.”

3. The document entitled “Compensation Schedule,” attached hereto as Exhibit B, shall replace and supersede the PSA's Exhibit B.

ITEM 9.5.

ATTACHMENT 2

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CONTRACT NO. 2020-189-1

First Amendment to Professional Services Agreement between Page 2 of 2 City of Rancho Cordova and Harris and Associates

4. All other terms and conditions in the PSA shall remain in full force and effect to the extent they are not in conflict with this Amendment.

5. The signatures of the Parties to this Amendment may be executed and acknowledged on separate pages or in counterparts which, when attached to this Amendment, shall constitute one complete Amendment.

6. Contract Administration. This Agreement shall be administered by Dalia Fadl ("Contract Administrator"). All correspondence shall be directed to or through the Contract Administrator or his or her designee.

Notices. Any written notice to Professional shall be sent to:

Alison Bouley, Vice President
Harris & Associates
101 Progress, Suite 250
Irvine, CA 92618
Email Address (for Insurance Update Requests):

[email protected]

Any written notice to City shall be sent to:

Dalia Fadl
Public Works Department
City of Rancho Cordova
2729 Prospect Park Drive
Rancho Cordova, CA 95670

IN WITNESS WHEREOF, the Parties have executed this Amendment on the day and year first above written.

CITY OF RANCHO CORDOVA PROFESSIONAL

____________________________ ______________________________ Micah Runner, City Manager Alison Bouley, Vice President

Date:__________________ Date:__________________

Attest:

____________________________
Stacy Leitner, CMC, City Clerk
Date:__________________
Approved as to Form:

____________________________
Adam U. Lindgren, City Attorney
Date:__________________
ITEM 9.5.

ATTACHMENT 2

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Exhibit A

SCOPE OF SERVICES
Task 1 – Annual District Administration Services

1. Coordinate with the City of Rancho Cordova and the Sacramento County Assessor’s Office to obtain all information needed to provide the services, such as Assessor’s parcel maps, Assessor’s files, copies of secured roll, boundary maps, budget information, historical data, etc.

2. Update the assessment district databases from the latest information available, including recent annexations and parcel development.

3. Assist with the annual assessment district budget and prepare the preliminary RMAD Engineer’s Report for review and comment. Prepare the draft staff report and resolutions. Prepare the final RMAD Engineer’s Report for consideration at the City Council meeting conducting the public hearing. Attend the City Council meetings considering the Resolution of Intention and the public hearing, and provide technical support and answer questions as requested.

4. Assist with the annual CFD budget(s) and prepare the preliminary special tax roll(s) based on the established Rate & Method of Apportionment of Special Taxes for the CFD. Prepare draft staff report and resolutions.

Attend the City Council meeting considering the Resolution Levying the Special Tax and provide technical support and answer questions as requested.

5. Assist the City with the Storm Water Utility Fee budget and prepare an Annual Report for the change in CPI.

Assist with calculating the fee for annexations and re-development and drafting notices as requested.

Prepare staff report and resolutions as needed. Provide as-needed consultations related to the Storm Water Utility Fee.

6. After confirmation of assessments and special taxes, prepare Assessment and Special Tax Rolls in electronic format, as required by the County Auditor-Controller for inclusion of the assessments and special taxes on the property tax bills. Submit the rolls to the County and, after receipt of the County’s exception report, make any required corrections. The Storm Water Utility Fee is excluded from this task since it is collected by the City using the CUBS billing system.

7. Provide a toll-free telephone number and respond to telephone calls from property owners regarding the ongoing collection of assessments and special taxes.

8. Review and evaluate new developments on an as-needed basis and recommend the appropriate maintenance district in which to place the development.

Task 2 – Annexation Services for CFDs and Storm Water Utility Fee Services will be provided on an as needed, time and material basis and may include the following services:

1. Coordinate with Project Team (City staff, special counsel, and property owners) as needed.

2. For the Storm Water Utility Fee, prepare an Exhibit showing the boundary of the annexation for attachment to the City prepared documentation.

ITEM 9.5.

ATTACHMENT 2

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Exhibit A

3. For CFD’s, prepare PDF copies of boundary map of annexation area, ensure the map has proper certifications for the District. Provide the PDF or printed copies and confirm specified quantities of mylars and bluelines of the boundary map to the County Recorder’s Office for recordation after the Resolution of Intention.

4. Provide a description of improvements to be operated and maintained in the annexation area. The improvements to be maintained must be coincide with authorized improvements under the original CFD formation.

5. Attend City Council meeting for Resolution of Intention (ROI) to annex territory to a Community Facilities District as needed.

6. Prepare CFD Report to reflect facilities to be operated and maintained, their costs and administrative expenses. Furnish specified quantities of the final CFD Report as ordered by the City. In summary the report will include as required by the Act:

I. A Description of the District
II. A Description of Facilities
III. Cost Estimates
IV. A list of Property Owners

7. Prepare staff report and resolutions as needed. Attend public hearing for Resolution of Annexation and special election as needed.

8. Assist with the preparation and recording of the Notice of Special Tax upon request.

Responsibilities of the City
• City to designate a responsible official to manage and coordinate the project. • Make available to Harris all available data, information, reports, maps, plans, specifications, cost estimates and other reasonable information for the proper performance for Harris’ services. • Provide (or have developer provide) maps of the development plan and proposed improvements. • Prepare all notices of public hearings or other meetings to be published by City Clerk, and schedule and agendize City meetings and hearings as required by law. • Provide qualified legal counsel to draft petition, legal notices, resolutions, ordinances, ballots, etc., and to provide legal advice to City staff and to the Harris & Associates as required. • Prepare all annexation documentation except for the boundary maps and exhibits as outlined in Task 2.

ITEM 9.5.

ATTACHMENT 2

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EXHIBIT B

FEE
Based on our knowledge and understanding of the City’s project and the scope of work outlined herein, Harris & Associates will provide the services indicated in the Scope of Services for the annual fees shown below:

Attendance at meetings as described i n the Scope of Work and indirect expenses (such as mileage, duplicating and postage) are included in the lump sum fees and hourly rates.

Invoices will be submitted monthly for services provided during the previous month. Payments are to be made by the City within 30 days of receipt of invoice.

2023 Schedule of Hourly Rates

Vice President $250-$280
Project Director $225-$250
Senior Project Manager $185-$240
Project Manager $160-$195
Senior Project Engineer $175-$225
Project Engineer $155-$185
Senior Project Analyst $135-$170
Project Analyst $125-$165
Administrative Support $90-$115

* These hourly rates may be updated on an annual (calendar year) basis.

District
Lump Sum
Fee for
FY23-24**
Lump Sum
Fee for
FY24-25**
Lump Sum
Fee for
FY25-26**
Lump Sum
Fee for
FY26-27**
Lump Sum
Fee for
FY27-28** 5-yr total
Community Facilities District No. 2008-1
(Street Lighting and Road Maintenance) $4,274.84 $4,403.00 $4,535.00 $4,671.00 $4,811.00 $22,694.84 Community Facilities District No. 2014-2
(Street, Lighting and Road Maintenance) $10,462.80 $10,777.00 $11,100.00 $11,433.00 $11,776.00 $55,548.80 Community Facilities District No. 2018-2
(Community Places and Neighborhood Greens) $7,641.50 $7,871.00 $8,107.00 $8,350.00 $8,601.00 $40,570.50 City of Rancho Cordova Road Maintenance Assessment $6,962.80 $7,172.00 $7,387.00 $7,609.00 $7,837.00 $36,967.80 $29,341.94 $30,223.00 $31,129.00 $32,063.00 $33,025.00 $155,781.94 Annexation & Misc Reporting Services (Scope Task 2 -
CFDs, SWU and other Mapping)*
N/A
$36,000.00
5-year Total NTE $191,781.94
* Time and materials as needed per current schedule of hourly rates (The T&M portion for Annexations and Miscellaneous reporting will not exceed $36,000 over the five-year period) ** FY23-24 increase includes a 4% increase plus a factor for the avg Bldg permit research over past 3 years. Following years include a 3%/yr increase.

Total Annual Fee
ITEM 9.5.

ATTACHMENT 2

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MEMORANDUM

City Council Staff Report - Page 1 of 2

ITEM 10.1.

DATE: May 1, 2023

TO: Honorable Mayor and Council Members

FROM: Dalia Fadl, Principal Engineer

SUBJECT: A RESOLUTION DECLARING A PROTEST HEARING AND

AUTHORIZING THE MAILING OF PROPERTY OWNER BALLOT

RELATING TO THE IMPOSITION OF THE ANNUAL STORMWATER

UTILITY FEE FOR THE NORTH POINT PROJECT

RECOMMENDATION

Adopt the Resolution.

RESULT OF RECOMMENDED ACTION

Adoption of the Resolution would declare the results of the property owner's protest and, if there exists less than a majority protest, authorize the mailing of a ballot to the property owner to approve the levy of the fee to pay for maintenance of storm drainage and flood protection systems for the North Point project. The action also sets 1:30 p.m. on May 30, 2023, in the office of the City Clerk, as the time and date for the ballot tabulation for the matter.

BACKGROUND

The North Point project has a condition of approval which requires funding for operation and maintenance of the storm drainage system. This condition will be satisfied by participation in the new Stormwater Utility Fee for storm drainage and flood protection services, which is the subject of tonight’s action. The property owner of the North Point project has requested the City annex the project to the City’s Stormwater Utility Fee pursuant to the California Health and Safety Code section 5471 et seq. to provide the method of financing for storm drainage and flood protection services required to meet the condition. On April 17, 2023, Council adopted a resolution which established Procedures for the Conduct of a Protest Hearing and Balloting Relating to a Stormwater Utility Fee (the “Procedures”) and designated May 1, 2023, at 5:30 p.m. as the time and place for hearing protests in connection with the annual Stormwater Utility Fee for the North Point project.

DISCUSSION

The property owner has submitted a petition and waiver for the City to institute the proceedings to participate in the Stormwater Utility Fee. This annexation to the Stormwater Utility Fee will include the project generally known as the North Point project, see Attachment 2. The maintenance services to be funded include the furnishing of services and materials for the ordinary and usual operation, maintenance, and servicing of the storm drain and flood

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City Council Staff Report - Page 2 of 2

protection systems.

Attachment 1 is the Resolution declaring the results of the property owner's protest and authorizing the mailing of the property owner ballot, as required by Article XIII D of the California Constitution (also known as Proposition 218). The Resolution sets forth the tabulation of ballots on May 30, 2023, at 1:30 p.m. in the office of the City Clerk. The results of the mailed ballot election will be presented to City Council at their regularly scheduled meeting on June 19, 2023, and additional actions will be recommended based on the ballot results.

A “Rate Analysis Report” was approved by City Council on September 4, 2014, by Resolution 103-2014 setting Fiscal Year 2014/2015 maximum annual Stormwater Utility Fee amount for each parcel proportionate to the estimated stormwater runoff for each parcel, see Attachment 3.

The maximum annual fee will increase each subsequent Fiscal Year by the annual change in the Consumer Price Index (CPI), during the preceding year, for All Urban Consumers, for the San Francisco-Oakland-San Jose areas, published by the United States Department of Labor, Bureau of Labor Statistics. A sample of the Stormwater Utility Fees for Fiscal Year 2022-2023 is summarized in Attachment 4.

FISCAL IMPACT AND FUNDING SOURCE

There is no impact to the City’s General Fund. Funds collected by this fee will pay for maintenance of storm drainage and flood protection systems.

