Agenda packet — Rancho Cucamonga City Council, March 2, 2022 (part 1 of 3)

Mayor
L. Dennis Michael
Mayor Pro Tem
Lynne B. Kennedy
Members of the City
Council:

Ryan A. Hutchison
Kristine D. Scott
Sam Spagnolo
CITY OF RANCHO CUCAMONGA
REGULAR MEETING AGENDA
March 2, 2022
10500 Civic Center Drive
Rancho Cucamonga, CA 91730
FIRE PROTECTION DISTRICT BOARD – CITY COUNCIL
HOUSING SUCCESSOR AGENCY SUCCESSOR AGENCY – PUBLIC
FINANCE AUTHORITY
CLOSED SESSION TRICOMMUNITIES ROOM 4:30 P.M.

REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.

The City Council meets regularly on the first and third Wednesday of the month a t 7:00 p.m. in the Council Chambers located at 10500 Civic Center Drive. It Is the Intent to conclude the meeting by 10:00 p.m. unless extended by the concurrence of the City Council. Agendas, minutes, and recordings of meetings can be found at www.cityofrc.us or by contacting the City Clerk's Office at 9097742023. Live Broadcast available on Channel 3 (RCTV3).

CLOSED SESSION – 4:30 P.M.

TRICOMMUNITIES ROOM
ROLL CALL: Mayor Michael
Mayor Pro Tem Kennedy
Council Members Hutchison, Scott, and Spagnolo
A. ANNOUNCEMENT OF CLOSED SESSION ITEM(S)
B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)
C. CITY MANAGER ANNOUNCEMENTS
D. CONDUCT OF CLOSED SESSION
D1. CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR PER GOVERNMENT CODE SECTION 54957.6 REGARDING LABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA CITY EMPLOYEES’ ASSOCIATION (RCCEA), TEAMSTERS LOCAL 1932, EXECUTIVE MANAGEMENT GROUP – (CITY)
D2. CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION: INITIATION OF LITIGATION PURSUANT TO PARAGRAPH (4) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9: 1 CASE – (CITY)
D3. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT THE TERMINUS OF SMOKESTONE STREET, EAST OF TORREY PINE COURT, RANCHO CUCAMONGA, CALIFORNIA 91739, IDENTIFIED AS COUNTY ASSESSOR’S PARCEL NUMBER 022804424, NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND CHAO PING YANG; REGARDING PRICE AND TERMS. – (CITY)
D4. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8949 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916222; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D5. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8783 ETIWANDA AVENUE/12949 WHITTRAM AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916214; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC, AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND KULAR TRUCK LINE, INC., OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)
D6. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 9333 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916223; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D7. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8768 AND 8822 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022913115, 16, AND 26; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND SCG/DP ETIWANDA LLC, A DELAWARE LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D8. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8996 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022928379; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BTC III RANCHO CUCAMONGA LOGISTICS CENTER LP, A DELAWARE LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D9. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8821 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916215; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND WILLIAM A. JONES AND JOAN F. JONES, TRUSTEES OF THE JONES FAMILY TRUST OF 2010, AS TO AN UNDIVIDED ONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANN GARNESS, UNDIVIDED ONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANN GARNESS, TRUSTEES OF THE GARNESS FAMILY TRUST DATED JUNE 28, 2012, AS TO AN UNDIVIDED ONETHIRD (1/3) INTEREST, AND JOHN S. CLEMONS AND PATRICIA R. CLEMONS, TRUSTEES OF THE CLEMONS REVOCABLE TRUST DATED DECEMBER 4, 2014, AS TO AN UNDIVIDED ONETHIRD (1/3) INTEREST, AS TENANTS IN COMMON, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D10. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 12521 ARROW ROUTE AND 8688 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022913130 AND 31; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND GOODMAN RANCHO SPE LLC, A DELAWARE LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D11. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8889 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 0229 291 17 and 18; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND LIGHTNING P.M. LLC, A CALIFORNIA LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)
D12. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8685 TO 8821 ETIWANDA AVENUE AND 12928 TO 12974 WHITTRAM AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022915115 AND 28, 022916101, 02, 03, 04, 05, 19, AND 20; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND COLOMBERO FAMILY LIMITED PARTNERSHIP, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)
D13. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8939 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022929155; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BCORE IE WEST OWNER LLC, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE.

NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)
D14. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED AS PARCEL NUMBERS 1090331030000, 1090331040000, 1089581040000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND JOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS; REGARDING PRICE AND TERMS. – (CITY)
E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the Council Chambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California.

REGULAR MEETING – 7:00 P.M.

COUNCIL CHAMBERS
PLEDGE OF ALLEGIANCE
ROLL CALL: Mayor Michael
Mayor Pro Tem Kennedy
Council Members Hutchison, Scott, and Spagnolo
A. AMENDMENTS TO THE AGENDA
B. ANNOUNCEMENT / PRESENTATIONS
B1. Presentation of Certificate of Recognition to Green Business Program Recipient, Bank of America.

B2. Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies:

Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their Heroic Efforts in Saving the Life of a Rancho Cucamonga Resident.

C. PUBLIC COMMUNICATIONS
Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority. This is the time and place for the general public to address the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council on any item listed or not listed on the agenda. State law prohibits the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council from addressing any issue not previously included on the Agenda. The Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council may receive testimony and set the matter for a subsequent meeting.

Comments are to be limited to five minutes per individual or less, as deemed necessary by the Mayor, depending upon the number of individuals desiring to speak. All communications are to be addressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to the members of the audience. This is a professional business meeting and courtesy and decorum are expected.

Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting.

The public communications period will not exceed one hour prior to the commencement of the business portion of the agenda. During this one hour period, all those who wish to speak on a topic contained in the business portion of the agenda will be given priority, and no further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion of the agenda commences. Any other public communications which have not concluded during this one hour period may resume after the regular business portion of the agenda has been completed.

CONSENT CALENDARS:

The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion.

Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority and may act on the consent calendar for those bodies as part of a single motion with the City Council consent calendar.

D. CONSENT CALENDAR
D1. Consideration to Approve City and Fire District BiWeekly Payroll in the Total Amount of $1,816,580.18 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $6,692,944.62 Dated February 07, 2022, Through February 21, 2022 and City and Fire District Electronic Debit Registers for the Month of January in the Total Amount of $1,336,475.59. (CITY/FIRE) D2. Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $41,344.63 Dated February 07, 2022, Through February 21, 2022. (CITY/FIRE)
D3. Approval of AB 361 Findings for Special Brown Act Requirements for Teleconference. (CITY/FIRE)
D4. Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2022004) (RESOLUTION NO. 2022032) (CITY/FIRE)
D5. Consideration to Enter into an Agreement for the Temporary Transfer of Vehicular Equipment, Type VI Wildland Fire Engine, with the State of California Office of Emergency Services and Approval of (RESOLUTION NO. FD 2022005) (FIRE)
D6. Consideration to Accept the Citywide Concrete Repair FY 2020/2021 Project as Complete, file the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D7. Consideration of a Purchase and Sale Agreement with Cucamonga Valley Water District for the Sale of Fee Interest of a City Owned Property Located Adjacent to and Immediately West of 7209 Layton Street Described as the Southerly Terminus of Layton Street. (CITY) D8. Consideration to Accept as Complete, File a Notice of Completion, and Authorize Release of Retention, and Bonds for the Fiscal Year 19/20 Traffic Signal Project (Contract No. 2020058). (CITY)
E. CONSENT CALENDAR ORDINANCE(S) SECOND READING/ADOPTION F. ADMINISTRATIVE HEARING ITEM(S)
G. ADVERTISED PUBLIC HEARINGS ITEM(S) CITY/FIRE DISTRICT G1. Public Hearing for Consideration and Possible Action to Introduce, Waive Reading of and Adopt by a Fourfifths Vote, an Interim Urgency Ordinance Extending for an Additional 10 Months and 15 Days through January 20, 2023, an Existing Interim Ordinance Establishing Interim Objective Zoning and Subdivision Standards for Senate Bill 9 Projects in SingleFamily Residential Zones in the City of Rancho Cucamonga and Making a Determination of Exemption Under the California Environmental Quality Act (CEQA). (INTERIM URGENCY ORDINANCE NO. 996) (CITY) G2. 8:00 PM Time Certain: Public Hearing #5 – Conduct Public Hearing to Receive Public Input on District Boundaries and First Reading of Ordinance No. 997, to be Read by Title Only and Waive Further Reading, Adjusting the Boundaries of the Four City Council Districts and Adopting a New Official Council District Map Based on the Results of the 2020 Decennial Census. (ORDINANCE NO. 997) (CITY)
H. CITY MANAGER'S STAFF REPORT(S)
H1. Consideration to Receive and File Midyear Financial Update for the SixMonth Period Ended December 31, 2021. (CITY)
H2. Consideration of a Resolution Supporting the League of California Cities in its Opposition to Ballot Measure "The Taxpayer Protection and Government Accountability Act" (Initiative AG# 210042A1). (RESOLUTION NO. 2022033) (CITY)
I. COUNCIL BUSINESS
I1. Selection of a Delegate for the Southern California Association of Government's (SCAG) General Assembly. (CITY)
I2. COUNCIL ANNOUNCEMENTS
(Comments to be limited to three minutes per Council Member.) I3. INTERAGENCY UPDATES
(Update by the City Council to the community on the meetings that were attended. ) J. CITY ATTORNEY ITEMS
K. IDENTIFICATION OF ITEMS FOR NEXT MEETING
L. ADJOURNMENT

CERTIFICATION
I, Linda A. Troyan, MMC, City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least SeventyTwo (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive, Rancho Cucamonga, California and on the City's website.

LINDA A. TROYAN, MMC
CITY CLERK SERVICES DIRECTOR
If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 4772700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired.

CITY COUNCIL VISION STATEMENT
“Our Vision is to build on our success as a world class community, to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive.”

Page 1 ends

Mayor
L. Dennis Michael
Mayor Pro Tem
Lynne B. Kennedy
Members of the City
Council:

REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.

CLOSED SESSION – 4:30 P.M.

REGULAR MEETING – 7:00 P.M.

B2. Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies:

Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their Heroic Efforts in Saving the Life of a Rancho Cucamonga Resident.

Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting.

CONSENT CALENDARS:

The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion.

CITY COUNCIL VISION STATEMENT
“Our Vision is to build on our success as a world class community, to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive.”

Page 2 ends

Mayor
L. Dennis Michael
Mayor Pro Tem
Lynne B. Kennedy
Members of the City
Council:

REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.

CLOSED SESSION – 4:30 P.M.

REGULAR MEETING – 7:00 P.M.

B2. Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies:

Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their Heroic Efforts in Saving the Life of a Rancho Cucamonga Resident.

Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting.

CONSENT CALENDARS:

The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion.

CITY COUNCIL VISION STATEMENT
“Our Vision is to build on our success as a world class community, to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive.”

Page 3 ends

Mayor
L. Dennis Michael
Mayor Pro Tem
Lynne B. Kennedy
Members of the City
Council:

REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.

CLOSED SESSION – 4:30 P.M.

REGULAR MEETING – 7:00 P.M.

B2. Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies:

Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their Heroic Efforts in Saving the Life of a Rancho Cucamonga Resident.

Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting.

CONSENT CALENDARS:

The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion.

CITY COUNCIL VISION STATEMENT
“Our Vision is to build on our success as a world class community, to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive.”

Page 4 ends

Mayor
L. Dennis Michael
Mayor Pro Tem
Lynne B. Kennedy
Members of the City
Council:

REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.

CLOSED SESSION – 4:30 P.M.

REGULAR MEETING – 7:00 P.M.

B2. Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies:

Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their Heroic Efforts in Saving the Life of a Rancho Cucamonga Resident.

Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting.

CONSENT CALENDARS:

The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion.

CITY COUNCIL VISION STATEMENT
“Our Vision is to build on our success as a world class community, to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive.”

Page 5 ends

Mayor
L. Dennis Michael
Mayor Pro Tem
Lynne B. Kennedy
Members of the City
Council:

REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.

CLOSED SESSION – 4:30 P.M.

REGULAR MEETING – 7:00 P.M.

B2. Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies:

Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their Heroic Efforts in Saving the Life of a Rancho Cucamonga Resident.

Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting.