ATTACHMENT(S)

1. Resolution

2. Annexation Boundary Map

3. Stormwater (SWU) Rate and Analysis Report

4. Stormwater Utility Fee- Rate Sheet FY22-23

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ITEM 10.1. ATTACHMENT 1 Resolution No. XX-2023 Page 1 of 2

CITY OF RANCHO CORDOVA

RESOLUTION NO. XX-2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA, STATE

OF CALIFORNIA, DECLARING THE RESULTS OF THE PROPERTY OWNER PROTEST

AND AUTHORIZING THE MAILING OF A PROPERTY OWNER BALLOT RELATING TO THE

IMPOSITION OF AN ANNUAL STORMWATER UTILITY FEE FOR THE

NORTH POINT PROJECT

WHEREAS, this Council has received petitions and waivers from the owners of not less than 100% of the area of land proposed to be annexed into the Stormwater Utility Fee; and

WHEREAS, on April 17, 2023, the City Clerk caused a notice of the time and place of the hearing thereon and on the proposed annexation to the Stormwater Utility Fee to be published and such public hearing was opened on May 1, 2023; and

WHEREAS, the Council adopted Resolution 103-2014 approving a written report entitled, "Rate Analysis Report", dated September 4, 2014 (the "Written Report") prepared by Harris & Associates and filed with the City Clerk containing a description of each parcel of real property within the City to which the Stormwater Utility Fee is applicable (collectively, the "Identified Parcels") and the amount of the Stormwater Utility Fee for each such Identified Parcel for Fiscal Year 2014-15. The Written Report is on file in the office of the City Clerk and is available for public inspection; and

WHEREAS, this Council adopted a resolution which established Procedures for the Conduct of a Protest Hearing and Balloting Relating to a Stormwater Utility Fee (the “Procedures”) and set the date of public hearing; and
WHEREAS, this Council has conducted the public hearing and all interested persons have been afforded the opportunity to be heard, and the City Council has considered all protests against the annexation to the Stormwater Utility Fee; and

WHEREAS, there was no majority protest of the owner of the Identified Parcels subject to the Proposed Stormwater Utility Fee.

NOW, THEREFORE, BE IT HEREBY RESOLVED THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA authorizes as follows:

1. The foregoing recitals are true and correct.

2. The City Clerk is hereby authorized and directed to mail a property owner ballot in accordance with law and the Procedures.

3. The date of the ballot tabulation shall be May 30, 2023, at 1:30 pm.

4. The date of the Council Meeting to report the results of the mailed ballot election shall be June 19, 2023 at 5:30 or as soon thereafter as the matter may be heard.

5. The City Council hereby designates Dalia Fadl, Principal Engineer, telephone number, (916) 851-8718 to answer inquiries regarding the ballot proceedings and procedural or

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ITEM 10.1. ATTACHMENT 1 Resolution No. XX-2023 Page 2 of 2 technical matters.

PASSED AND ADOPTED by the City Council of the City of Rancho Cordova on the 1st day of May 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

ATTEST:

Linda Budge, Mayor

Stacy Leitner, CMC
City Clerk

Page 74 of 467 ends

APN
072-4050-022
APN
072-4050-019
APN
072-4050-020
APN
072-4050-021
APN
072-4050-026
APN
072-4050-027
APN
072-4050-018
APN
072-4050-017
APN
072-4050-028
APN
072-4050-029
APN
072-4050-023
APN
072-4050-024
APN
072-4050-025

CITY OF RANCHO CORDOVA

STORMWATER UTILITY FEE AREA
ANNEXATION 38

RANCHO CORDOVA LOGISTICS

CENTER PROJECT
!
Legend
Annexation Boundary
ITEM 10.1.

ATTACHMENT 2

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Rate Analysis Report
for the
Stormwater Utility Fee
For the
City of Rancho Cordova
August 7, 2014
ITEM 10.1.

ATTACHMENT 3

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City of Rancho Cordova August 7, 2014
Stormwater Utility Fee
Rate Analysis Report Page 1
Q:\Sacramento\Storm Drain User Fee\Report\rancho cordova drainage fee rpt DRAFT 08.6.14.docx Introduction
The City of Rancho Cordova (City) is detaching from the County of Sacramento fee and is creating their own Stormwater Utility Fee, which is being levied per the California Health and Safety Code Section 5471 et seq.

The purpose of this Rate Analysis Report is to:
 Review the Stormwater Utility Fee and improvements to be funded.  Review the requirements of Article XIIID of the State Constitution (Proposit ion 218) relating to requirem
ents for apportioning the costs associated with the City’s stormwater runoff system.  Analyze and recommend an appropriate rate structure and provide estima ted rates based on cost data inform
ation provided by the City.

Proposition 218 Requirements
This fee must comply with the provisions of Article XIIID of the California Constitution (Proposition 218). Section 6 of Proposition 218 has the following requirements for all “new, extended, imposed or increased” fees and charges:
1) “Revenues derived from the fee or charge shall not exceed the funds required to provide the propert
y-related service.”
2) “Revenue
s derived from the fee or charge shall not be used for any purpose other than that for which the fe
e or charge was imposed.”
3) “The am
ount of a fee or charge imposed upon any parcel or person as an incident of property ownership shall not exceed the proportional cost of the service attributable to the parcel.” 4) “No fee or c
harge may be imposed for a service unless that service is actually used by, or imm
ediately available to, the owner of the property in question. Fees or charges based on potential or future use of service are not permitted. Standby charges, whether characterized as charges or a
ssessments, shall be classified as assessments and shall not be imposed without com
pliance with [the assessment section of this code].”
5) “No fee or c
harge may be imposed for general governmental services including, but not limited to, police, fire, am
bulance or library services where the service is available to the public at large in substantially
the same manner as it is to property owners.”
Background Information
In accordance with the Federal Clean Water Act of 1972, the United States Environmental Protection Agency (EPA) is required to establish regulations setting forth National Pollution Discharge Elimination System (NPDES) permit standards. The enactment of 1987 amendments to the Federal Clean Water Act (Act) of 1972 imposes permit requirements for discharge of storm waters. The Act allows the EPA to delegate its NPDES permitting authority to states with an approved environmental regulatory program. The State of California is one of the delegated states.

The responsibility for implementing various NPDES permits in the State of California has been delegated to the State Water Resources Control Board (SWRCB). The SWRCB administers NPDES authority through its nine Regional Boards. As an NPDES permittee, the City is required to manage stormwater pollution within its jurisdiction.

ITEM 10.1.

ATTACHMENT 3

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City of Rancho Cordova August 7, 2014
Stormwater Utility Fee
Rate Analysis Report Page 2
Q:\Sacramento\Storm Drain User Fee\Report\rancho cordova drainage fee rpt DRAFT 08.6.14.docx In order to provide for the safety of the residents of the City and protect property in the City from the damage associated with flooding and to meet the requirements of the NPDES permit, it is necessary to design, construct, operate, maintain, improve and replace storm drainage facilities which collect storm and surface water runoff and convey and treat such runoff in a safe manner to an acceptable point of discharge. It is also necessary to inspect, monitor, and take enforcement action related to illegal dumping, and illicit discharges. In order to properly fund such facilities and activities, the City has determined that it is necessary to impose on all developing properties in Rancho Cordova a user charge for storm drainage service.

Based on the 2030 General Plan and current specific plan areas, Rancho Cordova is expected to develop as shown in Table 1 below. The proposed boundary for the stormwater utility is shown in Appendix A.

ITEM 10.1.

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Stormwater Utility Fee
Rate Analysis Report Page 3
Q:\Sacramento\Storm Drain User Fee\Report\rancho cordova drainage fee rpt DRAFT 08.6.14.docx Table 1 – Land Use
A m
ore detailed land use table by development area is shown in Appendix D.

This development is expected to require significant stormwater drainage and flood control facilities.

Based on the development area and improvements that were required in four (4) recent developments Land Use/ Zoning Description Total Acre s Total Units
Residential:

LDR SF (2.1-6.0 DU/AC) 2,635 13,156
MD (6.1-12 DU/AC) 322 2,524
MDR MD (6.1-18.0 DU/AC) 1,852 13,231
MD (14.0-29.9 DU/AC) 60 885
HDR HD (18.1-40.0 DU/AC) 192 4,372
HD (30+ DU/AC) 30 825
Residential Total 5,090 34,993
Non-Residential:

VC Village Commercial 202
LTC Local Town Center 134
RTC Regional Town Center 172
BP Business Park 158
MP Industrial Park 283
Education:

HS/MS High School/Middle School 356
MS Middle School 20
ES Elementary School 102
Open Space & Public:

CP Community Park 313
P/QP Public/Quasi Public 37
NP Neighborhood Park 194
SWD Storm Water Detention 186
WP Wetland Preserve 745
DP Drainage Parkway 270
PR Private Recreation 63
OS Open Space 168
OS/P Open Space/Preserve 279
LC Landscape Corridors 123
GB Green Belts 54
ROW Right-of-way 596
BR/WP Reservoir / Wetland Preserve 528
S Sewer Lift Station / Utility Subst a 14
Vacant (unknown dev plan) 595
Total Non-residential 5,590
Total Residential & Non-Res 10,680
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Stormwater Utility Fee
Rate Analysis Report Page 4

Q:\Sacramento\Storm Drain User Fee\Report\rancho cordova drainage fee rpt DRAFT 08.6.14.docx within the County of Sacramento, Table 2 summarizes the improvements that are expected once development is complete.

Table 2 – Expected Improvements

Services Funded
Expenditures from the revenue generated from the Stormwater Utility Fee are intended to comply with the requirements set forth in the NPDES permit. The activities and services funded by this fee include, but are not limited to:

1. Administration and oversight of the requirements set forth in the NPDES permit to City departments, developments, and local agencies.

2. Respond to and investigate incidents of illicit discharges and illegal connections to the storm drain system.

3. Periodically inspect facilities for proper handling of materials, chemicals, pollutants, garbage, waste, and debris and prevent any discharges to the storm drain system.

4. Regularly clean and maintain catch basins, the flowline, and storm drainage facilities.

5. Installation and maintenance of water quality devices required to keep pollutants out of the storm drain system.

6. Discourage illegal dumping or discharge of pollutants into the storm drain system by stenciling all City-owned catch basins with a "No Dumping" message.

7. Augment public education and outreach programs in regards to the proper use and function of the storm drainage system and the receiving waters.

Infrastructure Type
Inlets 6,400 LF
Manholes 4,460 LF
66" Pipe 3,950 LF
60" Pipe 10,280 LF
54" Pipe 11,140 LF
48" Pipe 10,210 LF
42" Pipe 28,620 LF
36" Pipe 42,420 LF
30" Pipe 51,050 LF
27" Pipe 540 LF
24" Pipe 91,960 LF
21" Pipe 2,230 LF
18" Pipe 100,300 LF
15" Pipe 101,300 LF
12" Pipe 529,890 0
10" Pipe 4,170 0
Creeks and Channels 80 AC
Basins 320 AC
Quantit
y
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Stormwater Utility Fee
Rate Analysis Report Page 5

Q:\Sacramento\Storm Drain User Fee\Report\rancho cordova drainage fee rpt DRAFT 08.6.14.docx

8. Develop programs to promote, publicize, and facilitate public reporting of illicit discharges to the storm drain system.

9. Encourage the proper disposal of household hazardous waste (HHW) to prevent the improper disposal to the storm drain system or to the sewer system.

10. Discourage the improper disposal of litter, garden clippings, leaves, and pet waste into the street or the storm drain system.

11. Capital replacement of storm drainage and flood control improvements at the end of the expected useful life for such improvements.

Rate Structure Analysis
Section 6.b of Article XIIID of the State Constitution (Proposition 218) states that:
“The amount of a fee or charge imposed upon any parcel or person as an incident of property ownership shall not exceed the proportional cost of the service attributable to the parcel.” and
“No fee or charge may be imposed for a service unless that service is actually used by, or immediately available to, the owner of the property in question.” By definition, all properties that shed stormwater into the City’s stormwater drainage system use, or are served by, the City’s stormwater drainage system. The amount of use attributed to each parcel is measurable by the amount of storm runoff contributed by the property, which is directly proportional to the amount of impervious area on a parcel (such as buildings and concrete). The more impervious area on a property, the more storm runoff the property generates, the more demand placed on the storm drain system.