CONSENT CALENDARS:

The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion.

CITY COUNCIL VISION STATEMENT
“Our Vision is to build on our success as a world class community, to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive.”

Page 6 ends

Mayor
L. Dennis Michael
Mayor Pro Tem
Lynne B. Kennedy
Members of the City
Council:

REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.

CLOSED SESSION – 4:30 P.M.

REGULAR MEETING – 7:00 P.M.

B2. Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies:

Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their Heroic Efforts in Saving the Life of a Rancho Cucamonga Resident.

Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting.

CONSENT CALENDARS:

The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion.

CITY COUNCIL VISION STATEMENT
“Our Vision is to build on our success as a world class community, to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive.”

Page 7 ends

Mayor
L. Dennis Michael
Mayor Pro Tem
Lynne B. Kennedy
Members of the City
Council:

REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.

CLOSED SESSION – 4:30 P.M.

REGULAR MEETING – 7:00 P.M.

B2. Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies:

Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their Heroic Efforts in Saving the Life of a Rancho Cucamonga Resident.

Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting.

CONSENT CALENDARS:

The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion.

CITY COUNCIL VISION STATEMENT
“Our Vision is to build on our success as a world class community, to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive.”

Page 8 ends

DATE:March 2, 2022
TO:Mayor and Members of the City Council
President and Members of the Boards of Directors
FROM:John R. Gillison, City Manager
INITIATED BY: Tamara L. Oatman, Finance Director
Veronica Lopez, Accounts Payable Supervisor
SUBJECT: Consideration to Approve City and Fire District Bi-Weekly Payroll in the Total Amount of $1,816,580.18 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $6,692,944.62 Dated February 07, 2022, Through February 21, 2022 and City and Fire District Electronic Debit Registers for the Month of January in the Total Amount of $1,336,475.59. (CITY/FIRE)
RECOMMENDATION:

Staff recommends City Council/Board of Directors of the Fire Protection District approve payment of demands as presented. Bi-weekly payroll is $1,110,127.72 and $706,452.46 for the City and the Fire District, respectively. Weekly check register amounts are $6,547,999.94 and $144,944.68 for the City and the Fire District, respectively. Electronic Debit Register amounts are $686,041.97 and $650,433.62 for the City and the Fire District, respectively.

BACKGROUND:

N/A

ANALYSIS:

N/A

FISCAL IMPACT:

Adequate budgeted funds are available for the payment of demands per the attached listing.

COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

N/A

ATTACHMENTS:

Attachment 1 - Weekly Check Register
Attachment 2 - Electronic Check Register

Page 9 ends

Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Excluding So Calif Gas Company.

AND

CITY OF RANCHO CUCAMONGA
2/7/2022 through 2/21/2022
Check No.

Check Date
Vendor Name
City Fire Amount
AP
00013775
02/09/2022
360 DEEP CLEANING LLC

0.00 7,587.50 7,587.50
AP
00013776
02/09/2022

ALL CITY MANAGEMENT SERVICES INC
6,439.11 0.00 6,439.11
AP
00013777
02/09/2022

CALIF GOVERNMENT VEBA / RANCHO CUCAMONGA
24,529.05 0.00 24,529.05
AP
00013778
02/09/2022

CALPINE ENERGY SERVICES LP
123,750.00 0.00 123,750.00
AP
00013779
02/09/2022

ELECNOR BELCO ELECTRIC INC
30,895.02 0.00 30,895.02
AP
00013780
02/09/2022

FEHR & PEERS
18,419.87 0.00 18,419.87
AP
00013781
02/09/2022

MOFFATT & NICHOL
112,304.26 0.00 112,304.26
AP
00013782
02/09/2022
RCCEA
1,475.00 0.00 1,475.00
AP
00013783
02/09/2022
RCPFA
12,947.99 0.00 12,947.99
AP
00013784
02/09/2022

RICHARDS WATSON AND GERSHON
3,906.17 0.00 3,906.17
AP
00013785
02/09/2022

SAN BERNARDINO COUNTY

60.00 0.00 60.00
AP
00013786
02/09/2022

SAN BERNARDINO CTY SHERIFFS DEPT
3,723,998.00 0.00 3,723,998.00
***
AP
00013787
02/09/2022

SEDGWICK CLAIMS MANAGEMENT SERVICES INC
15,522.00 22,744.00 38,266.00
AP
00013788
02/09/2022

U S DEPARTMENT OF ENERGY
7,721.48 0.00 7,721.48
AP
00013789
02/10/2022

ABC LOCKSMITHS INC

25.00 0.00 25.00
AP
00013790
02/10/2022

AIRGAS USA LLC

0.00 420.60 420.60
AP
00013791
02/10/2022

BIBLIOTHECA LLC
1,785.51 0.00 1,785.51
AP
00013792
02/10/2022

CARQUEST AUTO PARTS
324.46 0.00 324.46
AP
00013793
02/10/2022

DIAMOND ENVIRONMENTAL SERVICES
204.66 0.00 204.66
AP
00013794
02/10/2022

DUNN EDWARDS CORPORATION
190.94 0.00 190.94
AP
00013795
02/10/2022

EMCOR SERVICES
3,564.73 0.00 3,564.73
AP
00013796
02/10/2022

HOLLIDAY ROCK CO INC
1,894.25 0.00 1,894.25
AP
00013797
02/10/2022

HOSE MAN INC
234.90 0.00 234.90
***
AP
00013798
02/10/2022

OFFICE DEPOT
1,184.56 96.19 1,280.75
AP
00013799
02/10/2022

PSA PRINT GROUP
116.37 0.00 116.37
AP
00013800
02/16/2022

ABSOLUTE SECURITY INTERNATIONAL INC
16,786.06 0.00 16,786.06
AP
00013801
02/16/2022

ALL CITY MANAGEMENT SERVICES INC
37,600.90 0.00 37,600.90
AP
00013802
02/16/2022

BEST BEST & KRIEGER LLP
711.00 0.00 711.00
***
AP
00013803
02/17/2022

AIRGAS USA LLC
247.65 69.67 317.32
AP
00013805
02/17/2022

BRODART BOOKS CO
8,598.46 0.00 8,598.46
AP
00013806
02/17/2022

MINUTEMAN PRESS
621.45 0.00 621.45
***
AP
00013808
02/17/2022

OFFICE DEPOT
8,113.58 289.30 8,402.88
AP
00013809
02/17/2022

PSA PRINT GROUP

77.58 0.00 77.58
AP
00422683
02/09/2022

AFLAC GROUP INSURANCE

24.58 0.00 24.58
AP
00422684
02/09/2022

AM-TEC TOTAL SECURITY INC
5,061.01 0.00 5,061.01
AP
00422685
02/09/2022

AMAZON WEB SERVICES INC
2,452.38 0.00 2,452.38
AP
00422686
02/09/2022

AMERICAN LIBRARY ASSOCIATION
125.00 0.00 125.00
AP
00422687
02/09/2022

BAUER COMPRESSORS

0.00 1,580.05 1,580.05
AP
00422688
02/09/2022

BORETTI INC
5,025.00 0.00 5,025.00
AP
00422689
02/09/2022

C V W D
136.71 0.00 136.71
AP
00422690
02/09/2022

C V W D

0.00 798.27 798.27
AP
00422692
02/09/2022

C V W D
8,597.40 0.00 8,597.40
AP
00422693
02/09/2022

CAL FIRE

0.00 825.00 825.00
AP
00422694
02/09/2022

CALIFORNIA, STATE OF

32.26 0.00 32.26
AP
00422695
02/09/2022

CALIFORNIA, STATE OF
342.73 0.00 342.73
AP
00422696
02/09/2022

CALIX INC
6,295.00 0.00 6,295.00
AP
00422697
02/09/2022

CAMERON-DANIEL PC
1,525.00 0.00 1,525.00
14:45:23
02/22/2022
Current Date:

VLOPEZ - Veronica Lopez
Page:
1 Time:

CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User:

Report:

Page 10 ends

Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Excluding So Calif Gas Company.

AND

CITY OF RANCHO CUCAMONGA
2/7/2022 through 2/21/2022
Check No.

Check Date
Vendor Name
City Fire Amount
AP
00422698
02/09/2022

CAMPOS, CRYSTAL
117.00 0.00 117.00
AP
00422699
02/09/2022

CERVANTES, MIGUEL

0.00 320.00 320.00
AP
00422700
02/09/2022

CHANG, CHAEHO

58.18 0.00 58.18
***
AP
00422701
02/09/2022

CHARTER COMMUNICATIONS
4,520.16 6,437.42 10,957.58
AP
00422702
02/09/2022

CHEN, YAN

85.80 0.00 85.80
***
AP
00422703
02/09/2022
CINTAS CORPORATION #150
928.76 520.09 1,448.85
AP
00422704
02/09/2022

COVETRUS NORTH AMERICA
431.03 0.00 431.03
AP
00422705
02/09/2022

CROSSTOWN ELECTRICAL & DATA INC
18,002.50 0.00 18,002.50
AP
00422706
02/09/2022

CROWN CASTLE

90.00 0.00 90.00
AP
00422707
02/09/2022

DANIELS TIRE SERVICE

0.00 1,110.63 1,110.63
AP
00422708
02/09/2022

DAPEER ROSENBLIT & LITVAK LLP
10,506.12 0.00 10,506.12
AP
00422709
02/09/2022

DELTA DENTAL OF CALIFORNIA
1,116.02 0.00 1,116.02
AP
00422710
02/09/2022

DELTA DENTAL OF CALIFORNIA
40,967.33 0.00 40,967.33
AP
00422711
02/09/2022

E GROUP, THE
450.00 0.00 450.00
AP
00422712
02/09/2022

ENVISIONWARE INC
1,450.00 0.00 1,450.00
AP
00422713
02/09/2022

FACTORY MOTOR PARTS

0.00 723.01 723.01
AP
00422714
02/09/2022

FLEETCREW
1,229.85 0.00 1,229.85
AP
00422715
02/09/2022

FORTIN LAW GROUP
2,493.00 0.00 2,493.00
AP
00422716
02/09/2022

G/M BUSINESS INTERIORS

0.00 71.18 71.18
AP
00422717
02/09/2022

GOLDEN GATE CONSTRUCTION
160,297.54 0.00 160,297.54
AP
00422718
02/09/2022

GRAINGER

84.72 0.00 84.72
AP
00422719
02/09/2022

GRAPHICS FACTORY PRINTING INC

0.00 483.53 483.53
AP
00422720
02/09/2022

GREEN, ROBIN
500.00 0.00 500.00
AP
00422721
02/09/2022

HART, NANETTE

0.00 1,440.00 1,440.00
AP
00422722
02/09/2022

HARVEY, RICHARD
500.00 0.00 500.00
AP
00422723
02/09/2022

HDL COREN & CONE
4,825.00 0.00 4,825.00
AP
00422724
02/09/2022

HERITAGE WELLNESS COLLECTIVE
971.00 0.00 971.00
AP
00422725
02/09/2022

HI-WAY SAFETY INC
3,560.00 0.00 3,560.00
AP
00422726
02/09/2022

HILL'S PET NUTRITION SALES INC
448.67 0.00 448.67
AP
00422727
02/09/2022

HOLMQUIST, SHAWNA

55.32 0.00 55.32
AP
00422728
02/09/2022

HP COMMUNICATIONS INC
7,568.00 0.00 7,568.00
AP
00422729
02/09/2022

HU, GUANG
1,247.00 0.00 1,247.00
AP
00422730
02/09/2022

INLAND DESERT SECURITY & COMMUNICATIONS INC
103.00 0.00 103.00
AP
00422731
02/09/2022

INTERSTATE ALL BATTERY CENTER
832.83 0.00 832.83
AP
00422732
02/09/2022

INYO NETWORKS
11,119.50 0.00 11,119.50
AP
00422733
02/09/2022

ITRON INC
8,635.36 0.00 8,635.36
AP
00422734
02/09/2022

JHAJ, GURDEEP

48.32 0.00 48.32
AP
00422735
02/09/2022

KAISER FOUNDATION HEALTH PLAN INC
254,797.50 0.00 254,797.50
AP
00422736
02/09/2022

KIM, HAYDEN JINAM

10.89 0.00 10.89
AP
00422737
02/09/2022

LANDSCAPE WEST MANAGEMENT SERVICES INC
74,776.44 0.00 74,776.44
AP
00422738
02/09/2022

LEWIS, PATRICK

0.00 320.00 320.00
AP
00422739
02/09/2022

MAGELLAN ADVISORS LLC
9,517.50 0.00 9,517.50
AP
00422740
02/09/2022

MARIPOSA LANDSCAPES INC
155,125.52 0.00 155,125.52
AP
00422741
02/09/2022

MARTINEZ, GESELLE

39.93 0.00 39.93
AP
00422742
02/09/2022

MCMASTER-CARR SUPPLY COMPANY

39.58 0.00 39.58
AP
00422743
02/09/2022

MEDLINE INDUSTRIES INC
683.74 0.00 683.74
AP
00422744
02/09/2022

MIDWEST TAPE
3,237.17 0.00 3,237.17
14:45:23
02/22/2022
Current Date:

VLOPEZ - Veronica Lopez
Page:
2 Time:

CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User:

Report:

Page 11 ends

Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Excluding So Calif Gas Company.

AND

CITY OF RANCHO CUCAMONGA
2/7/2022 through 2/21/2022
Check No.

Check Date
Vendor Name
City Fire Amount
***
AP
00422745
02/09/2022

NAPA AUTO PARTS
409.88 112.35 522.23
AP
00422746
02/09/2022

NEW COLOR SILK SCREEN & GRAPHICS
520.66 0.00 520.66
AP
00422747
02/09/2022

NUNEZ, CLAUDIA
4,650.00 0.00 4,650.00
AP
00422748
02/09/2022
NV5 INC
14,794.23 0.00 14,794.23
***
AP
00422749
02/09/2022

OCCUPATIONAL HEALTH CENTERS OF CA
1,496.00 4,998.35 6,494.35
AP
00422750
02/09/2022

OLMEDA, CHRISTINA
312.00 0.00 312.00
AP
00422751
02/09/2022

ONTARIO WINNELSON CO
543.24 0.00 543.24
AP
00422752
02/09/2022

ORANGE LINE OIL COMPANY
3,849.86 0.00 3,849.86
AP
00422753
02/09/2022

PACIFIC UTILITY INSTALLATION INC
7,808.00 0.00 7,808.00
AP
00422754
02/09/2022

PARSONO, STHELA
327.50 0.00 327.50
***
AP
00422755
02/09/2022

PFM ASSET MANAGEMENT LLC
13,172.98 1,361.45 14,534.43
AP
00422756
02/09/2022

PINNACLE PETROLEUM INC

0.00 33,407.28 33,407.28
AP
00422757
02/09/2022

PRE-PAID LEGAL SERVICES INC

53.36 0.00 53.36
AP
00422758
02/09/2022

PRO-LINE INDUSTRIAL PRODUCTS INC
769.65 0.00 769.65
AP
00422759
02/09/2022

RANCHO WEST ANIMAL HOSPITAL
100.00 0.00 100.00
AP
00422760
02/09/2022

RAPID DIESEL REPAIR LLC
2,253.83 0.00 2,253.83
AP
00422761
02/09/2022

RBM LOCK & KEY SERVICE

35.39 0.00 35.39
AP
00422762
02/09/2022

RIDGELINE TELECOM LLC
3,914.00 0.00 3,914.00
AP
00422763
02/09/2022

RIVERA, CONCEPTION

22.48 0.00 22.48
AP
00422764
02/09/2022

RUBEN'S AUTO COLLISION CENTER
660.41 0.00 660.41
AP
00422765
02/09/2022

SAFE SOFTWARE INC
3,480.00 0.00 3,480.00
AP
00422766
02/09/2022

SAFE-ENTRY TECHNICAL INC

0.00 200.00 200.00
***
AP
00422767
02/09/2022

SAN BERNARDINO COUNTY
15,443.92 12,338.97 27,782.89
AP
00422768
02/09/2022

SAN BERNARDINO COUNTY TRANSPORTATION
1,200.00 0.00 1,200.00
AP
00422769
02/09/2022

SAN BERNARDINO CTY AUDITOR CONTROLLER

52.00 0.00 52.00
AP
00422770
02/09/2022
SBPEA
2,372.37 0.00 2,372.37
AP
00422771
02/09/2022

SEYMOUR, RONALD

0.00 193.30 193.30
AP
00422772
02/09/2022

SHERIFF'S COURT SERVICES
100.00 0.00 100.00
***
AP
00422773
02/09/2022

SHRED PROS
175.00 63.00 238.00
AP
00422774
02/09/2022

SILVER & WRIGHT LLP
5,076.37 0.00 5,076.37
AP
00422775
02/09/2022

SMARTLINK LLC
7,011.20 0.00 7,011.20
AP
00422777
02/09/2022

SONG, PRINCE

54.61 0.00 54.61
***
AP
00422782
02/09/2022

SOUTHERN CALIFORNIA EDISON
29,356.34 2,315.54 31,671.88
***
AP
00422783
02/09/2022

SOUTHERN CALIFORNIA EDISON
718.29 1,676.00 2,394.29
AP
00422784
02/09/2022

SOUTHWEST MOBILE STORAGE INC
187.05 0.00 187.05
AP
00422785
02/09/2022
SWRCB
53,352.00 0.00 53,352.00
AP
00422786
02/09/2022

TINKER GLASS CONTRACTORS INC
650.00 0.00 650.00
AP
00422787
02/09/2022

TORO TOWING
450.00 0.00 450.00
AP
00422788
02/09/2022

TOWILL INC
1,352.50 0.00 1,352.50
AP
00422789
02/09/2022

TRAFFIC MANAGEMENT PRODUCTS INC
1,050.57 0.00 1,050.57
AP
00422790
02/09/2022

TRIDEN GROUP CORP
7,087.50 0.00 7,087.50
AP
00422791
02/09/2022

TYUS, IDA
204.00 0.00 204.00
AP
00422792
02/09/2022
U.S. BANK PARS ACCT #6746022500
12,672.84 0.00 12,672.84
AP
00422793
02/09/2022
U.S. BANK PARS ACCT #6746022500
1,017.78 0.00 1,017.78
AP
00422794
02/09/2022
U.S. BANK PARS ACCT #6745033700
6,605.00 0.00 6,605.00
AP
00422795
02/09/2022
ULINE
540.63 0.00 540.63
AP
00422796
02/09/2022

UNITED WAY

45.00 0.00 45.00
14:45:23
02/22/2022
Current Date:

VLOPEZ - Veronica Lopez
Page:
3 Time:

CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User:

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Page 12 ends

Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Excluding So Calif Gas Company.

AND

CITY OF RANCHO CUCAMONGA
2/7/2022 through 2/21/2022
Check No.

Check Date
Vendor Name
City Fire Amount
AP
00422797
02/09/2022

UNITY COURIER SERVICE INC
1,257.30 0.00 1,257.30
AP
00422798
02/09/2022
UPS
151.24 0.00 151.24
AP
00422799
02/09/2022

VCA CENTRAL ANIMAL HOSPITAL

51.50 0.00 51.50
AP
00422800
02/09/2022

VERIZON WIRELESS - LA
257.12 0.00 257.12
AP
00422801
02/09/2022

VETS CHOICE RADIOLOGY
178.00 0.00 178.00
AP
00422802
02/09/2022

VICTOR MEDICAL COMPANY
723.07 0.00 723.07
***
AP
00422803
02/09/2022

WALTERS WHOLESALE ELECTRIC CO
228.10 86.03 314.13
AP
00422804
02/09/2022

WAXIE SANITARY SUPPLY
1,492.01 0.00 1,492.01
AP
00422805
02/09/2022

WAXIE SANITARY SUPPLY
271.34 0.00 271.34
AP
00422806
02/09/2022

WEST COAST ARBORISTS INC
87,970.00 0.00 87,970.00
AP
00422807
02/09/2022

WEST COAST ARBORISTS INC
1,050.00 0.00 1,050.00
AP
00422808
02/09/2022

WEST COAST ARBORISTS INC
35,685.25 0.00 35,685.25
AP
00422809
02/09/2022

WEST COAST ARBORISTS INC
310.80 0.00 310.80
AP
00422810
02/09/2022

WEST COAST ARBORISTS INC
252.80 0.00 252.80
AP
00422811
02/09/2022

WEST COAST ARBORISTS INC
777.00 0.00 777.00
AP
00422812
02/09/2022

WILSON & BELL AUTO SERVICE
990.39 0.00 990.39
AP
00422813
02/09/2022

YAMADA ENTERPRISES
14,587.42 0.00 14,587.42
AP
00422814
02/09/2022

YASUDA, LORENA

5.00 0.00 5.00
AP
00422815
02/09/2022

YUNEX LLC
18,761.36 0.00 18,761.36
AP
00422816
02/16/2022

ADOBE ANIMAL HOSPITAL
300.00 0.00 300.00
AP
00422817
02/16/2022

ADVANCED CHEMICAL TRANSPORT INC
3,151.39 0.00 3,151.39
AP
00422818
02/16/2022

AM-TEC TOTAL SECURITY INC
1,201.65 0.00 1,201.65
AP
00422819
02/16/2022

AMTECH ELEVATOR SERVICES
1,703.40 0.00 1,703.40
AP
00422820
02/16/2022

ASSI SECURITY
675.00 0.00 675.00
AP
00422821
02/16/2022

AYANTRA INC
192.00 0.00 192.00
AP
00422822
02/16/2022

BRIGHTVIEW LANDSCAPE SERVICES INC
20,553.34 0.00 20,553.34
AP
00422823
02/16/2022

BUCHANAN, GARY
6,700.00 0.00 6,700.00
AP
00422824
02/16/2022

C V W D
136.71 0.00 136.71
***
AP
00422829
02/16/2022

C V W D
21,642.78 572.04 22,214.82
AP
00422830
02/16/2022

CALIFA GROUP
5,621.71 0.00 5,621.71
AP
00422831
02/16/2022
CalPERS LONG-TERM CARE PROGRAM
177.08 0.00 177.08
AP
00422832
02/16/2022

CAMBRIDGE SEVEN ASSOCIATES INC
66,893.01 0.00 66,893.01
AP
00422833
02/16/2022

CARAHSOFT TECHNOLOGY CORP
4,235.35 0.00 4,235.35
AP
00422834
02/16/2022

CCS ORANGE COUNTY JANITORIAL INC
61,838.76 0.00 61,838.76
AP
00422835
02/16/2022

CHAMPION FIRE SYSTEMS INC

0.00 4,803.67 4,803.67
AP
00422836
02/16/2022

CONOR CONSULTING LLC
450.00 0.00 450.00
AP
00422837
02/16/2022

COVETRUS NORTH AMERICA
612.81 0.00 612.81
AP
00422838
02/16/2022

CRIME SCENE STERI-CLEAN LLC
540.00 0.00 540.00
AP
00422839
02/16/2022

DANCE TERRIFIC
168.00 0.00 168.00
AP
00422840
02/16/2022

DATA TICKET INC
7,396.73 0.00 7,396.73
AP
00422841
02/16/2022

DELL MARKETING LP
527,330.32 0.00 527,330.32
AP
00422842
02/16/2022

DELTA DENTAL OF CALIFORNIA
40,573.53 0.00 40,573.53
AP
00422843
02/16/2022

DEPARTMENT OF JUSTICE
482.00 0.00 482.00
AP
00422844
02/16/2022

DUKE-SEXTON, SHEILA

35.98 0.00 35.98
AP
00422845
02/16/2022

ECORP CONSULTING INC
115.00 0.00 115.00
AP
00422846
02/16/2022

EMPLOYMENT DEVELOPMENT DEPT
10,272.68 0.00 10,272.68
AP
00422847
02/16/2022

EXPERIAN

52.00 0.00 52.00
14:45:23
02/22/2022
Current Date:

VLOPEZ - Veronica Lopez
Page:
4 Time:

CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User:

Report:

Page 13 ends

Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Excluding So Calif Gas Company.

AND

CITY OF RANCHO CUCAMONGA
2/7/2022 through 2/21/2022
Check No.