The amount each parcel uses the stormwater drainage system is computed by the following formula:
(Parcel Area) x (Impervious Percentage) = Drainage Units The typical percent impervious (% Impervious) for land uses in the City, have been applied for the purposes of estimating the runoff generated by each property. These are shown in Appendix B.

The more Drainage Units a parcel has, the more storm run-off it generates, and the more it uses and impacts the stormwater drainage system.

It is standard practice to relate other land uses to a developed single family residential (SFR) parcel, instead of working exclusively with drainage units. The median size of a SFR parcel will be approximately 0.16 acre. Therefore, it makes sense to relate all parcels to this median residential property. The runoff from a 0.16-acre SFR parcel is set equal to one Drainage Measurement Unit (DMU) and this base DMU is calculated as follows:
(0.16 acres of area) x 50% = 0.0800 Impervious Area = 1 DMU

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Stormwater Utility Fee
Rate Analysis Report Page 6

Q:\Sacramento\Storm Drain User Fee\Report\rancho cordova drainage fee rpt DRAFT 08.6.14.docx Single Family Residential Parcels
As a SFR property increases in size over the median parcel size, the typical percentage of impervious area decreases, as shown in Appendix B. Conversely, as a SFR parcel decreases in size below the median parcel size, the typical percentage of impervious area increases, and such increase is typically proportional to the decrease in size. Therefore, SFR properties are separated into five (5) groups.

The median parcel area for each group was used and their DMUs are calculated as follows:

SFR Category DMU/ Formula
SFR1 – SFR parcels 0.16 acres or less 1.00 DMU
SFR2 – SFR parcels 0.17 - 0.25 acres 1.10 DMUs
SFR3 – SFR parcels 0.26 – 0.33 acres 1.175 DMUs
SFR4 – SFR parcels 0.34 – 0.50 acres 1.25 DMUs
SFR5 – SFR parcels greater than 0.50 acres 1.25 + [(acres – 0.50) x 5%] = DMUs

0.0800
Multi-Family Residential Parcels
Multi-Family Residential (MFR) units (including condominiums) are split into categories by the density, or number of dwelling units per acre (DU/Ac) as follows:

MFR Category Density % Impervious
MFR1 - High Density Greater than 18 DU/Ac 75%
MFR 2 - Med Density 10 – 18 DU/Ac 70%
Acreage x %Impervious = DMUs

0.0800
Condominium unit parcel areas are calculated by dividing the total area of the condominium complex (which includes the common area) by the number of condominium units, and the total imperviousness of the entire complex is attributed to each individual condo parcel in the complex. (This divides the runoff of the entire complex to each of the individual units.) Because these condominium common areas are taken into consideration in this manner, they are exempt from the charge.

Non- Residential Parcels
All non-residential parcel DMUs will be based on the impervious area (runoff coefficient) table shown in Exhibit B, using the following formula:

Acreage x %Impervious = DMUs

0.0800
All parcels draining into Rancho Cordova Stormwater Utility Fee-maintained drainage infrastructure are proposed to be charged the same user fee rate per DMU for stormwater runoff treatment. The Rancho Cordova Stormwater Utility Fee is proposed in perpetuity.

For the purposes of this report, City-maintained drainage infrastructure includes streets, pipes, inlets, outlets, and natural drainage courses. Parcels related to these types of property uses are exempt from the runoff charge, as they are part of the infrastructure being funded. Also exempt from the runoff charge is Caltrans right-of-way, because Caltrans handles its own runoff under a separate NPDES permit.

ITEM 10.1.

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Stormwater Utility Fee
Rate Analysis Report Page 7

Q:\Sacramento\Storm Drain User Fee\Report\rancho cordova drainage fee rpt DRAFT 08.6.14.docx Drainage units may be adjusted based on appeal from the property owner. See the Appeals Process below.

Table 3, below, provides a preliminary summary of DMUs for the various land uses in Rancho Cordova.

Table 3 – Drainage Measurement Unit Summary Table

Landuse Description
Number of
Units
Total A rea
(acres)
Impervious
Ar e a
(acres) DMUs
SINGLE FAMILY RESIDENTIAL (SFR1) 15,107 2,028 15,107.00 SINGLE FAMILY RESIDENTIAL (SFR2) 13,790 2,776 15,169.00 SINGLE FAMILY RESIDENTIAL (SFR3) 14 4 16.45
SINGLE FAMILY RESIDENTIAL (SFR4) -
SINGLE FAMILY RESIDENTIAL (SFR5) -
MULTI-FAMILY RESIDENTIAL (MFR1) 6,082 282 2,639.06
COMMERCIAL 666 499 6,240.00
INDUSTRIAL 283 226 2,830.00
SCHOOLS 478 239 2,985.00
PRIVATE RECREATION 63 16 195.31
PARKS/GREENBELTS 561 140 1,752.47
PUBLIC 51 15 190.13
TOTAL 34,993 7,190 47,124
ITEM 10.1.

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Stormwater Utility Fee
Rate Analysis Report Page 8

Q:\Sacramento\Storm Drain User Fee\Report\rancho cordova drainage fee rpt DRAFT 08.6.14.docx Cost Estimate
Table 4 below shows the estimated costs to maintain infrastructure in the developing areas. Unit costs for maintenance were derived using budget information provided by the County, since the County currently maintains the storm drainage system. The budget information is shown in Appendix C.

Table 4 – Estimated Costs

Fee Calculations
The estimated annual costs for the proposed storm drain improvements are $5,401,709 as shown in Table 4 above. Dividing that by the total number of proposed DMU’s in Rancho Cordova (47,124), the maximum estimated annual Stormwater Utility Fee rate is $114.63 per DMU.

This would be the proposed maximum fee rate for fiscal year 2014-15. The maximum rate will be increased each subsequent Fiscal Year by the annual change in the Consumer Price Index (CPI), during the preceding year, for All Urban Consumers, for the San Francisco-Oakland-San Jose areas, published by the United States Department of Labor, Bureau of Labor Statistics (or a reasonably equivalent index should the stated index be discontinued, as determined by the Director of Public Works).

Estimated Quantity Unit Cost ($/unit) Total Cost/Year
Maintenance Costs:

Trunk Lines (larger than 24") - TV Lines 158210 LF 7.50$ 25 years 47,463.00$ Drainage Lines 10"-24" Cleaning 829850 LF 3.00$ 10 years 248,955.00$ Drainage Lines 10"-24" TV 829850 LF 7.50$ 25 years 248,955.00$ Creek and Channel Maintenance and Repair 65070 LF 0.75$ 1 year 49,009.83$ Pipe Repairs 998920 LF 0.45$ 1 year 451,380.43$ Creeks and Channels Mowing 80 AC $6,825 1 year 546,000.00$ Creeks and Channels Herbicides 80 AC $680 1 year 54,400.00$ HydroMod Basin Maintenance 320 AC $4,830 1 year 1,545,600.00$ Basin De-silt 320 AC $1,000 25 years 12,800.00$
Basins Herbicides 320 AC $761 1 year 243,360.00$
Replacement Costs:

Inlets 6400 EA $2,000 75 years $170,667
Manholes 4460 EA $3,500 75 years $208,133
66" Pipe 3950 LF $550 100 years $21,725
60" Pipe 10280 LF $475 100 years $48,830
54" Pipe 11140 LF $400 100 years $44,560
48" Pipe 10210 LF $325 100 years $33,183
42" Pipe 28620 LF $275 100 years $78,705
36" Pipe 42420 LF $225 100 years $95,445
30" Pipe 51050 LF $175 100 years $89,338
27" Pipe 540 LF $150 100 years $810
24" Pipe 91960 LF $125 100 years $114,950
21" Pipe 2230 LF $115 100 years $2,565
18" Pipe 100300 LF $105 100 years $105,315
15" Pipe 101300 LF $95 100 years $96,235
12" Pipe 529890 LF $85 100 years $450,407
10" Pipe 4170 LF $75 100 years $3,128
Total: $5,011,917
Annual Fee Administration: $45,000
Operating (Cash Flow) Reserve (10% of Maintenance Costs): $344,792 Estimated Total: $5,401,709
Frequency
ITEM 10.1.

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Stormwater Utility Fee
Rate Analysis Report Page 9

Q:\Sacramento\Storm Drain User Fee\Report\rancho cordova drainage fee rpt DRAFT 08.6.14.docx The actual rate to be levied each year will be as approved by the City at a public hearing, after they consider an Annual Fee Report outlining the estimated annual costs of the program for the ensuing fiscal year.

Table 5 provides sample fee calculations for various land uses and parcel sizes.

Table 5 – Sample Calculations

The Preliminary Charge Roll, which is a listing of each parcel to be charged a fee and its proposed maximum fee for FY 2014-15, is on file in the office of the City Clerk.

Appeals Process
If a property owner disagrees with the calculation of his or her fee, based on the parcel area and estimated impervious percentage assigned to the property, then the property owner may appeal the calculation as follows:

1. Property owner must provide written documentation explaining the reason why the charge should be changed. This documentation must include:
a. The name, phone number, mailing address, and email address, if available, of the property owner.
b. The Assessor’s Parcel Number (APN) of the property in question.

2. If additional documentation is required or insufficient documentation was submitted, a representative of the Department of Public Works (Staff) will notify the property owner in writing.

3. Once Staff has determined that sufficient documentation has been submitted, Staff will perform the initial review. Staff will notify the property owner in writing within four (4) weeks from the time sufficient documentation was submitted as to whether or not the fee amount will be changed.
a. If the determination is to change the fee amount, then the new fee amount will be documented within the City’s fee database.

Land Use Description
Total A rea
(acres)
Impervious
Are a
(acres) DMUs Sample Fee
SINGLE FAMILY RESIDENTIAL (SFR1) 0.16 1.000 114.63$ SINGLE FAMILY RESIDENTIAL (SFR2) 0.22 1.100 126.09$ SINGLE FAMILY RESIDENTIAL (SFR3) 0.30 1.175 134.69$ SINGLE FAMILY RESIDENTIAL (SFR4) 0.40 1.250 143.28$ SINGLE FAMILY RESIDENTIAL (SFR5) 1.00 1.563 179.10$ MULTI-FAMILY RESIDENTIAL (MFR1) 5.00 3.75 46.875 5,373.12$ COMMERCIAL1

1.00 0.75 9.375 1,074.62$ INDUSTRIAL 1.00 0.80 10.000 1,146.27$ SCHOOLS 5.00 2.50 31.250 3,582.08$ PRIVATE RECREATION 1.00 0.25 3.125 358.21$ PARKS/GREENBELTS 2.00 0.20 2.500 286.57$ PUBLIC 2.00 0.60 7.500 859.70$ 1 Average of Downtown and Neighborhood Commercial as shown in Appendix B ITEM 10.1.

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Stormwater Utility Fee
Rate Analysis Report Page 10

Q:\Sacramento\Storm Drain User Fee\Report\rancho cordova drainage fee rpt DRAFT 08.6.14.docx b. If the determination is that the fee should not be changed, the property owner can appeal Staff’s decision to the Director of Public Works. The appeal must be made in writing and returned no later than four (4) weeks from the date of mailing of Staff’s initial review decision. The Director of Public Works will notify the property owner in writing within four (4) weeks from the date of receipt of the appeal as to whether or not the fee amount will be changed.

If the owner of any parcel shall have reason to feel that the computation of the DMU for his/her parcel is not correct, that person may file an appeal with the Director of Public Works in the manner prescribed by the Director of Public Works. The Director of Public Works will consider all data provided by the appellant and shall render a decision in writing.

The decision of the Director of Public Works will be final with respect to City action on the appeal.