Check Date
Vendor Name
City Fire Amount
AP
00422848
02/16/2022

FITNESS REPAIR SHOP

0.00 85.94 85.94
AP
00422849
02/16/2022

FLURY, PAM
123.00 0.00 123.00
AP
00422850
02/16/2022

FORTIN LAW GROUP
5,503.00 0.00 5,503.00
***
AP
00422852
02/16/2022

FRONTIER COMM
1,760.19 1,164.18 2,924.37
***
AP
00422853
02/16/2022

FRONTIER COMM
160.67 374.89 535.56
AP
00422854
02/16/2022

FUEL SERV

0.00 3,750.00 3,750.00
AP
00422855
02/16/2022

GATEWAY PET CEMETERY & CREMATORY
200.00 0.00 200.00
AP
00422856
02/16/2022

GRAINGER
1,461.21 0.00 1,461.21
AP
00422857
02/16/2022

HAULAWAY STORAGE CONTAINERS INC
119.84 0.00 119.84
AP
00422858
02/16/2022

HD PRODUCTIONS INC

0.00 500.00 500.00
AP
00422859
02/16/2022

HILL'S PET NUTRITION SALES INC
1,545.40 0.00 1,545.40
AP
00422860
02/16/2022

HP COMMUNICATIONS INC
5,391.00 0.00 5,391.00
AP
00422861
02/16/2022

HUMANE SOCIETY OF SAN BERNARDINO VALLEY

97.00 0.00 97.00
AP
00422862
02/16/2022

IDEXX DISTRIBUTION INC
645.72 0.00 645.72
AP
00422863
02/16/2022

IMPETT, VICTORIA ANN
480.00 0.00 480.00
AP
00422864
02/16/2022

INLAND OVERHEAD DOOR COMPANY

0.00 649.00 649.00
AP
00422865
02/16/2022

INLAND VALLEY DANCE ACADEMY
570.00 0.00 570.00
AP
00422866
02/16/2022

INTELESYS
2,189.00 0.00 2,189.00
AP
00422867
02/16/2022

INTERSTATE ALL BATTERY CENTER
252.82 0.00 252.82
AP
00422868
02/16/2022

INTERVET INC
323.25 0.00 323.25
AP
00422869
02/16/2022

JENSON, LESLIE

5.99 0.00 5.99
AP
00422870
02/16/2022

JOHNNY ALLEN TENNIS ACADEMY
1,669.80 0.00 1,669.80
AP
00422871
02/16/2022

JOKIMAN, MONICA
118.00 0.00 118.00
AP
00422872
02/16/2022

KEITH, JORRY
240.00 0.00 240.00
AP
00422873
02/16/2022
LEVEL 3 COMMUNICATIONS LLC
5,691.50 0.00 5,691.50
AP
00422874
02/16/2022

LIFE-ASSIST INC

0.00 4,344.70 4,344.70
AP
00422875
02/16/2022

LISA WISE CONSULTING
28,586.25 0.00 28,586.25
AP
00422876
02/16/2022

LN CURTIS AND SONS

0.00 6,907.69 6,907.69
AP
00422877
02/16/2022

LOSCH, KARL
13,699.00 0.00 13,699.00
***
AP
00422879
02/16/2022

LOWES COMPANIES INC
3,458.82 490.71 3,949.53
AP
00422880
02/16/2022

LTAS TECHNOLOGIES INC
14,000.00 0.00 14,000.00
AP
00422881
02/16/2022

MAIN STREET SIGNS
19,673.64 0.00 19,673.64
AP
00422882
02/16/2022

MARIPOSA LANDSCAPES INC
445.79 0.00 445.79
AP
00422883
02/16/2022

MARK CHRISTOPHER INC
497.95 0.00 497.95
AP
00422884
02/16/2022

MARLINK INC

0.00 162.00 162.00
AP
00422885
02/16/2022

MARY S ROBERTS SPAY/NEUTER CLINIC

45.00 0.00 45.00
AP
00422886
02/16/2022

MCMASTER-CARR SUPPLY COMPANY
690.20 0.00 690.20
AP
00422887
02/16/2022

MERCURY DISPOSAL SYSTEMS INC
1,310.74 0.00 1,310.74
AP
00422888
02/16/2022

MIDWEST TAPE
386.62 0.00 386.62
AP
00422889
02/16/2022

MIELKE, BRETT

0.00 320.00 320.00
AP
00422890
02/16/2022

MUNICIPAL EMERGENCY SERVICES INC

0.00 2,499.66 2,499.66
AP
00422891
02/16/2022

MWI VETERINARY SUPPLY
299.66 0.00 299.66
AP
00422892
02/16/2022

NAPA AUTO PARTS

0.00 463.11 463.11
AP
00422893
02/16/2022

NATIONAL UTILITY LOCATORS LLC
780.00 0.00 780.00
AP
00422894
02/16/2022
NBS
7,350.00 0.00 7,350.00
AP
00422895
02/16/2022

NUNEZ, CLAUDIA
279.65 0.00 279.65
AP
00422896
02/16/2022

OC TANNER RECOGNITION COMPANY
4,410.84 0.00 4,410.84
14:45:23
02/22/2022
Current Date:

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Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Excluding So Calif Gas Company.

AND

CITY OF RANCHO CUCAMONGA
2/7/2022 through 2/21/2022
Check No.

Check Date
Vendor Name
City Fire Amount
AP
00422897
02/16/2022

ONLY CREMATIONS FOR PETS INC
1,020.00 0.00 1,020.00
AP
00422898
02/16/2022

ONTARIO SPAY & NEUTER INC
1,533.00 0.00 1,533.00
AP
00422899
02/16/2022

ONTARIO WINNELSON CO
254.35 0.00 254.35
AP
00422900
02/16/2022
ONTRAC

59.41 0.00 59.41
AP
00422901
02/16/2022

ONYX ARCHITECTS INC
4,425.00 0.00 4,425.00
AP
00422902
02/16/2022

PACIFIC PRODUCTS & SERVICES
297.71 0.00 297.71
AP
00422903
02/16/2022

PARKER, ANDREW J

0.00 320.00 320.00
AP
00422904
02/16/2022

POSTAL PERFECT

45.00 0.00 45.00
AP
00422905
02/16/2022

POWER & TELEPHONE SUPPLY COMPANY
18,970.11 0.00 18,970.11
AP
00422906
02/16/2022
R3 CONSULTING GROUP INC
3,208.75 0.00 3,208.75
AP
00422907
02/16/2022

RBM LOCK & KEY SERVICE

82.99 0.00 82.99
AP
00422908
02/16/2022

RHA LANDSCAPE ARCHITECTS-PLANNERS INC
7,467.00 0.00 7,467.00
AP
00422909
02/16/2022

RLF II WEST LLC
75,000.00 0.00 75,000.00
AP
00422910
02/16/2022

SAFE-ENTRY TECHNICAL INC

0.00 1,536.38 1,536.38
AP
00422911
02/16/2022

SAN BERNARDINO CO AUDITOR CONT
8,295.25 0.00 8,295.25
AP
00422912
02/16/2022

SILVER & WRIGHT LLP
2,234.25 0.00 2,234.25
***
AP
00422913
02/16/2022

SOCAL OFFICE TECHNOLOGIES
112.65 11.26 123.91
AP
00422914
02/16/2022

SOUKESIAN, CELINE
942.52 0.00 942.52
AP
00422915
02/16/2022

SOUND IMAGE INC
1,123.25 0.00 1,123.25
***
AP
00422920
02/16/2022

SOUTHERN CALIFORNIA EDISON
97,305.90 1,568.75 98,874.65
AP
00422921
02/16/2022

SOUTHERN CALIFORNIA EDISON
11,291.13 0.00 11,291.13
***
AP
00422922
02/16/2022

STANLEY PEST CONTROL
2,150.00 810.00 2,960.00
AP
00422923
02/16/2022

SUN BADGE CO

0.00 7,969.97 7,969.97
AP
00422924
02/16/2022

TAHA, MOHAMMAD
4,500.00 0.00 4,500.00
AP
00422925
02/16/2022

THE COUNSELING TEAM INTERNATIONAL

0.00 900.00 900.00
AP
00422926
02/16/2022

THOMPSON PLUMBING SUPPLY INC
183.66 0.00 183.66
AP
00422927
02/16/2022
U.S. BANK PARS ACCT #6746022500
19,495.81 0.00 19,495.81
AP
00422928
02/16/2022
U.S. BANK PARS ACCT #6746022500
1,017.78 0.00 1,017.78
AP
00422929
02/16/2022

UNITED SITE SERVICES OF CA INC
301.45 0.00 301.45
AP
00422930
02/16/2022

VERIZON

25.74 0.00 25.74
AP
00422931
02/16/2022

VERIZON WIRELESS - LA
6,009.91 0.00 6,009.91
AP
00422932
02/16/2022

VICTOR MEDICAL COMPANY
827.60 0.00 827.60
AP
00422933
02/16/2022

VIRGIN PULSE INC
1,113.60 0.00 1,113.60
AP
00422934
02/16/2022

VIRTUAL PROJECT MANAGER LLC
500.00 0.00 500.00
AP
00422935
02/16/2022

VISION SERVICE PLAN CA
10,340.47 0.00 10,340.47
AP
00422936
02/16/2022

VULCAN MATERIALS COMPANY

76.59 0.00 76.59
***
AP
00422937
02/16/2022

WAXIE SANITARY SUPPLY
1,413.39 2,152.02 3,565.41
AP
00422938
02/16/2022

WELLS FARGO BANK N A
7,500.00 0.00 7,500.00
AP
00422939
02/16/2022

WILLDAN FINANCIAL SERVICES
3,950.00 0.00 3,950.00
AP
00422940
02/16/2022

YUAM, JING
126.00 0.00 126.00
AP
00422941
02/16/2022

ZUNIGA, CRYSTAL
1,001.39 0.00 1,001.39
14:45:23
02/22/2022
Current Date:

VLOPEZ - Veronica Lopez
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Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Excluding So Calif Gas Company.

AND

CITY OF RANCHO CUCAMONGA
2/7/2022 through 2/21/2022
Check No.

Check Date
Vendor Name
City Fire Amount
$6,547,999.94
$6,692,944.62
$144,944.68
Note:

Grand Total:

Total Fire:

Total City:
*** Check Number includes both City and Fire District expenditures 14:45:23
02/22/2022
Current Date:

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DATE DESCRIPTION CITY FIRE AMOUNT
1/3 Workers Comp - City Account Transfer 506.62 506.62 1/3 Workers Comp - Fire Account Transfer 7,037.72 7,037.72 1/4 Bank Fee 109.95 - 109.95 1/4 U.S. BANK - Purchasing Card, Corporate Card and Costco Card Payment 76,348.97 11,839.31 88,188.28 1/4 WIRE PAYMENT - RCMU CAISO 31,674.30 31,674.30 1/4 Workers Comp - City Account Transfer 476.10 476.10 1/4 Workers Comp - Fire Account Transfer 119.03 119.03 1/5 Workers Comp - City Account Transfer 247.35 247.35 1/6 Workers Comp - City Account Transfer 260.00 260.00 1/6 Workers Comp - Fire Account Transfer 1,574.80 1,574.80 1/7 Workers Comp - Fire Account Transfer 2,057.51 2,057.51 1/10 WIRE PAYMENT - RCMU CAISO 33,131.56 33,131.56 1/10 Workers Comp - Fire Account Transfer 737.30 737.30 1/11 Workers Comp - City Account Transfer 616.31 616.31 1/11 Workers Comp - Fire Account Transfer 414.63 414.63 1/12 Workers Comp - City Account Transfer 260.48 260.48 1/13 STATE DISBURSEMENT UNIT - Child Support Payments 3,700.60 3,700.60 1/13 STATE DISBURSEMENT UNIT - Child Support Payments 1,732.50 1,732.50 1/13 Workers Comp - City Account Transfer 999.66 999.66 1/13 Workers Comp - Fire Account Transfer 561.32 561.32 1/14 CALPERS - City - Retirement Account Deposit 25,634.64 25,634.64 1/14 CALPERS - City - Retirement Account Deposit 55,481.03 55,481.03 1/14 CALPERS - City - Retirement Account Deposit 107,125.03 107,125.03 1/14 Workers Comp - Fire Account Transfer 1,208.69 1,208.69 1/18 WIRE PAYMENT - RCMU CAISO 30,784.63 30,784.63 1/18 Workers Comp - City Account Transfer 530.91 530.91 1/18 Workers Comp - Fire Account Transfer 764.30 764.30 1/19 CALPERS - Fire - Retirement Account Deposit 589.36 589.36 1/19 CALPERS - Fire - Retirement Account Deposit 168.28 168.28 1/19 CALPERS - Fire - Retirement Account Deposit 3,047.83 3,047.83 1/19 CALPERS - Fire - Retirement Account Deposit 3,436.12 3,436.12 1/19 CALPERS - Fire - Retirement Account Deposit 5,155.07 5,155.07 1/19 CALPERS - Fire - Retirement Account Deposit 10,873.67 10,873.67 1/19 CALPERS - Fire - Retirement Account Deposit 35,574.23 35,574.23 1/19 CALPERS - Fire - Retirement Account Deposit 103,330.12 103,330.12 1/19 Workers Comp - City Account Transfer 80.68 80.68 1/19 Workers Comp - Fire Account Transfer 2,003.18 2,003.18 1/20 CALPERS - City - Retirement Account Deposit 1,203.01 1,203.01 1/20 CALPERS - Fire - Retirement Account Deposit 575.93 575.93 1/20 CALPERS - Fire - Retirement Account Deposit 614.00 614.00 1/20 CALPERS - Fire - Retirement Account Deposit 848.70 848.70 1/20 CALPERS - Fire - Retirement Account Deposit 1,911.25 1,911.25 1/20 CALPERS - Fire - Retirement Account Deposit 8,450.85 8,450.85 1/20 CALPERS - Fire - Retirement Account Deposit 86,264.64 86,264.64 1/20 Workers Comp - City Account Transfer 649.48 649.48 1/20 Workers Comp - Fire Account Transfer 904.96 904.96 1/21 Workers Comp - City Account Transfer 682.95 682.95 1/21 Workers Comp - Fire Account Transfer 616.79 616.79 1/24 Workers Comp - City Account Transfer 149.98 149.98 1/24 Workers Comp - Fire Account Transfer 2,208.59 2,208.59 1/25 WIRE PAYMENT - RCMU CAISO 134,351.87 134,351.87 1/25 Workers Comp - City Account Transfer 279.25 279.25 1/25 Workers Comp - Fire Account Transfer 290.39 290.39 1/26 CALPERS - City - Retirement Account Deposit 57,128.91 57,128.91 1/26 CALPERS - City - Retirement Account Deposit 102,693.42 102,693.42 1/26 CALPERS - Fire - Retirement Account Deposit 2,801.72 2,801.72 1/26 CALPERS - Fire - Retirement Account Deposit 3,436.12 3,436.12 1/26 CALPERS - Fire - Retirement Account Deposit 5,468.14 5,468.14 CITY OF RANCHO CUCAMONGA
AND
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Electronic Debit Register
JANUARY 1, 2022 TO JANUARY 31, 2022
1

Page 17 ends

DATE DESCRIPTION CITY FIRE AMOUNT
CITY OF RANCHO CUCAMONGA
AND
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Electronic Debit Register
JANUARY 1, 2022 TO JANUARY 31, 2022
1/26 CALPERS - Fire - Retirement Account Deposit 10,408.46 10,408.46 1/26 CALPERS - Fire - Retirement Account Deposit 35,572.77 35,572.77 1/26 CALPERS - Fire - Retirement Account Deposit 101,037.45 101,037.45 1/26 Workers Comp - City Account Transfer 30.32 30.32 1/26 Workers Comp - Fire Account Transfer 3,018.34 3,018.34 1/27 CALPERS - Fire - Retirement Account Deposit 185,117.50 185,117.50 1/27 STATE DISBURSEMENT UNIT - Child Support Payments 3,700.60 3,700.60 1/27 STATE DISBURSEMENT UNIT - Child Support Payments 1,732.50 1,732.50 1/28 Workers Comp - City Account Transfer 180.00 180.00 1/31 WIRE PAYMENT - RCMU CAISO 18,702.61 18,702.61 1/31 Workers Comp - City Account Transfer 2,256.95 2,256.95 1/31 Workers Comp - Fire Account Transfer 2,993.35 2,993.35 TOTAL CITY 686,041.97
TOTAL FIRE 650,433.62
GRAND TOTAL 1,336,475.59
2

Page 18 ends

Staff recommends City Council/Board of Directors of the Fire Protection District approve payment of demands as presented. Weekly check register amounts are $35,419.38 and $5,925.25 for the City and the Fire District, respectively.

BACKGROUND:

N/A

ANALYSIS:

N/A

FISCAL IMPACT:

Adequate budgeted funds are available for the payment of demands per the attached listing COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

N/A

ATTACHMENTS:

Attachment 1 - Weekly Check Register

Page 19 ends

Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
So Calif Gas Company Only.

AND

CITY OF RANCHO CUCAMONGA
2/7/2022 through 2/21/2022
Check No.

Check Date
Vendor Name
City Fire Amount
***
AP
00422682
02/07/2022

SO CALIF GAS COMPANY
35,419.38 5,469.77 40,889.15
AP
00422776
02/09/2022

SO CALIF GAS COMPANY

0.00 455.48 455.48
$35,419.38
$41,344.63
$5,925.25
Note:

Grand Total:

Total Fire:

Total City:
*** Check Number includes both City and Fire District expenditures 14:52:56
02/22/2022
Current Date:

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DATE:March 2, 2022
TO:Mayor and Members of the City Council
President and Members of the Boards of Directors
FROM:John R. Gillison, City Manager
INITIATED BY: Linda A. Troyan, MMC, City Clerk Services Director SUBJECT: Approval of AB 361 Findings for Special Brown Act Requirements for Teleconference. (CITY/FIRE)
RECOMMENDATION:

Staff recommends that the City Council/Board of Directors of the Fire Protection District make the following findings in order for the City’s legislative bodies to continue meeting virtually: (1) the City Council has reconsidered the circumstances of the COVID-19 state of emergency; and (2) the COVID-19 state of emergency continues to directly impact of the ability of the members of the City’s legislative bodies to meet safely in person.

BACKGROUND:

On March 4, 2020, Governor Newsom proclaimed a state of emergency to exist in California due to the spread of COVID-19. This proclamation is still in effect. The Governor subsequently issued numerous executive orders suspending or modifying state laws to facilitate the response to the emergency. Among other things, these executive orders superseded certain Brown Act requirements and established special rules to give local public agencies greater flexibility to conduct teleconference meetings. The special rules included provisions allowing local public agencies to conduct teleconference meetings without having to provide a physical location from which the public may attend or comment; without having to use teleconference locations that are publicly accessible; and without having to identify teleconference locations on the agenda. Those special rules expired on September 30, 2021.

On September 16, 2021, in anticipation of then-imminent expiration of his special rules for teleconference meetings, Governor Newsom signed AB 361. In key part, this bill amends the Brown Act to establish special requirements for teleconference meetings if a legislative body of a local public agency makes two findings pursuant to Government Code Section 54953(e)(3). Like the special rules in the Governor’s executive orders, the special Brown Act requirements in AB 361 include provisions allowing public agencies to conduct teleconference meetings without having to use teleconference locations that are publicly accessible; and without having to identify teleconference locations on the agenda. The AB 361 special Brown Act requirements are scheduled to be repealed on January 1, 2024.

In order for a local public agency to be subject to the AB 361 special Brown Act requirements for teleconference meetings, a legislative body of a local public agency first must make a finding that it has “reconsidered” the circumstances of a declared state of emergency. Second, there must

Page 21 ends

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1 1
0 2
be a finding that such emergency continues to directly impact the ability of legislative body members to meet safely in person. Alternatively, for the second finding, there must be a finding that state or local officials continue to impose or recommend social distancing measures. These findings must be made within 30 days after the first teleconference under AB 361 and on a monthly basis thereafter.

ANALYSIS:

Due to the continuing, rapid spread of the Omicron and Delta variants of COVID-19, staff is recommending that the City Council make the necessary findings in order to continue holding teleconference meetings. The findings were first made at the January 5, 2022 City Council meeting. Federal and state officials continue to recommend social distancing measures, including limiting in-door gatherings, in order to limit the spread of the highly transmissible Omicron variant of COVID-19.

It is expected that virtual meetings will only be conducted pursuant to AB 361 where a City Council Member or other member of a commission/committee is unable to meet in person due to exposure to COVID-19. Under AB 361, the public must also be given an opportunity to participate in a virtual meeting via a teleconference option, and the amended agenda provides call-in information.

However, the public will continue to be permitted to attend the meeting in person. It is unclear if future meetings will require teleconferencing.

FISCAL IMPACT:

There is no fiscal impact caused by this item. The City already has the necessary equipment to hold a teleconferenced meeting.

COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

This item will allow Council Members and other commissions/committees and the public to safely participate in public meetings meeting, if necessary.

ATTACHMENTS:

None.

Page 22 ends

DATE:March 2, 2022
TO:Mayor and Members of the City Council
President and Members of the Boards of Directors
FROM:John R. Gillison, City Manager
INITIATED BY: Linda A. Troyan, MMC, City Clerk Services Director Patricia Bravo-Valdez, MMC, Deputy Director of City Clerk Services Kimberly Solorio, Records Management Analyst
SUBJECT: Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2022-004) (RESOLUTION NO. 2022-032) (CITY/FIRE)
RECOMMENDATION:

Staff recommends the City Council/Board of Directors of the Fire Protection District adopt Resolutions adopting revised Records Retention Schedules, authorizing destruction of certain obsolete City Records, and rescinding previous Records Retention Schedules.

BACKGROUND:

The City’s/Fire District’s Records Retention Schedules were last revised in 2021. The Records Retention Schedule is a key element of an effective records management program. The Retention Schedules assist the City/Fire District by documenting which records require to be maintained in the office or temporary storage, which records have historic or research value, and which records should be destroyed because they no longer have administrative, operational, fiscal or legal value.

ANALYSIS:

General records management principles recommend review and update of retention schedules periodically. Under our subscription, the City's records consultant, Gladwell Governmental Services, Inc., has reviewed and updated the Schedules to bring them current with new laws and best practices. The City Clerk’s Office/Records Management Department worked closely with Gladwell Governmental Services, City Departments, and the City Attorney's Office to update the schedules.

The proposed revisions to the schedules are reflective of new laws since 2021, and best practices, and are identified on the attached Records Retention Schedules in colored and strike-out format.

Significant highlights of this year’s changes in law include updates to the Finance, Fire, Human Resources, Planning/Community Development, and Engineering Retention Schedules. Updates include changes or additions to records descriptions to comply with the law, the incorporation of new legal retention requirements regarding environmental determinations to comply with the Golden Door court case decision, and the inclusion of required document retention for organic waste collection and recycling compliance records.

Page 23 ends

Page 2 ends

1 1
4 6
At this time, staff recommends the City Council/Board of Directors of the Fire Protection District approve the revised Records Retention Schedules.

FISCAL IMPACT:

The City/Fire District will realize a savings in records storage expenses.

COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

This item supports the City Council’s Core Values of intentionally embracing and anticipating the future, working cooperatively and respectfully with each other, staff, and all stakeholders, and continuous improvement by taking actions to proactively keep records retention schedules current with changes in law and best practices to ensure compliance with state law.

ATTACHMENTS:

Attachment 1 – Resolution No. FD 2022-004 and Records Retention Schedules Attachment 2 – Resolution No. 2022-032 and Records Retention Schedules

Page 24 ends

RESOLUTION NO. FD2022-004 - Page 1 of 3
RESOLUTION NO. FD2022-004
A RE

SOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO

CUCAMONGA FIRE PROTECTION DISTRICT, ADOPTING REVISED

RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION,

AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES
WHE
REAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the Rancho Cucamonga Fire Protection District; and WHE
REAS, California Health & Safety Code Section 13868 and Government Code Section 60200 provide that the legislative body of a fire protection district may authorize at any time the destruction or disposition of any duplicate record, paper, or document, the original or a permanent photographic record of which is in the files of any officer or department of the district; and
WHE
REAS, C alifornia Government Code Section 60201 provides that District records which have served their purpose, which are not expressly required by law to be filed and preserved, and which will not adversely affect any interest of the district or public may be destroyed;
WHE
REAS, the District has a procedure to maintain a list of the types of records destroyed or disposed of that reasonably identifies the information contained in the records in each category; WHE
REAS, the District previously adopted Resolution No FD2021-005 adopting records retention schedules.

NOW
, THEREFORE, THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT DOES FIND AND RESOLVE AS FOLLOWS:

Section 1. The facts set forth in the Recitals, above in this resolution, are true and correct.