Appeals will be accepted annually up until June 30 for inclusion on the following fiscal year’s property tax roll submittal. However, if an appeal is granted by Staff or the Director of Public Works that does not permit inclusion for the following fiscal year’s property tax roll submittal, a reimbursement will be provided to the property owner by the City.

Respectfully submitted:

Harris & Associates

Dennis A. Anderson
Senior Project Manager

ITEM 10.1.

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Stormwater Utility Fee
Rate Analysis Report APPENDIX A

APPENDIX A

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Stormwater Utility Fee
Rate Analysis Report APPENDIX B

APPENDIX B

Runoff Coefficient

Land Use Impervious
Single Family Residential less than 0.166 acres 50%
Single Family Residential 0.166 acres to 0.250 acres 40% Single Family Residential 0.251 acres to 0.330 acres 30% Single Family Residential 0.331 acres to 0.500 acres 25% Single Family Residential Over 0.500 acres (excluding the first 0.500 acres) 5% High-Density Residential (including Apartments and Mobile Home Parks) 75% Condominiums 70%
Commercial Downtown Areas1 80%
Commercial Neighborhood Areas 70%
Industrial 80%
Schools 50%
Parks 25%
Greenbelts 10%
Footnotes:
1 City of Rancho Cordova Municipal Code Chapter 15.

Sources:

1. Yolo County City/County Drainage Manual, February 2010.

2. Stormwater Quality Design Manual for the Sacramento and South Placer Regions, May 2007.

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Stormwater Utility Fee
Rate Analysis Report Appendix C

Appendix C

Cost Information

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County of Sacramento/City of Rancho Cordova
Current Storm Drain Maintenance Costs
Repair Type
Actual Expenditures for FY
11/12
FY 13/14
Budget
County North OCUO Drain Line Upgrade or Repair 630,912.90 $ 630,912.90 $ OFFO Fence Repair 19,343.41 $ 19,343.41 $ OHKO Inlet Outfall Repair 455,724.02 $ 455,724.02 $ OMSO Erosion Control 26,189.60 $ 26,189.60 $ OY8O Manhole Repair 63,362.44 $ 63,362.44 $ RAMP ADA Compliant Ramp - $ - $ Overhead 36.39% 435,026.56 $ 435,026.56 $ 1,630,558.93$ 1,630,558.93 $
County South OCUO Drain Line Upgrade or Repair 105,317.24 $ 105,317.24 $ OFFO Fence Repair 35,802.01 $ 35,802.01 $ OHKO Inlet Outfall Repair 214,660.90 $ 214,660.90 $ OMSO Erosion Control - $ - $ OY8O Manhole Repair 8,585.40 $ 8,585.40 $ RAMP ADA Compliant Ramp - $ - $ Overhead 23.51% 85,667.45 $ 85,667.45 $ 450,033.00$ 450,033.00$
Rancho Cordova OCUO Drain Line Upgrade or Repair 222,809.74$ 229,850.53$ OFFO Fence Repair 26,326.14$ 27,158.05$ OHKO Inlet Outfall Repair 224,877.26$ 231,983.38$ OMSO Erosion Control -$ -$ OY8O Manhole Repair 4,498.84$ 4,641.00$ RAMP ADA Compliant Ramp -$ -$ Overhead 23.51% 112,504.88$ 116,060.03$ 591,016.86$ 609,692.99$
Total LF of Pipes
County 7,865,755 7,865,755
Rancho Cordova 1,349,271 1,349,271 Cost/LF of pipe for Repairs
County 0.26$ 0.26$
Rancho 0.44$ 0.45$
* Costs were increased for 12/13 based on comparing actual expenditures in 11/12 with actual expenditures in 12/13.

Pipe Repair Costs
Total Budget=
Total Budget=
Total Budget=
Budget Classification
8/6/2014
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County of Sacramento/City of Rancho Cordova
Current Storm Drain Maintenance Costs
Repair Type
Actual
Expenditures FY
11/12
FY 13/14
Budget
County OCCO Inspect Channels 149,684.06 $ 149,684.06 $ ODSO Clean, Inspect trach Racks and Box Culverts 203,337.83 $ 203,337.83 $ OF8O Sandbag Distribution 5,184.60 $ 5,184.60 $ OFCO Drainage Response 82,451.66 $ 82,451.66 $ OFDO Concrete Channel Cleaning Bobcat 552,150.54 $ 552,150.54 $ OHWO Vegetation Removal County Forces
OJZO Clean and Inspect Outfall Structures 191,840.84 $ 191,840.84 $ OLCO Access Road Maintenance - $ - $ OLDO Mowing
OMPO Expose Pipe End Mechanically 2,720.90 $ 2,720.90 $ OMRO Channel Cleaning Mechanical 49,087.50 $ 49,087.50 $ OORC Rodent Control 32,695.06 $ 32,695.06 $
OTVD Tree Removal 79,463.44 $ 79,463.44 $
OVDO Dry Spoil Dumping 8,137.34 $ 8,137.34 $ OWCO Weed Control Chemical
Overhead 36.39% 493,691.29 $ 493,691.29 $
1,850,445$ 1,850,445 $
County OCCO Inspect Channels 1,797.15$ 1,797.15$ ODSO Clean, Inspect trach Racks and Box Culverts -$ -$ OF8O Sandbag Distribution 2,464.80$ 2,464.80$ OFCO Drainage Response 1,293.11$ 1,293.11$
OFDO Concrete Channel Cleaning Bobcat 144,294.58$ 144,294.58$ OHWO Vegetation Removal County Forces
OJZO Clean and Inspect Outfall Structures -$ -$ OLCO Access Road Maintenance 57,345.54$ 57,345.54$ OLDO Mowing
OMPO Expose Pipe End Mechanically -$ -$ OMRO Channel Cleaning Mechanical 32,935.75$ 32,935.75$ OORC Rodent Control -$ -$
OTVD Tree Removal 214,736.46$ 214,736.46$
OVDO Dry Spoil Dumping -$ -$
Creek and Channel Cleaning
Total Budget=
Budget Classification
8/6/2014
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Repair Type
Actual
Expenditures FY
11/12
FY 13/14
BudgetBudget Classification
OWCO Weed Control Chemical
Overhead 23.51% 106,945.71 $ 106,945.71 $
561,813$ 561,813 $
Rancho Cordova OCCO Inspect Channels -$ -$ ODSO Clean, Inspect trach Racks and Box Culverts 413.30$ 413.30$ OF8O Sandbag Distribution -$ -$
OFCO Drainage Response -$ -$
OFDO Concrete Channel Cleaning Bobcat 65,905.39$ 65,905.39$ OHWO Vegetation Removal County Forces
OJZO Clean and Inspect Outfall Structures -$ -$ OLCO Access Road Maintenance -$ -$ OLDO Mowing
OMPO Expose Pipe End Mechanically -$ -$ OMRO Channel Cleaning Mechanical -$ -$ OORC Rodent Control -$ -$
OTVD Tree Removal -$ -$
OVDO Dry Spoil Dumping -$ -$
OWCO Weed Control Chemical
Overhead 23.51% 15,592.45$ 15,592.45$
81,911$ 81,911$
Total LF of Channels
Rancho Cordova (unlined) 74,628 74,628 Rancho Cordova (lined) 37,562 37,562
Total Rancho Cordova 112,189 112,189
County (unlined) 1,677,768 1,677,768
County (lined) 216,153 216,153
Total County 1,893,920 1,893,920
Cost/LF of Channel for Cleaning:

County 1.27$ 1.27$
Rancho 0.73$ 0.75$
* Costs were increased for 12/13 based on comparing actual expenditures in 11/12 with actual expenditures in 12/13.

Total Budget=
Total Budget=
8/6/2014
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County of Sacramento/City of Rancho Cordova
Current Storm Drain Maintenance Costs
Activity Size/Location Cost/LF Frequency Notes
Pipes/Channels
Hydro Cleaning 6"-24" 3.00$ 10 years
TV Lines all 7.50$ 25 years
Rancho 0.75$ each year Within SWU Budget
Sac County 1.27$
Pump Mainteance Covered within budget
Per County Staff Assume no pumps
in new areas.

Repairs 2 crews year round SWU funds support this
Hydromod Basin cost/ac
Maintenance 4,830.00$ annul see detailed estimate
Herbicides 325.00$ 2 x's/year
Additional costs
Pesticide Control Advisor 20,000.00$ annually
Engineering admin support with regulatory agencies 10% of maint costs/year Supervisors and managers 5% of maint costs/year
Creek and Channel Cleaning
8/6/2014
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Basin Maintenance Costs Cost per Acre
Trash Clean‐up and Disposal (4 x's/year) 1,200$
Mowing (2 x's/year) 200$
Inspection 4 x's/year 1,600$
Erosion Repair 800$
Vegetation and Landscape Maintenance 800$
Sub‐total 4,600$
Over‐head Mark‐up (5%) 230$
Total Cost 4,830$
Hydromod Basin Maintenance
Inspection Includes: Examine gates, fences and access ramp for damage and overgrown vegetation, check basin slopes for erosion, excess vegetation, debris and animal burros, check flow line for excess vegetation and sediment, check for erosion at water line, large/floating debris, and excess vegetation. Check for debris, cracks and damage, and erosion at inlets and outlets. Also check access control racks for debris and to ensure they are locked and secured. Check riprap at inlet weir
ITEM 10.1.

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Stormwater Utility Fee
Rate Analysis Report Appendix D

Appendix D

Detailed Land Use Data

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Storm Drain User Fee
City of Rancho Cordova
December 20, 2013 AC, Landuse & units derived from GIS/Aerials North Douglas II Heritage Falls Anatolia IV
Land Use/ Zoning Description AC Units AC Units AC Units AC Units AC Units AC 2012 Units
2012 AC Units AC 2013
Units
2012 AC 2013 Units 2012 Est.

Units
2013 AC Units AC Units AC Units AC Units GIS AC GIS Units GIS AC GIS Units Total Acres Total Units Residential:

LDR SF (2.1-6.0 DU/AC) 35.3 176 144.8 698 3.7 14 44.7 276 71.4 388 1,518.5 7,593 179.4 899 142.3 694 35.8 179 347.2 1,580 17.70 153.00 72.20 303.00 21.60 203.00 2,635 13,156 MD (6.1-12 DU/AC) 321.5 2,524 322 2,524
MDR MD (6.1-18.0 DU/AC) 83.8 556 290.0 2,334
a 94.2 528 28.2 287 42.8 227 54.4 402 256.0 2,048 43.7 286 c 105.4 685 17.5 192 146.8 1,389 92.10 525.00 450.8 2,831 146.4 941 1,852 13,231 MD (14.0-29.9 DU/AC) 60.4 885 60 885
HDR HD (18.1-40.0 DU/AC) 98.0 1,960 44.2 980 12.2 378 * 30.4 922 6.80 132.00 192 4,372 HD (30+ DU/AC) 29.5 825 * These may be Attached 30 825
Residential Total 119.1 732 524.7 4,742 94.2 528 31.9 301 87.5 503 125.8 790 1,872.5 11,601 588.8 4,689 259.9 1,757 53.3 371 524.4 3,891 17.7 153 171 960 22 203 450.8 2,831 146.4 941 5,090 34,993 Non-Residential:

VC Village Commercial 16.9 19.5 16.6 20.0 22.0 13.5 93.3 202 LTC Local Town Center 30.4 20.0 83.5 134
RTC Regional Town Center 0.9 113.0 58.4 172
BP Business Park 6.6 65.0 86.0 158
MP Industrial Park 283.0 283
Education:

HS/MS High School/Middle School 72.6 78.0 110.9 b 94.0 b 356 MS Middle School 20.0 20
ES Elementary School 21.2 10.6 54.0 5.50 10.8 102
Open Space & Public:

CP Community Park 11.4 60.7 7.8 107.0 44.9 29.3 52.3 313 P/QP Public/Quasi Public 2.0 3.2 7.5 12.3 10.6 1.1 37
NP Neighborhood Park 3.1 3.8 8.2 5.2 3.4 20.8 67.5 17.0 8.6 6.4 0.71 17.20 3.70 21.2 7.0 194 SWD Storm Water Detention 4.0 15.0 9.6 39.0 53.5 24.3 4.00 17.40 9.5 9.6 186 WP Wetland Preserve 55.8 43.8 81.0 54.5 510.0 745
DP Drainage Parkway 138.0 5.0 104.6 15.30 7.2 270
PR Private Recreation 54.0 4.20 4.3 63
OS Open Space 144.5 22.0 0.60 0.80 168
OS/P Open Space/Preserve 12.0 45.6 174.0 47.7 279
LC Landscape Corridors 1.1 2.8 82.0 19.2 2.70 1.30 13.4 0.7 123 GB Green Belts 2.6 51.0 54
ROW Right-of-way 9.5 104.3 8.5 5.3 22.4 192.0 82.6 20.5 14.5 127.1 6.90 2.20 596 BR/WP Reservoir / Wetland Preserve 302.8 205.1 19.80 528 S Sewer Lift Station / Utility Substation 1.0 6.6 6.4 14 Vacant (unknown dev plan) 567.4 27.3 595
Total Non-residential 91.5 826.1 11.0 79.6 123.1 127.1 1,956.0 676.5 270.2 20.9 613.1 25.1 0.0 70.0 0.0 7.2 0.0 634.3 58.2 5,590 Total Residential & Non-Res 210.6 732.0 1,350.8 4,742.0 105.2 528.0 111.5 301.0 210.6 503.0 252.9 790.0 3,828.5 11,601.0 1,265.3 4,689.0 530.1 1,757.0 74.1 371.0 1,137.5 3,891.0 42.8 153.0 241.1 960.0 28.8 203.0 1,085.1 2,831.0 204.6 941.0 10,680 Notes: All data is from recent plans received in Nov 2013 unless specified otherwise. AC estimated a Arboretum has 2 MD residential classifications. The first line is for 6.1-13.9 DU/AC (instead of 6.1-18) Includes April 2012 b Acreage for all schools Amendment
c Suncreek has 2 MD residential classifications. The second line is for 12.1-18 DU/AC (instead of 6.1-18) Anatolia SunridgeMontelena Rio Del Oro Suncreek The Ranch (Sunridge) Sunridge Lot J WestboroughArista Del Sol Arboretum Douglas 98 Douglas 103 Grantline 208 Q:\Sacramento\Storm Drain User Fee\Land Use Summary and fee calculation 04.15.14.xlsx ITEM 10.1.

ATTACHMENT 3

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ITEM 10.1. ATTACHMENT 4 Stormwater Utility Fee
Sample of the Stormwater Utility Fees for Fiscal Year 2022-2023:

Table 1
Land Use Description
Total Area
(acres) Sample Fee
Single Family Residential (SFR1) 0.16 $143.40
Single Family Residential (SFR2) 0.22 $157.73
Single Family Residential (SFR3) 0.30 $168.51
Single Family Residential (SFR4) 0.40 $179.24
Single Family Residential (SFR5) 1.00 $179.24
Multi-Family Residential (MFR1) 5.00 $1,254.93
Commercial 1.00 $1,344.58
Industrial 1.00 $1,434.24
Schools 5.00 $896.39
Private Recreation 1.00 $448.17
Parks/Greenbelts 2.00 $179.24
Public Property (with structures) 2.00 $537.81

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City Council Staff Report – Page 1 of 10

MEMORANDUM
ITEM 12.1.

DATE:May 1, 2023
TO:Honorable Mayor and City Council
FROM:Stefan Heisler, Housing Manager
SUBJECT: PRESENTATION OF THE DRAFT CLIMATE ACTION AND ADAPTATION PLAN

RECOMMENDATION
Receive presentation, provide feedback.

RESULT OF RECOMMENDED ACTION
Staff will present the draft Climate Action and Adaptation Plan (CAP or CAAP) to inform and educate the Council about the CAP and receive City Council feedback. Staff will incorporate feedback received into the next draft and the environmental review documents.

BACKGROUND
In March 2021, the City Council directed staff to move forward with development of a Qualified CAP as defined by the California Environmental Quality Act (CEQA). Staff issued a Request for Proposals for professional services and the city awarded the contract to Ascent Environmental.

Preparation of the elements of the CAP began in July 2021 and are projected to be complete in August 2023. The CAP elements include:
1) Preparation of a baseline Greenhouse Gas (GHG) Inventory (2019 baseline year used), 2) A GHG Forecast by sector for 2030, including business-as-usual and adjusted forecasts, 3) Calculating a GHG Reduction Target for 2030 based on reducing emissions to 40 percent below 1990 levels by 2030 and additional reductions by 2045, 4) Identifying feasible and quantifiable GHG Reduction Measures that, when implemented, would achieve the reduction target,
5) Creation of a Vulnerability Assessment and a matrix of adaptation and resilience strategies to assess risks to the city due to climate change,
6) Preparation of the full Climate Action and Adaptation Plan, and 7) Conducting the appropriate level of CEQA environmental review and creation of the CAP Consistency Checklist to support future project CEQA streamlining.

There are several reasons for preparing a CAP. In addition to reducing GHG emissions, CAPs also position the city for grant funding to meet other city goals. Implementation of GHG mitigation measures also provide significant co-benefits, such as increased transportation safety, more equitable mobility options, and economic development opportunities. Qualified CAPs are compliant with California Air Resources Board (CARB), California Office of Planning

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City Council Staff Report – Page 2 of 10
and Research (OPR), and Sacramento Metropolitan Air Quality Management District (SMAQMD) recommendations and meet the requirements of CEQA Section 15183.5 requirements for a GHG reduction plan that allows streamlining of project-level GHG analysis.

With the streamlined analysis process, projects are assumed to have no additional environmental effect related to GHG emissions if the project meets the requirements included in the CAP Consistency Checklist.

Technical Memorandums
The full technical memos are attached within the draft CAP. A short summary of each memo and the Draft CAP is provided in the sections below.

GHG Inventory
The GHG Inventory technical memorandum provides the results of the 2019 GHG emissions inventory, as well as associated methods, assumptions, emissions factors, and data sources. 2019 was used for the base year as this was the most recent year with reliable data available prior to the major disruptions experienced in 2020 due to the COVID-19 pandemic. This inventory is based on the most recent guidance for community-scale emissions inventories developed by the ICLEI – Local Governments for Sustainability (ICLEI) Community Protocol, Version 1.2, published in July 2019.

Based on the modeling conducted, community activities in 2019 generated approximately 679,706 metric tons of carbon dioxide equivalent (MTCO2e). Major emissions sectors included on-road transportation, residential and nonresidential building energy use, solid waste, water use, and wastewater generation. The 2019 inventory will serve as the city’s GHG emissions baseline, which will be used to set future emissions reductions targets. A description of each emissions sector, including key sources, is provided in further detail in the full technical memo attached in the Draft CAP. Table 1 and Figure 1 below present the overall 2019 community inventory and the contributions from each key sector.

Table 1: 2019 City of Rancho Cordova Community Greenhouse Gas Emissions Inventory Sectors MTCO2e/year Percent of Total
On-Road Transportation 417,145 62%
Nonresidential Building Energy 118,801 18%
Residential Building Energy 95,575 14%
Solid Waste 22,397 3%
Off-Road Vehicles and Equipment 8,778 1%
Water Supply 9,071 1%
Wastewater Treatment 4,540 1%
Total 676,307 100%
Notes: MTCO2e/year = metric tons of carbon dioxide equivalent per year Source: Ascent Environmental 2021

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City Council Staff Report – Page 3 of 10
Figure 1: 2019 Rancho Cordova Community Greenhouse Gas Emissions Inventory Source: Ascent Environmental 2021
Forecast and Target
This technical memorandum provides the results of these forecasts as well as associated methods, assumptions, emissions factors, and data sources. The GHG emissions forecasts will provide a foundation for the forthcoming steps of the CAP development process, including the development of GHG emissions reduction targets and identification of measures the city can take to reduce GHG emissions from activities and sources located in Rancho Cordova.

The Emissions Forecast summarizes the forecasted GHG emissions under “business-as-usual” (BAU) and legislative-adjusted BAU scenarios for years 2030 and 2045 (Figure 2 below). A BAU scenario is one in which no GHG reductions from actions taken by local, regional, State, or federal agencies are included. A legislative-adjusted BAU scenario reflects GHG reductions from legislative or regulatory actions enacted by regional, State, and federal agencies, without considering any local (city) actions to reduce GHG emissions. It is important to note that the legislative-adjusted BAU emissions forecasts only include emissions reductions associated with implementation of adopted federal and State legislation and regulations and do not include goals established by executive orders or targets established by federal or State agencies outside of adopted legislation and regulations. Predominant within the legislative reductions is the Sacramento Municipal Utility District’s (SMUD) 2030 Zero Carbon Plan, which establishes a target for SMUD to supply 100 percent renewable electricity by 2030. Additionally significant legislative actions include the State of California’s Building Energy Efficiency Standards and Advanced Clean Car Standards. Together, these forecasts provide the city with the information needed to focus efforts on emissions sectors and sources that have the greatest opportunities for GHG emissions reductions.

On-Road
Transportation,
61%
Nonresidential
Building Energy,
17%
Residential Building
Energy, 14%
Solid Waste, 3%
Off-Road Vehicles
and Equipment, 2%
Wastewater
Treatment, 1%
Water Supply, 1%

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City Council Staff Report – Page 4 of 10
Rancho Cordova’s 2030 emissions reduction target and 2045 goal has been developed to align with the statewide emissions reduction targets for 2030 and 2045. As directed in Senate Bill (SB) 32 and Assembly Bill (AB) 1279, the State aims to reduce Statewide annual GHG emissions to:
•40 percent below 1990 levels by 2030; and
•net zero emissions as soon as possible and no later than 2045, with at least an 85 percent reduction from 1990 levels for anthropogenic sources

Consistent with State targets and considering relevant emissions sectors, the Draft CAP establishes the following communitywide GHG reduction target for 2030 and GHG reduction goal for 2045 (shown in Figure 2):
•2030 target: 36 percent below 2019 levels (438,300 MTCO2e annually); and •2045 goal: 81 percent below 2019 levels (129,300 MTCO2e annually) Figure 2: Rancho Cordova Future Emissions (with Legislative Reductions) by Sector, 2030 Emission Reduction Target, and 2045 Emission Reduction Goal

Source: Ascent Environmental 2022
Vulnerability Assessment
The Vulnerability Assessment (VA) serves to identify and analyze impacts of climate change that will most directly affect the city. The VA includes a climate change vulnerability assessment and serves to inform development of adaptation strategies by analyzing the city’s exposure to existing hazards, sensitivity to these hazards, potential climate-related impacts from these hazards, and the city’s existing capacity to prepare and adapt for these impacts, known as adaptive capacity.
0 100,000
200,000
300,000
400,000
500,000
600,000
700,000
800,000
2019 2030 2045
On-Road Transportation Nonresidential Building Energy
Residential Building Energy Solid Waste
Off-Road Vehicles and Equipment Wastewater Treatment
GHG Emissions (MTCO2e)
36% below 1990 levels
81% below 1990 levels

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City Council Staff Report – Page 5 of 10
Vulnerability scoring for each identified climate hazard – increased temperatures and extreme heat, extreme precipitation and flooding, drought and water supply, and wildfire – is included in Table 2 below. The table shows that increased temperatures and extreme heat is assigned a vulnerability score of 5 and therefore should be a high priority for the city. Extreme precipitation and flooding was assigned a vulnerability score of 4, and drought and water supply was assigned a vulnerability score of 3. These climate hazards are likely to have significant impacts on the city’s populations, built environment, and community functions in the near-term, and although a variety of adaptive efforts related to both climate hazards are in place and underway, the magnitude of the risks posed by these hazards contributes to increased vulnerability for the city. Increased wildfire risk is characterized as having a vulnerability score of 2. This climate hazard will likely have lower priority impacts on the city and is currently being addressed adequately based on existing conditions, but additional adaptation and resilience planning will be required in the future to mitigate impacts and protect the city.