Section 2. Resolution No FD2021- 005 and all previous resolutions adopting District records retention schedules are hereby rescinded and replaced with the Fire District Records Retention Schedules adopted herein.

Section 3 . The Board of Directors hereby adopts as its District Records Retention Schedules, the District Records Retention Schedules set forth in Exhibit “A” attached hereto and incorporated by reference herein. The Board of Directors hereby finds that the dest ruction or disposition of records in Exhibit A that have exceeded the retention periods set forth therein, and are no longer required for any District purpose, will not adversely affect any interest of the District or the public.

Section 4. The records of the Rancho Cucamonga Fire Protection District, as set forth in the Fire District Records Retention Schedules, Exhibit A, and that are no longer required for any District purpose, are hereby authorized to be destroyed as provided by California Health & Safety ATTACHMENT 1

Page 25 ends

RESOLUTION NO. FD2022-004 - Page 2 of 3

Code Section 13868, and Government Code Section 60200, et seq., and in accordance with the provisions of said Schedule and District policies and procedures, without further action by the District’s Board of Directors.

Section 5. The term “records” as used herein shall include records, documents, instructions, books, microforms, electronic files, magnetic tape, optical media, instruments, writings, and/or paper regardless of media, as defined by the California Public Records Act and as those terms are used in Health & Safety Code Section 13868 and Government Code Section 60200, et seq.

Section 6. The Clerk of the Board of Directors shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

Section 7. This resolution shall become effective immediately upon its passage and adoption.

Page 26 ends

RESOLUTION NO. FD2022-004 - Page 3 of 3

PASSED, APPROVED AND ADOPTED this 2nd day of March 2022.

_____________________________
L. Dennis Michael, President

ATTEST:

_
Janice C. Reynolds, Clerk

I, JANICE C. REYNOLDS, SECRETARY of the Rancho Cucamonga Fire Protection District, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the Board of Directors of the Rancho Cucamonga Fire Protection District, at a Regular Meeting of said Board held on the 2nd day of March 2022.

AYES:

NOES:

ABSENT:

ABSTAINED:

Executed this
3rd day of March 2022, at Rancho Cucamonga, California.

Janice C. Reynolds, Clerk

APPROVED AS TO FORM:

Nicholas R. Ghirelli, City Attorney
Richards, Watson & Gershon

Page 27 ends

HOW TO USE RETENTION SCHEDULES
©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed.

Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

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

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

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

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

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

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

EXHIBIT A

Page 28 ends

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)

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

Transitory Records not retained in the ordinary course of business , that do NOT have substantive content : Preliminary drafts, notes, or interagency or intra - agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules , logs, source records entered into a computer system that qualifies as a “trusted system”, etc.

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

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained

For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes

Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed

Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media – DVD-R, CD-R, or WORM, or microfilmed), and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

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

Page 29 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Human
Resources /
Risk
Management
CW-001
Accident, Incident, Injury
reports: PUBLIC &
EMPLOYEES, with associated
MSDS, if a chemical was
involved
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Copies retained for reference;
GC §§34090.7, 60200
Finance CW-002
Accounts Payable, Invoices,
Petty Cash, Warrant Requests,
etc.

ALL backup is forwarded to
Finance
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Payment
Mag,
Ppr
All originals go to Finance
(these are copies); GC
§§34090.7, 60200
Lead Dept. CW-003
Affidavits of Publications /
Public Hearing Notices / Legal
Advertising / Affidavits of
Posting
2 years 2 years
Mag,
Mfr, OD,
Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; Statute of Limitations
on Municipal Government
actions is 3 - 6 months; GC
§§34090, 54960.1(c)(1)
City Clerk CW-004 Agenda Packets / Staff
Reports: City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §§34090.7, 60200
City Clerk CW-005 Agreements & Contracts ALL

ORIGINALS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S
Yes: Upon
Completio
n
Ensure the City Clerk receives
all original agreements; GC
§§34090.7, 60200
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 30 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-006
Agreements & Contracts:

ADMINISTRATIVE FILES
(with Grant Funding)
(Correspondence, Insurance
Certificates, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Some Grants require audits;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
is 3 years from expenditure
report or final payment of
grantee or subgrantee; 2 CFR
200.334; 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a),
29 CFR 97.42; OMB Circular
A-110 & A-133; GC §§34090,
60201 et seq.; GC §8546.7
Lead Dept. CW-007
Agreements & Contracts:

ADMINISTRATIVE FILES
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Covers E&O Statute of
Limitations; Published Audit
Standards=4-7 years; Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §§34090,
60201 et seq.

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 31 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-008
Agreements & Contracts:

UNSUCCESSFUL BIDS,

UNSUCCESSFUL
PROPOSALS or RESPONSES
to RFPs (Request for
Proposals) and/or RFQs
(Request for Qualifications)
that don't result in a contract
2 years 2 years Mag,
Ppr GC §§34090, 60201 et seq.

Finance CW-009
Audits / Audit Reports / Annual
Financial Reports CAFR -
Comprehensive Annual
Financial Reports
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr Copies; GC §§34090.7, 60200
CW-010 Bids: See Agreements &
Contracts
Staffing Dept. CW-011
Department Staff Meetings
(all Records, including
Minutes and Recordings,
Department Awards)
2 years 2 years Mag,
Ppr
GC §§34090 et seq., 60201 et
seq.

CW-012
Boards, Commissions, &
Committees: External
Organizations
(e.g. County Board of
Supervisors)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-records
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 32 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Staffing Dept. CW-013
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL

AGENDAS, AGENDA

PACKETS
Minimum 2
years
Minimum 2
years Mag,
Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
Staffing Dept. CW-014
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag,
OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
Staffing Dept. CW-015
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL
VIDEO RECORDINGS of
Meetings / Audio Tapes
Minimum 3
years
Minimum 3
years Mag,
OD
Department Preference; Video
recording of meetings are only
required for 90 days if audio or
another record is made; GC
§§34090.7, 34090
Staffing Dept. CW-016
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL

MINUTES & BYLAWS
P P
Mag,
Mfr, OD,
Ppr
S No GC §§34090, 60201 et seq.

Finance CW-017 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S/I Yes: After
5 years
Final must be filed with County
Auditor; GC §§34090.7, 60200,
40802, 53901
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 33 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance CW-018
Cash Receipts Detail / Backup
/ Accounts Receivable Detail /
Refund Detail
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §§34090.7, 60200
Lead
(Requesting)
Dept.

CW-019 City Attorney Opinions Minimum 2
years
Minimum 2
years Mag,
Ppr
City preference; GC §§34090,
60201 et seq.

Human
Resources /
Risk
Management
CW-020 Claims
Copies -
When No
Longer
Required
(Final
Disposition)
Copies -
When No
Longer
Required
(Final
Disposition)
Yes: Before
Final
Disposition
Mag,
Mfr, OD,
Ppr
S/I
Yes: After
Final
Disposition
GC §§34090.7, 34090.6
Lead
(Responding)
Dept.

CW-021 Complaints / Concerns from
Citizens
Minimum 2
years
Minimum 2
years Mag,
Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed within 6
months; CCP §340 et seq.,
342, GC §§ 911.2, 34090,
60201 et seq.

Human
Resources CW-022 Complaints Against Employees
Send to
Human
Resources
Send to
Human
Resources
Mag,
Ppr GC §§34090.7, 60200
CW-023 Contracts: See Agreements
Lead Dept. CW-024 Copies or duplicates of any
record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §§34090.7, 60200
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 34 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-025
Correspondence - ROUTINE
(e.g. Administrative, Chronological,
General Files, Letters,
Memorandums, Reading File,
Working Files, etc.)
2 years 2 years Mag,
Ppr GC §§34090, 60201 et seq.

Page 35 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-026
Correspondence -

TRANSITORY /

PRELIMINARY DRAFTS,
Interagency and Intraagency
Memoranda NOT retained in
the ordinary course of business
Content NOT Substantive, or
NOT made or retained for the
purpose of preserving the
informational content for
future reference
(e.g. calendars, checklists, e-mail
or social media posting, flyers,
invitations, instant messaging,
inventories, logs, mailing lists,
meeting room registrations,
speaker cards, staff
videoconference chats, notes and
recordings, supply inventories,
telephone messages, text
messages, transmittal letters,
thank yous, requests from other
cities, undeliverable envelopes,
visitors logs, voice mails,
webpages, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Electronic and paper records
are filed and retained based
upon their CONTENT.

Records, e-mails, electronic
records, or social media
postings where the Content
relates in a substantive way to
the conduct of the public's
business, or that ARE made or
retained for the purpose of
preserving the informational
content for future reference are
saved by printing them out and
placing in a file folder, or
saving them electronically in a
folder outside the e-mail
system; If not mentioned here,
or if in question, consult the
City Attorney to determine if a
record is considered transitory
/ preliminary drafts. GC
§§34090, 60201 et seq., GC
§6252; 64 Ops. Cal. Atty. Gen.
317 (1981)); City of San Jose
v. Superior Court (Smith).

S218066. Supreme Court of
California, 2017
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 36 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CW-027
Deeds, Easements, Final
Orders of Condemnations,
Liens, Recorded Documents,
Rights of Ways (All)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Send all originals to the City
Clerk; GC §§34090.7, 60200
Lead Dept. CW-028
Deposit Accounts / Trust
Accounts / Refundable
Deposits
Close + 5
years
Close + 5
years
Mag,
Ppr
Department preference; meets
auditing standards; GC
§§34090, 60201 et seq.

Lead Dept. CW-029 DMV Pull Notices
2 years After
Superseded or
Separated
2 years After
Superseded
or Separated
Mag Ppr
Transitory or source records
not retained in the ordinary
course of business; CHP
audits every 2 years; Bureau of
National Affairs recommends 2
years for all supplementary
Personnel records; GC
§§34090, 60201 et seq.

Lead Dept. CW-030 Drafts & Notes: Drafts that are
revised (retain final version)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes
are not retained in the "Regular
Course of Business". Consult
the City Attorney to determine
if a record is considered a
draft. GC §§34090, 6252,
6254(a)
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 37 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-031
GIS Database / Data / Layers
(both City-wide and
Specialized)
When No
Longer
Required
When No
Longer
Required
Yes Mag
The Lead Department should
print out historical documents
(or save source data) prior to
replacing the data, if they
require the data or output for
historical purposes;
Department Preference
(Preliminary documents); GC
§§34090, 60201 et seq. et seq.

Lead Dept. CW-032 Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years 2 years Mag,
Ppr GC §§34090, 60201 et seq.

Lead Dept. CW-033
Grants / CDBG / Reimbursable
Claims / FEMA Claims / OES
Claims (SUCCESSFUL
Reports, other records required
to pass the funding agency's
audit, if required)
Applications (successful), grant
agreement, program rules,
regulations & procedures, reports
to grant funding agencies,
correspondence, audit records,
completion records
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Ppr
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
is 3 years from expenditure
report or final payment of
grantee or subgrantee; 2 CFR
200.334; 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a),
29 CFR 97.42; OMB Circular A-
110 & A-133; GC §§34090,
60201 et seq.; GC §8546.7
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 38 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources CW-034 Grievances and Informal
Complaints (Employees)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Ppr
Send all grievances to Human
Resources; All State and
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
§§12946, 12960, 34090
Lead Dept. CW-035
Litigation Files / Lawsuits /
Court Case Files
Send Final Settlement Agreements
to the City Clerk
Final
Resolution + 5
years
Final
Resolution + 5
years
Yes: Until
Settlement
Mag,
Ppr
Department preference; CCP
§§ 337 et seq.; GC §§ 911.2,
34090, 34090.6
Lead Dept. CW-036 Leave Slips / Time Off
Requests
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Preliminary drafts not retained
in the Regular Course of
Business GC §§34090, 60201
et seq.

Page 39 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-037
Material Safety Data Sheet
(MSDS) / Safety Data Sheet
(SDS) Chemical Use Report
Form (or records of the
chemical / substance / agent,
where & when it was used)
While
Chemical In
Use
30 years 30 years
Mag,
Mfr, OD,
Ppr
S Yes - After

QC & OD
Previous MSDS may be
obtained from a service; MSDS
may be destroyed as long as a
record of the chemical /
substance / agent, where &
when it was used is maintained
for 30 years; Applies to
qualified employers; Claims
can be made for 30 years for
toxic substance exposures; 8
CCR 3204(d)(1)(B)(2 and 3),
29 CFR 1910.1020(d)(1)(i), GC
§§34090, 60201 et seq.