Table 2: Rancho Cordova Vulnerability Scoring Summary
Vulnerability Score
Climate Change Effect Adaptive
Capacity
Potential
Impact Vulnerability
Temperature and Extreme Heat Low High 5
Precipitation and Flooding Medium High 4
Drought and Water Supply Medium Medium 3
Wildfire High Medium 2
Source: CalOES 2020; adapted by Ascent Environmental in 2021 Draft CAP
The Draft CAP identifies strategies and measures the city can take to address climate change by reducing GHG emissions to levels that align with Statewide GHG reduction targets and strategies and actions for the city to adapt and promote resilience to the impacts of climate change in Rancho Cordova. In developing the Draft CAP, the city evaluated the volume of emissions generated for a baseline year of 2019 (the GHG Inventory) and identified city-specific targets and goals that determine the amount of community-wide emissions that need to be reduced in Rancho Cordova to align with statewide GHG reduction targets for 2030 and 2045 (the GHG Forecasts and Target). The city then developed GHG reduction measures to achieve the city’s 2030 target and make substantial progress towards the city’s 2045 goal. Additionally, in preparation of the Draft CAP, the city conducted a Vulnerability Assessment that was then used to inform and develop a set of adaptation strategies, objectives, and actions to improve community resilience in the context of climate change.

As required for a Qualified CAP, the successful implementation and administration of the Draft CAP would reduce emissions and reduce climate related risks in the city to meet the 2030 reductions target, as well as provide other co-benefits like strengthening the city’s economy, improving risk management, cleaning the environment, and improving the health and wellness of residents. At a local scale, communities can work towards reducing their carbon footprint by changing habits to consume less energy, generate less waste, conserve water, use sustainable transportation modes, and promote carbon sequestration.

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City Council Staff Report – Page 6 of 10
To achieve the 2030 target and to make substantial progress toward the 2045 goal, the Draft CAP proposes a Strategy Framework consisting of 14 GHG reduction strategies, 34 GHG emission reduction measures, and supporting actions summarized by sector in Table 3 and Figure 3 below. The strategy framework within the Draft CAP contains additional information like annual emissions reduced, percent of the city’s total reductions, performance targets, and supporting actions identified by the city to assist in achieving each strategy’s performance target. The additional details are presented in Chapter 3, section 1.3.2, and GHG reduction calculation details are included in Appendix E.

Table 3: Greenhouse Gas Emissions Reductions Summary
Emissions Sector 2030 Emissions
(MTCO2e)
2045 Emissions
(MTCO2e)
Future Emissions without Legislative Reductions 816,700 987,800 Legislative Reductions 301,400 458,000
Future Emissions with Legislative Reductions 515,400 529,800 Target Emissions 438,300 129,300
Total Reductions from Strategies and Measures 79,700 307,800 Reductions from On-Road Transportation Measures 54,800 218,200 Reductions from Building Energy Measures 13,600 45,600
Reductions from Off-Road Vehicle and Equipment
Measures 1,800 9,500
Reductions from Solid Waste Measures 8,800 32,600
Reductions from Carbon Sequestration Sector
Measures 440 1,000
Communitywide Emissions with Strategies and
Measures 435,700 222,200
Notes: Numbers are rounded to the nearest thousand; values and totals may not equal the values summed in other tables or figures
MTCO2e = metric tons of carbon dioxide equivalent
Source: Ascent Environmental 2023
The majority of communitywide emissions are from the on-road transportation sector. These emissions are generated by the combustion of fossil fuels (i.e., gasoline and diesel) in motor vehicles. In 2019, this sector accounted for 61 percent of total community GHG emissions.

Legislative reductions from improvements in federal and State vehicle fuel efficiency standards will contribute to reducing transportation emissions by requiring the development of cleaner vehicle fleets. However, the city will have to rely on local actions to reduce the frequency or distance of vehicle travel or reduce the use of internal combustion vehicles by shifting to alternative modes of transportation (e.g., bicycling, transit) or alternative fuel types (e.g. electric vehicles).

Emissions in the energy category are generated through residential and non-residential electricity and natural gas use. These sectors accounted for 14 percent and 17 percent of the 2019 communitywide emissions, respectively. With a combined emissions contribution of 31 percent, building energy is the second largest contributor to overall communitywide emissions.

Transitioning away from natural gas-powered heating and appliances and electrifying the building stock will reduce emissions in the city. At the local level, GHG emissions reductions

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City Council Staff Report – Page 7 of 10
would be achieved by decarbonizing buildings and increasing energy efficiency. GHG reductions would also occur by increasing the amount of renewable energy generated locally while reducing the amount of non-renewable energy consumed. Initiatives directed under the energy category rely on efforts by local utilities, organizations, and agencies, with participation from the community.

Figure 3: Summary of Potential GHG Emissions Reductions from Measures Identified in this Draft CAP
Note: Emissions reduction numbers are rounded to the nearest thousand. 2030 2045
Getting To, From,
and Around the City
Using Energy in
Homes and Businesses
Using Equipment for
Landscaping and
Construction
Using Water and
Disposing of Waste at
Homes and Businesses
Planting and
Managing Trees
54,800 MTCO 2e
68%
218,200 MTCO 2e
13,630 MTCO 2e
17% 15%
45,600 MTCO 2e
1,830 MTCO 2e
2% 3%
9,460 MTCO 2e
8,800 MTCO 2e
11% 11%
32,600 MTCO 2e
440 MTCO 2e
1% <1%
1,100 MTCO 2e
71%
11,782 fewer
gasoline-powered
passenger vehicles
driven for one year
2,930 fewer
gasoline-powered
passenger vehicles
driven for one year
393 fewer
gasoline-powered
passenger vehicles
driven for one year
1,892 fewer
gasoline-powered
passenger vehicles
driven for one year
95 fewer
gasoline-powered
passenger vehicles
driven for one year
46,913 fewer
gasoline-powered
passenger vehicles
driven for one year
9,804 fewer
gasoline-powered
passenger vehicles
driven for one year
2,034 fewer
gasoline-powered
passenger vehicles
driven for one year
7,009 fewer
gasoline-powered
passenger vehicles
driven for one year
237 fewer
gasoline-powered
passenger vehicles
driven for one year

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City Council Staff Report – Page 8 of 10
Source: Draft CAP Appendix E (Measures worksheet), US Environmental Protection Agency Greenhouse Gas Equivalencies Calculator, 2023. Ascent Environmental, 2022.

CAP Implementation
Implementation of CAP measures will begin at adoption of the plan and will be regularly assessed and monitored. A monitoring report will be prepared every two years. Measures must be determined over time to be effective, keeping the city on track to achieve the GHG reduction targets, and achieving desired outcomes. Every five years, the city will prepare an update to the GHG Emissions Inventory and the CAP.

The draft CAP measures are focused on areas that the City has legal authority or other ability to influence. Implementation of these actions will require future Council discussions regarding policy, budget, and program decisions. The Planning Commission will be involved in the implementation of the CAP through individual projects, and the opportunity for projects to use CEQA streamlining tools. Projects utilizing this streamlining must comply with all potentially applicable CAP measures, via completing the CEQA Consistency Checklist, to demonstrate consistency with the CAP. By incorporating applicable GHG reduction measures in the Checklist into project designs or conditions of approval, the city will ensure that new development is consistent with applicable GHG reduction measures in the CAP and will contribute its “fair share” in achieving the identified GHG reduction targets. Projects that do not demonstrate consistency may, at the city’s discretion, prepare a more comprehensive project-specific analysis of GHG emissions consistent with CEQA requirements. For many development projects, the Planning Commission will be the approving authority of this CEQA streamlining benefit unless projects are called up to the City Council.

Community Engagement and Feedback Received
The city hosted four public workshops and performed outreach efforts to engage residents, stakeholders, and other interested organizations and individuals. Additional outreach methods included a projects website, an open online survey, a randomized public opinion poll, targeted stakeholder meetings, and informal emails and conversations. The purpose was to provide an opportunity for the community to participate in the Draft CAP development process and ensure that the Draft CAP equitably captures the ideas and concerns of residents and businesses.

The workshops were dispersed throughout the CAP planning process to provide regular check- in points with the community and multiple opportunities for feedback. Due to the COVID-19 pandemic, the first three public workshops were held virtually, while the fourth workshop was an in-person event. The first workshop provided an overview of the purpose and objectives of the Draft CAP and discussed the Draft CAP process and project timeline. The second workshop highlighted the results of the Vulnerability Assessment and the GHG Emissions Inventory. The third workshop presented the GHG Forecasts and 2030 Target and provided an initial opportunity for residents to share thoughts on potential mitigation measures. The fourth workshop gained feedback on an early draft of the mitigation measures that would be included in the Draft CAP. Participants had the opportunity to comment on proposed GHG reduction strategies and measures and to identify barriers to personal climate action choices. This final workshop was followed with the open online survey requesting feedback on the same information presented at the fourth workshop.

Recognizing the limitations of open surveys, virtual workshops, and in-person gatherings, the city conducted an additional randomized, statistically valid public opinion survey to gain a representative sample of residents’ attitudes about climate change and their opinions about the

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City Council Staff Report – Page 9 of 10
city taking steps to reduce climate change and its impacts. Specific issues examined in this survey included the community’s views on:
•How important climate change is to them personally
•How harmful climate change will be to them and to future generations •How important it is for the city to take steps to reduce climate change and its impacts •How supportive the community is of specific steps the city could take to reduce the impact of climate change
The survey results indicated that climate change is a very important issue for the majority of residents and a majority also responded that climate change will be very harmful or somewhat harmful to them or loved ones. Similarly, a majority of the residents think it is very important for the city to take steps to reduce the impacts of climate change and a majority of residents also strongly or somewhat support specific city actions related to encouraging people to travel without using their private vehicles such as walking, biking, sharing rides, and using public transportation; increasing the use of electric vehicles; and encouraging energy efficiency and reduced natural gas consumption in existing buildings and new construction.

Staff presented the draft CAP to the Planning Commission on April 12, 2023 and received several comments from commissioners and the public summarized here. Commissioners expressed a desire to see the city take the lead in transitioning the city vehicle fleet to electric vehicles, and to ensure a balance in the economic development costs and benefits of transitioning away from gas stations, drive-through businesses, and provision of off-street parking. Commissioners encouraged staff to continue collaborating with other regional jurisdictions, learn from other efforts and programs, broaden focus on electric vehicles to include other alternative fuels such as hydrogen, and continue enhancing the city’s stormwater retention basins. The Planning Commission also expressed a desire for a future presentation to provide a recommendation to the City Council regarding CAP adoption. Public comments stressed highlighting local amenities such as the American River, protecting or expanding floodways, and a stronger monitoring of existing tree protection ordinances. Regional environmental organization comments included a desire for more substantiation of measure implementation – including preparation of detailed cost estimates and planning to ensure measure feasibility.

Climate Action Plan CEQA Review
The city’s decision regarding adoption of the CAP is a discretionary action; therefore, environmental review of the CAP will be necessary to evaluate the potential for physical environmental effects that could result from implementation. The city’s intent is to prepare an Initial Study/Negative Declaration (IS/ND) in accordance with the CEQA (Public Resources Code Section 21000 et seq.) and the State CEQA Guidelines (California Code of Regulations Section 15000 et seq.). More specifically and per State CEQA Guidelines Section 15070, a “public agency shall prepare…a proposed negative declaration or mitigated negative declaration…when: (a) The Initial Study shows that there is no substantial evidence…that the project may have a significant impact on the environment, or (b) The Initial Study identifies potentially significant effects but revisions to the project plans or proposal are agreed to by the applicant and such revisions would reduce potentially significant effects to a less-than- significant level.” An Initial Study is being prepared that will evaluate the reasonably foreseeable compliance responses to the proposed CAAP measures that address on-road transportation, building energy, off-road vehicle and equipment, utilities, and planting and managing trees for carbon sequestration purposes. It is anticipated that no significant environmental impacts may

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City Council Staff Report – Page 10 of 10
occur, and a Negative Declaration is the appropriate CEQA document. The majority of construction and operational impacts associated with implementation of the proposed CAAP measures would occur within developed areas and would be intended to improve the availability and accessibility of alternative transportation, reduce vehicle emissions, increase building efficiency, and reduce citywide carbon emissions.

Next Steps
Following this presentation to the City Council, staff will incorporate feedback into the next draft CAP and the environmental review documents to prepare for the mandatory 30-day CEQA public review in May/June 2023, during which public agencies, organizations, and interested community members will have the opportunity to provide comments on the environmental analysis. Staff anticipates responding to public comments and making edits to the next CAP draft in July for Council presentation in August 2023. Pending additional changes, staff anticipates bringing the final environmental document and CAP to Council for adoption in September 2023.

FISCAL IMPACT
Adoption of the CAP will lead to additional fiscal impacts for implementation, monitoring, and periodic plan updates in future years. Due to the variability for measure implementation no fiscal impact estimate has been prepared. Impacts may range from low-cost actions such as policy changes, implementation of existing city policies, grant funding and partnerships, to higher-cost actions such as creating new programs or providing city-funded subsidies for measure implementation.

ATTACHMENTS

1. Executive Summary

2. Climate Change in Rancho Cordova

3. Greenhouse Gas Emissions Inventory

4. Strategies and Measures

5. Climate Adaptation Resilience
6 Implementation and Monitoring

7. References and Appendices

8. Presentation

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EXECUTIVE SUMMARY
ITEM 12.1.

ATTACHMENT 1

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EXECUTIVE SUMMARY

OVERVIEW
The City of Rancho Cordova (hereafter referred to as “City”) has prepared this Climate Action and Adaptation Plan (CAAP) (hereafter referred to as “Plan”) to serve as a comprehensive roadmap to community sustainability and resilience in the city. The purpose s of the Plan are to identify strategies and measures the City can take to reduce Greenhouse Gas ( GHG) emissions to levels that align with the State of California’s goals and set forth strategies to adapt and promote resilience to the impacts of climate change.

In developing the Plan, the City evaluated the volume of emissions generated in a baseline year (2019 for this Plan) and identified City-specific targets and goals that determine the amount of community-wide emissions that need to be reduced in Rancho Cordova to align with statewide GHG reduction targets for 2030 and 2045. The City then developed GHG reduction measures to achieve the City’s 2030 target and make substantial progress towards the City’s 2045 goal. Additionally, in preparation of the Plan, the City conducted a climate change vulnerability assessment to better understand its vulnerability to climate hazards. This was then used to inform and develop a set of adaptation strategies, objectives, and actions to improve community resilience in the context of climate change. The successful implementation and administration of the Plan would reduce emissions and reduce climate related risks in the city, as well as provide other co-benefits like strengthening the city’s economy, improving risk management, cleaning the environment, and improving the health and wellness of residents.

PLAN DEVELOPM ENT
The City kicked off the project in 2021 after which the City prepared GHG emissions inventories and forecasts, set GHG reduction targets, and conducted a climate change vulnerability assessment. The City then developed GHG emissions reduction and adap tation strategies, measures, and actions to be included in the Plan.

Engagement with members of the public, government officials, and other stakeholders was conducted throughout the entirety of the project. Outreach and engagement efforts are described in the following section.

COMMUNITY ENGAGEMENT
The City hosted four public workshops and performed outreach efforts to engage residents, stakeholders, and other interested organizations and individuals . The purpose was to provide an opportunity for the community to participate in the Plan development process and ensure that the Plan equitably captured the ideas and concerns of residents and businesses.

ITEM 12.1.

ATTACHMENT 1

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The first works hop held on October 21, 2021, provided an overview of the purpose and objectives of the Plan and
discussed the Plan process and project timeline. The second workshop held on January 13, 2022, summarized the city’s primary vulnerabilities to climate change and when these climate change impacts are likely to occur. On April 14, 2022, the City held the third workshop and discussed
updates in the Plan development process. The topics
included the primary emissions sources and activities in Rancho Cordova, the ro le that legislative reductions
1 play in
reducing emissions in the city, and how much lower the
future emissions need to be to align with California's climate goals. On November 16, 2022, the City hosted the fourth and final workshop which was the first in -person event. The purpose of the workshop was to gain feedback on actions the City can take to reduce GHG emissions. Due to the COVID -19 pandemic, the first three public workshops were held virtually, while the fourth workshop was an in -person event. An online survey was conducted after the fourth workshop to include feedback from residents who could not attend the final workshop.

The multiple sets of public events and additional methods for providing input on the Plan provided residents and stakeholder groups the opportunity to contribute to the Plan development. Additionally, the City conducted a public opinion survey, the results of which are discussed in the sections below .

EMISSIONS INVENTORY AND REDUCTION TARGETS
The 2019 communitywide emissions is 679,70 0 metric tons of carbon dioxide equivalent (“MTCO 2e”). Figure ES 1 shows how much is 679,700 MTCO 2e in terms of cars driven, smartphones charge d, home energy used, and area of forests used. The emissions inventory includes the following emissions sectors:

• On-Road Transportation
• Building Energy
• Solid Waste
• Off-Road Vehicles and Equipment
• Water Supply
• Wastewater Treatment
To reduce communitywide emissions in alignment with statewide target s, the Plan has established the following:
 2030 target: 36 percent below 2019 levels (438, 300 MTCO2e annually); and  2045 goal: 81 percent below 2019 levels (129,300 MTCO2e annually) 1 Legislative Reductions are reductions in emissions from communitywide activities and sources that result from actions of the State, federal, or regional government agencies. Examples include enacted laws, adopted regulations, standards, and plans.

Source: City of Rancho Cordova
Out of the seven
emissions sectors
included in the
Plan,
on-road
transportation and
building energy are
responsible for 94
percent of
emissions in the
city.

ITEM 12.1.

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Source: US Environmental Protection Agency Greenhouse Gas Equivalencies Calculator, 2023.

Figure ES 1 Rancho Cordova’s 2019 communitywide emissions equivalencies Figure ES 2 depicts the 2019 baseline and City’s legislative-adjusted BAU forecast by sector. The black line indicates the City’s GHG reduction target for 2030 and 2045 relative to the City’s 2019 GHG inventory. The space between the trajectory of the black line and the top of the colored wedges represents the “gap” in emissions that needs to be addressed through local actions for the City to meet its GHG reduction targets. T he City needs to reduce annual GHG emissions by 77,100 MTCO2e in 2030 and 400,600 MTCO2e in 2045 to achieve the targets.

Source: Ascent Environmental 2022.

Figure ES 2 Rancho Cordova’s Legislative-Adjusted BAU Forecast by Sector, 2030 Emission Reduction Target:
36% below 1990 levels, and 2045 Emission Reduction Goal: 81% below 1990 levels Appendix A presents the inventory technical memorandum, Appendix B details the methodology for preparing the communitywide emissions inventory and projections, Appendix C presents the forecast and target technical memorandum, and Appendix D details the methodology fo r preparing the emissions reduction targets and goals. 0 100,000
200,000
300,000
400,000
500,000
600,000
700,000
800,000
2019 2030 2045
Annual GHG Emissions (MTCO2e per year)
On-Road Transportation Nonresidential Building Energy Residential Building Energy Solid Waste Off-Road Vehicles and Equipment Wastewater Treatment Water Supply Reduction Target and Goal
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PLAN AT A GLANCE
Emission Reduction Measures
To achieve the 2030 target and to make substantial progress toward the 2045 goal , the Plan proposes a Strategy Framework consisting of 14 GHG reduction stra tegies, 34 GHG emission reduction measures , and supporting actions briefly summarized in Table ES 1 below. The strategy framework contains additional information like annual emissions reduced, percent of the City’s total reductions, performance targets , and supporting actions identified by the City to assist in achieving each strategy’s performance target . The additional details are presented in Chapter 3, section 1.3.2, and GHG reduction calculation details are included in Appendix E.

Table ES 1 Summary of Emissions Reduction Strategy Framework identified in the Plan Getting To, From, and Around the City
(On-road Transportation Sector)
Strategy Transportation -1
Support development of walkable, interconnected
neighborhoods, villages, and districts
Annual GHG Reduction
Potential (MTCO 2e)*
2030 2045
6,700 17,100
Transportation -1.1: Enforce the City’s Transportation Impact Guidelines , which require developers to include features in their projects that decrease the amount of driving alone and encourage people to make trips by walking, biking , or using public transit (Quantified)
Transportation -1.2: Reduce or eliminate requirements to provide a minimum number of off -street parking spaces in new development projects (Qualitative)
Transportation -1.3: Improve street connectivity , for example by providing walkways at the ends of existing cul -de-sacs, or requiring walkable street systems in new developments (Qualitative) Transportation -1.4: Limit the number of drive-through businesses (Qualitative) Strategy Transportation -2
Make walking and biking safe and attractive for people of all ages and abilities
Annual GHG Reduction
Potential (MTCO 2e)*
2030 2045
11,500 12,800
Transportation -2.1: Update Bike and Pedestrian Master Plans to increase the number of low -stress bikeways and walkways that connect homes to destinations (Quantified) Transportation -2.2: Install roundabouts to control traffic at intersections, instead of stop signs or traffic signals (Qualitative)
Transportation -2.3: Provide temporary or permanent car-free zones or “slow streets ” in specified areas, for example, individual blocks or residential s treets (Qualitative) Transportation -2.4: Install measures to reduce vehicle speeds and calm traffic on city streets (Qualitative) Strategy Transportation -3
Provide transit options that are accessible, reliable, and convenient
Annual GHG Reduction
Potential (MTCO 2e)*
2030 2045
5,800 10,200
Transportation -3.1: Increase the frequency of SacRT bus, CordoVan service, and/or light rail service, or extend service to cover new areas or times of day (Quantified)
Transportation -3.2: Implement Transit -Supportive Roadway Treatments (for example, transit signal priority, bus- only signal phases, queue jumps, curb extensions to speed passenger loading, and dedicated bus lanes) (Quantified) ITEM 12.1.