City Clerk CW-038 Minutes - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§§34090.7, 60200
City Clerk CW-039 Municipal Code (these are
copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Original
Mag,
Mfr, OD,
Ppr
I No
Return any whole unused
codes to the City Clerk;
Originals maintained by City
Clerk Permanently; GC
§§34090, 60201 et seq.

Lead Dept. CW-040 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be obtained
from the newspaper company;
GC §§34090, 60201 et seq.

Page 40 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Staffing Dept. CW-041
Notices: Public Hearing
Notices and Proofs of
Publications
2 years 2 years Mag,
Ppr
Statute of Limitations on
Municipal Government actions
is 3 - 6 months; GC §§34090,
60201 et seq.

City Clerk CW-042 Ordinances - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§§34090, 60201 et seq.

Human
Resources /
Risk
Management
CW-043 OSHA Inspections or Citations
Send to
Human
Resources
Send to
Human
Resources
Ppr GC §§34090.7, 60200
Human
Resources CW-044 Personnel Files (Department-
level Files)
Do Not Retain
in
Departments
Do Not Retain
in
Departments
Before
Separation
Mag,
Ppr
Ensure records kept in
Department files comply with
City policy (all originals are
sent to Human Resources);
GC §§34090.7, 60200
Lead Dept. CW-045 Personnel Files (Supervisor's
Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Ppr
Notes maintained in a separate
folder to be incorporated into
performance evaluation, or to
document progressive
discipline; GC §§34090 et seq.,
60201 et seq.

Lead Dept. CW-046 Unused Photographs
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts; destroy
unnecessary photographs. GC
§§34090, 6252, 6254(a)
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 41 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-047 Public Relations / Press
Releases 2 years 2 years Mag,
Ppr GC §§34090, 60201 et seq.

Lead Dept. CW-048 Purchase Orders / Requisitions 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department preference; GC
§§34090, 60201 et seq.

Lead Dept.
(Who Ordered
the Appraisal)
CW-049
Real Estate Appraisal Reports:

Property NOT purchased,
Loans not funded, etc.
2 years 2 years Mag,
Ppr
Not accessible to the public;
Statewide Guidelines show 2
years; GC §§34090, 6254(h)
Lead Dept.
(Who Ordered
the Appraisal)
CW-050
Real Estate Appraisal Reports:

Purchased Property, Funded
Loans
2 years Minimum 3
years
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Not accessible to the public
until purchase has been
completed; meets grant
auditing requirements; 2 CFR
200.334; 24 CFR 91.105(h), &
570.502(b); 29 CFR 97.42, GC
§§34090, 60201 et seq.; GC
§8546.7
City Clerk CW-051
Records Destruction Lists /
Certificate of Records
Destruction
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §§34090.7, 60200
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 42 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CW-052
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:

Produced by OUTSIDE
ORGANIZATIONS (League of
California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-053
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:

Produced by YOUR
Department
Minimum 2
years
Minimum 2
years Mag,
Ppr
Statewide guidelines propose
superseded + 2 or 5 years; GC
§§34090, 60201 et seq.

Lead Dept. CW-054
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:

Produced by OTHER
Departments
When
Superseded
When
Superseded Mag,
Ppr Copies; GC §§34090.7, 60200
CW-055 Reference or Working Files:

See Correspondence
Lead Dept. CW-056
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and
Historically significant,
therefore retained
permanently; GC §§34090,
60201 et seq.

Page 43 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-057
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
10 years 10 years Mag,
Ppr
Information is outdated after 10
years; statewide guidelines
propose 2 years; If historically
significant, retain permanently;
GC §§34090, 60201 et seq.

City Clerk CW-058 Resolutions - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§§34090.7, 60200
Lead Dept. CW-059 Special Projects / Subject Files
/ Issue Files
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§§34090, 60201 et seq. et seq.

Lead Dept. CW-060
Surveys / Questionnaires (that
the City issues)
If a summary of the data is
compiled, the survey forms are
considered a draft or transitory
record, and can be destroyed
as drafts (When No Longer
Required)
2 years 2 years Mag,
Ppr GC §§34090, 60201 et seq.

Finance /
Payroll CW-061
Time Cards / Time Sheets
(Finance keeps the originals
with employee signatures)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090.7, 60200 et seq.

Lead Dept. CW-062 Time Off Requests
When No
Longer
Required
When No
Longer
Required
Ppr
Preliminary drafts (the time
card is the final record); GC
§§34090, 60201 et seq.

Page 44 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-063
Training - ALL COURSE

RECORDS
(Attendance Rosters, Outlines
and Materials; includes Ethics,
Harassment Prevention &
Safety Training & Tailgates)
2 years 5 years 7 years
Mag,
Mfr, OD,
Ppr
S Yes: When
Inactive
Department preference; Ethics
Training is 5 years; Statewide
guidelines propose 7 years;
Calif. Labor Division is required
to keep their OSHA records 7
years; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State
Law requires 2 -3 years for
personnel actions; 8 CCR
§3203 et seq., 29 CFR
1627.3(b)(1), LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b), 53237.2(b)
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 45 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ACCOUNTING AND FINANCIAL REPORTING
Finance /
Accounting
& Financial
Reporting
FIN-001 1099's / 1096's 2 years 3 years 5 years Mag, Ppr Department Preference; IRS: 4
years after tax is due or paid
(longer for auditing & contractor
delinquency); Ca. FTB: 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530, GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-002
Accounts Payable / Invoices and
Backup
(Includes Invoices, Travel
Expense Reimbursements,
Warrant Request, etc.)
2 years 5 years 7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
May contain Fire District
independent contractor's
compensation, expense
reimbursement, or District credit
card records; Meets municipal
government auditing standards;
Published articles show 3 - 7
years; GC §§60201(d)(12),
34090
Finance /
Accounting
& Financial
Reporting
FIN-003
Accounts Receivable -
Miscellaneous - Damage to
Public Property, Invoices to
Outside Entities, etc.
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets
auditing standards; GC §34090
et seq.

Finance /
Accounting
& Financial
Reporting
FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-004.1 Audits - Annual Financial
Reports 2 years P P Mag, Ppr Department Preference GC
§34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 46 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Accounting
& Financial
Reporting
FIN-005
Audits - Single Audits, Grant
Audits, IRS Audits,
Transportation Audits, PERS
Audit, etc.
2 years 3 years after
Audit
5 years after
Audit Mag, Ppr
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-006
Bank Statements and Trustee
Statements, Fiscal Agent
Statements, Investment Account
Statements, Bank
Reconciliations, Bank Deposits,
Bank Transmittal Advice
2 years 5 years 7 years Mag, Ppr
Department Preference; meets
auditing standards; GC
§§60201(d)(12), 34090, 26 CFR

31.6001-1
Finance /
Accounting
& Financial
Reporting
FIN-007
Bonds (Revenue) Official
Statements / Transcripts /
Certificates of Participations
(COPs) - Includes Continuing
Disclosure Reports
See Bank Statements for
statement retention.

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

Finance /
Accounting
& Financial
Reporting
FIN-007.1 Budget Appropriation Transfer
Requests 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-008
CalPERS Reports - Annual
Valuation Reports, Actuarial
Valuation Reports
2 years 2 years 7 years Mag, Ppr Department Preference; GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 47 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Accounting
& Financial
Reporting
FIN-009
Cash Receipts / Daily Cash
Summaries / Cashiers Reports /
Cash Reports / Petty Cash
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets
auditing standards; GC §34090
et seq.

Finance /
Accounting
& Financial
Reporting
FIN-010 Checks / Warrants (Cashed) 3 years 4 years 7 years Mag, Mfr, OD, Ppr S Yes: After
QC
May contain Fire District
independent contractor's
compensation, expense
reimbursement, or District credit
card records; Meets municipal
government auditing standards;
Published articles show 3 - 7
years; GC §§ 34090,
60201(d)(12)
Finance /
Accounting
& Financial
Reporting
FIN-011
Collections / Collection Agency
Case Files & Statements /
Delinquent Accounts
7 years 7 years Mag, Ppr
Department preference;
Delinquencies remain on credit
reports for 7 years; GC §34090
et seq.

Finance /
Accounting
& Financial
Reporting
FIN-012
DE-6, DE-7, DE-9, DE-43, W-3, &
DE-166, 941 Forms, IRS 5500
Forms (Employee Benefit Plans),
PERS / FICA & Medicare
Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years 2 years 7 years Mag, Ppr
Department Preference; IRS: 4
yrs after tax is due or paid; Ca.

FTB: 3 years; Articles show 7
years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
Finance /
Accounting
& Financial
Reporting
FIN-013 Deferred Compensation (City
Statements) 2 years 5 years 7 years Mag, Ppr
Produced by Deferred Comp.

Provider; consistent with
proposed statewide guidelines;
published articles for bank
statements show 4 -7 years; GC
§304090, 26 CFR 31.6001.1
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 48 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Accounting
& Financial
Reporting
FIN-014 Escheat (Unclaimed money /
uncashed checks) 5 years 5 years Mag, Ppr
Department preference; All
tangible property held by
government agencies escheats
after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519;
GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-015 FEMA Reimbursement / OES
Reimbursements 1 year 9 years 10 years Mag, Ppr Department Preference; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-016 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr
Department Preference (bond
auditing purposes; IRS
regulations state, "…material
records should generally be kept
for as long as the bonds are
outstanding, plus 3 years after
the final redemption date of the
bonds"); 26 CFR 1.6001-1(e);
GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-018 Journal Entries / Journal
Vouchers 2 years 5 years 7 years Mag, Ppr
Department Preference; meets
auditing standards; GC
§§60201(d)(12), 34090, 26 CFR

31.6001-1
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 49 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Accounting
& Financial
Reporting
FIN-019
Payroll File (By Employee Name)
Includes W-4, other payroll forms
Separation +
2 years 5 years Separation +
7 years Mag, Ppr
Department preference; W-4s
are required four years after the
due date of such tax for the
return period to which the
records relate, or the date such
tax is paid, whichever is the
later. 26 CFR 31-6001-1; GC
§60201(d)(12); GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-020 Payroll Reports - Annual Detail P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference for
SBCERA Buy-backs; GC
§34090
Finance /
Accounting
& Financial
Reporting
FIN-021
Payroll Reports - Periodic
(includes Deduction Registers,
Leave Registers, Time
Transaction Reports, etc.)
2 years 5 years 7 years Mag, Ppr
Department preference for Grant
Auditing Purposes; May contain
independent contractor's
compensation, expense
reimbursement, or District credit
card records; Meets municipal
government auditing standards;
Published articles show 3 - 7
years; GC §60201(d)(12); GC
§34090
Finance /
Accounting
& Financial
Reporting
FIN-022
Reports, Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Revenue & Expenditure
Reports, etc. (MONTHLY OR

PERIODIC)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference (The
Financial System Database is
the original; reports are
considered drafts or copies); GC
§34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 50 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Accounting
& Financial
Reporting
FIN-023
Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Gas Tax,
MOE (Maintenance of Effort)
Report, Street Report, etc.
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-024 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-025
Time Sheets / Time Cards /
Overtime Sheets / Overtime
Cards
2 years 5 years 7 years Mag, Mfr,
OD, Ppr S Yes: After 2
years
Department preference for Grant
Auditing Purposes; Meets
municipal government auditing
standards; Published articles
show 3 - 7 years; GC
§60201(d)(12); GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-025.1 Vehicle Titles (Pink Slips) - All
Vehicles
Sale or
Disposal
Sale or
Disposal Mag, Ppr Department Preference; GC
§34090
Finance /
Accounting
& Financial
Reporting
FIN-026 W-2's 2 years 5 years 7 years Mag, Ppr
Department preference for Grant
Auditing Purposes; Meets
municipal government auditing
standards; Published articles
show 3 - 7 years; GC
§60201(d)(12); GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 51 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Accounting
& Financial
Reporting
FIN-027 W-9s
Vendor
Inactive + 3
years
Minimum 5
years
Vendor
Inactive + 3
years
Minimum 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets IRS auditing standards;
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090

BUDGET MANAGEMENT
Finance /
Budget
Manage.