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Transportation -3.3: Provide discounted or fare -free transit service (could be universal or targeted to specific areas and/or populations, for example, youth under 18) (Quantified) Transportation -3.4: Expand the SmaRT Ride area and convert the shuttles to electric shuttles (Quantified) Strategy Transportation -4
Provide transit options that are accessible, reliable, and convenient
Annual GHG Reduction
Potential (MTCO 2e)*
2030 2045
3,800 6,800
Transportation -4.1: Implement a Commuter Trip Reduction Program ( CTR) in which companies provide employees with services, infrastructure, and incentives for not driving alone to work and instead ridesharing, taking transit, biking, walking, or teleworking (Quantified)
Transportation -4.2: Implement an Electric Vehicle Carshare Program in which vehicles are available for users on-demand for short -term rentals (Qualitative)
Transportation -4.3: Implement a bikeshare/scooter share program in which conventional or electric powered bikes or scooters are available to users on -demand for short -term rentals (Qualitative) Transportation -4.4: Provide Community -Based Travel Planning (CBTP) to households in the city in which trained travel advisors visit households to provide them with customized information , incentives , and support to encourage use of transportation options other than driving alone (Qualitative) Strategy Transportation -5
Transition to electric and zero emission vehicles
Annual GHG Reduction
Potential (MTCO 2e)*
2030 2045
27,000 171,300
Transportation -5.1: Install EV charger s in new residential, commercial, and industrial projects (Quantified) Transportation -5.2: Install publicly accessible EV chargers on existing private property (Quantified) Transportation -5.3: Install EV chargers on public property (Quantified) Transportation -5.4: Electrify loading docks and/or require idling -reduction systems (Qualitative) Transportation -5.5: Limit new gasoline /diesel fueling stations (Qualitative) Using Energy in Homes and Businesses
(Building Energy Sector)
Strategy Energy -1a
Increase energy efficiency and electrification in existing residential buildings
Annual GHG Reduction
Potential (MTCO 2e)*
2030 2045
9,700 29,000
Energy -1.1: Retrofit existing residential buildings to improve energy efficiency and reduce natural gas consumption for end uses like space and water heating, clothes drying, cooking (Quantified) Strategy Energy -1b
Increase energy efficiency and electrification in existing nonresidential buildings
Annual GHG Reduction
Potential (MTCO 2e)*
2030 2045
2,100 10,000
Energy -1.2: Retrofit existing nonresidential buildings to improve energy efficiency and reduce natural gas consumption for end uses like space and water heating, clothes drying, cooking (Quantified) Strategy Energy -2a
Increase energy efficiency and electrification in new residential buildings
Annual GHG Reduction
Potential (MTCO 2e)*
2030 2045
1,400 5,100
Energy -2.1: Require new residential development to be all -electric, zero net energy (ZNE) buildings (where the amount of energy used in a year equals the amount of energy generated on the site) (Quantified) ITEM 12.1.

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Strategy Energy -2b
Increase energy efficiency and electrification in new
nonresidential buildings
Annual GHG Reduction
Potential (MTCO 2e)*
2030 2045
430 1500
Energy -2.2: Require new nonresidential development to achieve energy efficiency above minimum State building code requirements (CAL Green Tier 2) (Quantified)
Using Equipment for Landscaping and Construction
(Off-Road Vehicle and Equipment Sector)
Strategy Offroad -1
Transition to electric and zero emissions technologies for landscaping equipment
Annual GHG Reduction
Potential (MTCO 2e)*
2030 2045
130 260
Offroad -1.1: Replace existing gasoline and diesel -powered landscaping equipment with electric or zero emission alternatives (Quantified)
Offroad -1.2: Convert new landscaping equipment to electric or zero -emission alternatives (Quantified) Strategy Offroad -2
Transition to electric and zero emissions technologies for construction equipment
Annual GHG Reduction
Potential (MTCO 2e)*
2030 2045
1,700 9,200
Offroad -2.1: Increase electrification and use of alternative fuels in construction projects (Quantified) Offroad -2.2: Reduce construction vehicle idling (Quantified) Using Water and Disposing of Waste at Homes and Businesses (Water and Solid Waste Sectors)
Strategy Water -1
Conserve water
Annual GHG Reduction
Potential (MTCO 2e)*
2030 2045
0* 0*
Water-1.1: Reduce indoor water use in existing and new buildings (Qualitative) ^ Water-1.2: Reduce outdoor water use for landscaping and irrigation in existing and new developments (Qualitative) ^ *Emissions reduced from water measures estimated to be zero in 2030 because water -related energy needs assumed to be met by 100% renewable or zero emission electricity by 2030.

Strategy Solid Waste -1
Make walking and biking safe and attractive for people of all ages and abilities
Annual GHG Reduction
Potential (MTCO 2e)*
2030 2045
8,800 32,600
Solid Waste -1.1: Increase recovery of edible food waste (Quantified) Solid Waste -1.2: Eliminate disposal of organic waste in landfills (food waste, yard waste) (Quantified) Planting and Managing Trees
(Carbon Sequestration Sector)
Strategy Transportation -2
Make walking and biking safe and attractive for people of all ages and abilities
Annual GHG Reduction
Potential (MTCO 2e)*
2030 2045
440 1,100
Carbon Storage -1.1: Increase the number of trees in the city, through new plantings and management of existing trees (Quantified)
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* The calculations, assumptions, research, and other evidence used to identify measure performance metrics and estimate annual GHG reduction potential are provided in CAAP Appendix E . ^Emissions reduced from water measures estimated to be zero in 2030 because water-related energy needs assumed to be met by 100% renewable or zero emission electricity Adaptation Strategies
In addition to strategies and measures to reduce GHG emissions , the Plan also includes a set of five adaptation strategies to help the City prepare for and become more resilient to the impacts of climate change. Each adaptation strategy includes two to three tailored objectives, which are accompanied by an array of actions that can be implemented to help achieve those objectives. The adaptation strategies and objectives are summarized in Table ES 2 below. Further details, such as the associated actions for each strategy and set of objectives, are presented in Chapter 4. The city’s Vulnerability Assessment Technical Memo, which was used to inform the adaptation strategies, is included in Appendix F.

Table ES 2 Summary of Adaptation Strategies identified in the Plan Strategy Adaptation -1.

Improve resilience to increased temperatures and extreme heat.

Objectives:
 Reduce the urban heat island effect.
 Protect populations from extreme heat.

Strategy Adaptation -2.

Improve resilience to extreme precipitation and flooding.

Objectives :
 Promote climate- smart flood management.
 Add redundancy to the City’s flood management system.

Strategy Adaptation -3.

Improve resilience to drought.

Objectives :
 Reduce water consumption.
 Ensure long -term sustainability and reliability of the City’s water supplies.

Strategy Adaptation -4.

Improve resilience to wildfires.

Objectives :
 Protect populations from wildfire smoke and poor air quality.  Mitigate the impacts from potential Public Safety Power Shutoff events during high wildfire risk conditions.

Strategy Adaptation -5.

Promote holistic community resilience in the context of climate change.

Objectives:
 Coordinate equitable education, outreach, and engagement.  Promote robust emergency services and other planning activities.  Protect the built environment from climate hazards.

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2022 RANCHO CORDOVA CLIMATE ACTION PLAN PUBLIC OPINION
SURVEY
In addition to the online survey conducted after the fourth workshop, the City commissioned a public opinion survey to measure r esidents’ attitudes about climate change and their opinions about the City government taking steps to reduce climate change and its impacts. The City conducted a telephone survey with 300 randomly selected participants to provide another form of outreach f or resident input. The purpose was to better understand resident s’ perceptions of climate change and what steps the City should take to address issues associated with climate change. The survey results indicated that climate change is a very important issue for the majority of residents and a majority also responded that climate change will be very harmful or somewhat harmful to them or loved ones . A majority of the residents think it is very important for the City to take steps to reduce the impacts of climate change. A majority of residents also strongly or somewhat support specific City actions related to encouraging people to travel without using their private vehicles such as walki ng, biking, sharing rides, and using public transportation ; increasing the use of electric vehicles , and encouraging energy efficiency and reduced natural gas consumption in existing buildings and new construction. Encouraging the use of electric-powered i nstead of gas - powered landscape and construction equipment was the only City -specific action t hat was not strongly or somewhat supported by a majority of residents. A plurality of residents somewhat support this action (41.5 percent), while approximately o ne-third (31.6 percent) strongly oppose this action, and 9.8 percent indicated they somewhat oppose it. No residents (0 percent) indicated strong support for this action.

IMPLEMENTATION STRATEGY
After the adoption of this Plan , the City will develop an implementation strategy for the Plan measures. It will be based on several factors such as budget capacity and availability of funding opportunities and will involve collaborat ion with the Sacramento Municipal Utility District (“ SMUD”), other public and private agencies, and neighboring cities. The success of Plan implementation will also depend on the participation of residents, businesses, and other stakeholders in the city and region.

The City will implement the measures of th e CAAP through several types of programs and activities that may include changes in municipal operations; new ordinances or code updates; development conditions of approval; advanced planning efforts; provision of incentives or financing; public agency or private partnerships; and education and outreach. The Plan’s effective implementation will require a process to prioritize its strategies and measures periodically.

MONITORING STRATEGY
The Plan will be monitored over time to assess the progress by tracking key indicators for each measure. Changing circumstances, such as State and federal laws and programs, updates to climate science, changes in technology, or Strategy highlights
i. Maximum emissions reduction:

S
trategy Transportation-5.

Transition to electric and zero
emission vehicles.
ii. Addresses safety and mobility
challenges for people with different
abilities: Strategy Transportation-2.

Make walking and biking safe and
attractive for people of all ages and
abilities.
iii. Improves aesthetics and provides
cleaner air: Strategy Carbon
Sequestration-1. Remove emissions
from the atmosphere.

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evolving local, State, federal, or even global economic and social conditions, may necessitate changes to the Plan. If the Plan is not achieving the desired outcomes, the measures or actions will need to be altered or amended.

City staff will evaluate the performance of each GHG reduction action that has been implemented. Evaluating the performance requires monitoring the level of community participation, costs, and potential barriers to implementation, as well as activities that result in GHG emissions reductions like actual reductions in fuel consumption, vehicle miles traveled, energy usage, water usage, landfilled waste, and so on. In addition to considering these factors, assessing the performance of Plan adaptation actions will be informed by resilience-related improvements in the community. The City staff will regularly monitor and report on adaptation and climate hazards and will update the strategies and actions when needed. By evaluating whether the implementation of an action is on track to achieve its objective, the City can identify successful actions and reevaluate or replace underperforming measures.

To provide updates on Plan implementation progress, City staff will prepare a monitoring report every two years.

Finally, the City will prepare a GHG emissions inventory and an update to the plan every five years, with the first update due in 2028. Updates would reflect the findings of the monitoring reports and inventory updates. Table ES 3 shows the City’s implementation and monitoring timeframe.

Table ES 3 City’s Implementation and Monitoring Timeframe Implementation and Monitoring Timeframe
2023 Plan adopted City Council adopts the Plan.
2023 Development of Plan
Implementation Strategy
City staff begins to develop the implementation strategy. 2023 Plan Implementation City staff begins to implement Plan measures. 2025 Monitoring Report
City staff will prepare a monitoring report every two years and present the report to City Council and Planning Commission. The first monitoring report will be completed two years from adoption of the Plan. Each monitoring report will evaluate implementati on status of the Plan’s GHG reduction measures . The monitoring report will identify whether any of the measures require amendment to maintain progress toward achieving the emissions reductions identified in the Plan.
2028 GHG Emissions Inventory Update
An updated GHG inventory will be prepared to track the Plan implementation progress by assessing the City’s progress towards achieving the emissions reductions identified in the Plan. 2028 Plan Update
Based on the results of the monitoring report and updat ed GHG emissions inventory, the City will update the Plan to include new or amended measures, remove, or update any ineffective measures, and incorporate new technologies and methodologies as necessary to ensure the Plan is on track to achieve the City’s t arget and goal .

CALIFORNIA ENVIRONMENTAL QUALITY ACT AND THE PLA N
The California Environmental Quality Act (CEQA) is a statute that requires local agencies to identify significant environmental impacts of their actions and avoid or mitigate those impacts, if feasible. The 2022 Scoping Plan emphasizes the use of CEQA as a tool by local jurisdictions for supporting the State’s climate priorities. When a local Plan complies with CEQA requirements, individual projects that comply with the Plan are allo wed to streamline the project -specific GHG analysis. The City plans to utilize this tool for ensuring that new development is constructed with more sustainable and low -carbon features than existing developmen t. By ITEM 12.1.

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Rancho Cordova City CouncilMay 1, 2023

Rancho Cordova City Council
May 1, 2023