FIN-028
Budgets - Preliminary, Proposed,
Backup Documents
(The Final Budget is maintained
by the City Clerk)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts; GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 52 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

BUSINESS LICENSE & REVENUE
Finance /
Business
License &
Revenue
FIN-029 Business License & Permit
Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Finance /
Business
License &
Revenue
FIN-030 Business License & Permit
Applications and Changes P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (Used by
Planning for Zoning
Clearances); GC §34090 et seq.

Finance /
Business
License &
Revenue
FIN-031 Business License & Permit
Renewals 5 years 5 years Mag, Ppr
Department preference (meets
municipal government auditing
requirements); GC §34090 et
seq.

SPECIAL DISTRICTS
Finance /
Special
Districts
FIN-032
Assessment Rolls / Lighting and
Landscape Districts / Special
District Assessment Rolls (to Tax
Assessor for Tax Rolls)
5 years 5 years Mag, Ppr
Department preference; Meets
auditing standards; GC §34090
et seq.

Finance /
Special
Districts
FIN-033
Community Parks and
Landscape Citizens’ Oversight
Committee (Landscape
Maintenance Districts / Special
Districts)
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag, OD
Department preference;
Formerly Planned Communities
Citizens' Oversight Committee;
State law only requires for 30
days; GC §54953.5(b)
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 53 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Special
Districts
FIN-034
Community Parks and
Landscape Citizens’ Oversight
Committee (Landscape
Maintenance Districts / Special
Districts)

MINUTES
P P Yes Mag, Mfr,
OD, Ppr S No
Formerly Planned Communities
Citizens' Oversight Committee;
Send originals to the City Clerk;
GC §34090.7
Finance /
Special
Districts
FIN-035
Community Parks and
Landscape Citizens’ Oversight
Committee and Landscape
Maintenance Districts Citizens'
Oversight Committee

AGENDAS & AGENDA
Minimum 2
years
Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference;
Formerly Planned Communities
Citizens' Oversight Committee;
Original Staff Reports are filed in
the project file; GC §34090

TREASURY MANAGEMENT
Finance /
Treasury
Manage.

FIN-036 Bankruptcies - NOT pursued
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Finance /
Treasury
Manage.

FIN-037 Bankruptcies - Where a claim is
filed 10 years 10 years Mag, Ppr
Department Preference
(negative information remains on
credit ratings for 7 years); GC
§34090
Finance /
Treasury
Manage.

FIN-038 Investment Reports & Backup /
Treasury Reports 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 54 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Treasury
Manage.

FIN-039
Investments / Arbitrage /
Certificate of Deposit /
Investment Bonds (Receipts /
Advisor Reports / Trade Tickets /
LAIF (Local Agency Investment
Fund))
5 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference; Meets
auditing standards; Published
articles show disposal + 7 years
for security brokerage slips;
statewide guidelines propose
permanent; FTC Reg's rely on
"self-enforcement";
GC§§ 34090, 43900
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 55 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

FIRE ADMINISTRATION
Human
Resources FR-001 Career File: Equipment
Assignments (Turnouts, etc.)
Shred Upon
Separation
or Transfer
Shred Upon
Separation
or Transfer
Mag,
Ppr
City / District Preference (copies);
GC § 60200
Finance FR-002 Billings - Fire Alarm Permits, Fire
Inspections, Fire Permits
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Finance keeps originals; GC §
§60201 60201
City Clerk FR-003
Fire District Board Agendas, Audio
or Video Recordings, Minutes,
Resolutions, Notices
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
City Clerk keeps originals; GC §
§60201 60201
Fire /
Admin. FR-004 ISO Insurance Ratings 15 years 15 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference (rated
every 10 years); GC §60201
Fire /
Admin. FR-005 Monthly Statistical Reports / Run
Statistics
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Considered a preliminary draft /
copy (the Fire database is the
original); GC §60201 et seq.

City Clerk FR-006 Mutual Aid Agreements, Joint
Power Authorities
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Originals Maintained by City Clerk
or County Clerk of the Board
Permanently; GC §60201.7
Fire /
Admin. FR-007
Programs and Projects (e.g.

Explorer, CPR Program, Fire
Service Day, etc.)
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC §
60201 et seq.

Fire /
Admin. FR-008 Requests for Fire Incident Reports
and Fire Investigation Reports 2 years 2 years Mag,
Ppr GC §60201
Fire /
Admin. FR-009 Ride-A-Long Waivers 2 years 2 years Mag,
Ppr GC §60201
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 56 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /
Admin. FR-010 Standard Operating Procedures /
Policy & Procedure Manual
Superseded
+ 2 years
Superseded
+ 2 years Mag,
Ppr
Statewide guidelines propose
superseded + 2 or 5 years; GC
§60201
Fire /
Admin. FR-011 Subpoenas (Personal Appearance -
Fire Personnel) 2 years 2 years Mag,
Ppr GC §60201
Fire /
Admin. FR-012 Telestaff Database Indefinite Indefinite Yes Mag, Ppr
Data is interrelated; GC §60201 et
seq.

Fire /
Admin. FR-013
Training Course Records / EMS
Continuing Education Training
(Attendance Rosters, Outlines and
Materials)
5 years Indefinite
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Department preference; Ethics
Training is 5 years; Statewide
guidelines propose 7 years; Calif.

Labor Division is required to keep
their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
State Law requires 2 -3 years for
personnel actions; 8 CCR §3203
et seq., 29 CFR 1627.3(b)(1), LC
§6429(c); GC §§12946, 60201,
53235.2(b), 53237.2(b)
Fire /
Admin. FR-014 Training Database / Log (Target
Solutions) Indefinite Indefinite Mag,
Ppr
Data is interrelated; GC §60201 et
seq.

Fire /
Admin. FR-015
Underground Storage Tanks - ALL -
City or Privately owned)
Location, Soil Remediation,
Monitoring Well Records
10 years P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Department Preference (required
for the life of the tank); 23 CCR
2712(b), H&S §25284.2(i); GC
§60201 et. seq.

COMMUNITY AFFAIRS
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 57 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /
Community
Affairs
FR-016 Community Outreach
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
Fire /
Community
Affairs
FR-017 Public Information / Education
(when produced internally)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
Lead Dept. FR-018 Volunteer Applications &
Agreements - Unsuccessful 3 years 3 years Ppr
Consistent with employee
personnel files (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
29 CFR 1602.31 & 1627.3(b)(1), 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960, 60201
Lead Dept. FR-019
Volunteer Applications &
Agreements (includes emergency
contact information) - Successful
Applicants
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Courts treat volunteers as
employees; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946,
12960, 60201; 29 USC 1113
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 58 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /
Community
Affairs
FR-020
Volunteer Historical Lists /
Extractions from Volunteer
Database
Minimum 10
years
Minimum 10
years
Mag,
Ppr
Department Preference; GC
§60201

COMMUNITY RISK
Fire /
Community
Risk
FR-021
Fire Construction Documents
(Submittals, Approved Plans,
Drawings, Applications, Alternate
Means & Methods, and Similar
Documents Necessary for Ongoing
Fire Code Compliance
Not Less
Than 180
days from
the date of
completion
of the
permitted
work
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
CFC §105.4 et seq. , 104.6 et
seq.; H&S §19850
Fire / Fire
Marshal &
Fire
Prevention
FR-022
Fire Inspections - Business
Inspection Files / Occupancy
Inspections (Approvals,
Inspections, Fires, Modification /
Alternative Methods or Materials)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Required for the Life of the
Structure or Activity, or Minimum 5
years CFC §§ 104.6 – 104.6.4
Fire / Fire
Marshal &
Fire
Prevention
FR-023 Fire Inspections - Citations /
Notice of Violations
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes:

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

After QC
& OD
Department Preference; GC §
60201 et seq.

Fire /
Community
Risk
FR-024
Approved Fire Suppression, Fire
Sprinkler, Fire Alarm, Private Fire
Underground, and High-Piled
Combustible Storage Plans.

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

After QC
& OD
Department preference (Building
keeps original); CFC 104.6 et seq.;
GC §§60200, H&S §19850
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 59 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /
Community
Risk
FR-025 Juvenile Fire Setter Program 15 years 15 years Mag, Ppr
Department Preference; GC
§60201 et seq.

Building FR-026 New Construction Plan Review
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Building keeps originals; GC
§§34090.7, 60201
Fire /
Community
Risk
FR-027 Public Information / Education
(when produced internally)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
Fire /
Community
Risk
FR-028 Weed Abatement / Vegetation
Abatement / Brush Clearance
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201

EMERGENCY MANAGEMENT
Fire /
Emergency
Manage.

FR-029 Community & Business Emergency
Response Training
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
Fire /
Emergency
Manage.

FR-030
Emergency Management Programs
(Ready RC, Mitigation,
Preparedness, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 60 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /
Emergency
Manage.

FR-031
Emergency Response & Recovery
/ FEMA / OES Reimbursement
Claims / Strike Team
Reimbursements
10 years 10 years Yes (all)
Mag,
Mfr, OD,
Ppr
S/I No Department Preference; GC
§60201
Fire /
Emergency
Manage.

FR-032 EOC Activations, After Incident
Reports
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S/I No Department Preference; GC
§60201

EMERGENCY RESPONSE / EMERGENCY MEDICAL SERVICES
Fire / EMS FR-033
Controlled Substance Logs,
Inventories / Medic Monthly
Inventory Logs
3 years 3 years Yes Mag,
Ppr
Department Preference -
Controlled substances are
required for 2 years after inventory
or transaction; 21 CFR §1304.04,
1310.04
Fire / EMS FR-034 Emergency Medical PCR
Database Indefinite Indefinite Yes Mag Data is interrelated; GC §60201, 60201 et seq.

Fire / EMS FR-035
EMS Complaints / CQI (Continuous
Quality Improvement) / Quality
Assurance
Final
Disposition
+ 3 years
Final
Disposition
+ 3 years
Mag,
Ppr
Statute of Limitations for health
providers is 3 years; CCP §340.5,
13 CCR 1100.7, UFC §104.3.2,
§104.3.4, GC §60201 et seq.

Fire / EMS FR-036
HIPAA Policies and Procedures
(Health Insurance Portability and
Accountability Act)
Superseded
+ 6 years
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After 1
year
24 CFR 164.530(j)
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 61 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / EMS FR-037 Paramedic Continuing Education
Rosters and Certificates
Separation +
4 years
Separation +
4 years
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Department preference;
Paramedic Continuing Education
is required for 4 years by DPH; 8
CCR §3204(d)(1) et seq., 8 CCR
§3203 et seq., 29 CFR
1627.3(b)(1), LC §6429(c); GC
§§12946, 12960, 60201
Fire / EMS FR-038
Patient Care Reports / PCRs /
Paramedic Release Forms (EMS
transportation) / Consent Form with
Assignment of Benefits: ADULTS
(Includes e-PCR Database /
Electronic Patient Care Report
Database)
7 years 7 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After 1
year
Department Preference; adults
required for 7 years; minors until 1
year after age 18, but not less than
7 years; 10 years is recommended
by AHIMA for "healthcare
providers"; Statute of Limitations
for health providers is 3 years;
CCP §340.5, GC §60201; H&S
§§1797.98(e) 123145; 42 CFR
482.24(b); 9 CCR 9444, 22 CCR
70751(c) & 71551(c); 22 CCR
70751(c), 71551(c), 73543(a),
74731(a), 75055(a), 75343(a),
77143(a), W&I 14124.1; CMS Pub.
100-4, Chapter 1, Section 110.3
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 62 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / EMS FR-039
Patient Care Reports / PCRs /
Paramedic Release Forms (EMS
transportation) / Consent Form with
Assignment of Benefits:

JUVENILES (Includes e-PCR
Database / Electronic Patient Care
Report Database)
Age of
Majority,
Minimum 7
years,
whichever is
longer
Age of
Majority,
Minimum 7
years,
whichever is
longer
Mag,
Mfr, OD,
Ppr
S
Yes:

EMERGENCY RESPONSE / FIRE MARSHAL
Fire /
Emergency
Response /
Fire
Marshal
FR-040 Alarm Installation Waiver Forms:

Smoke and Carbon Monoxide P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; CFC §§
104.6 – 104.6.4; GC §60201 et
seq.

Fire /
Emergency
Response /
Fire
Marshal
FR-041 Fire Incident RMS Database Indefinite Indefinite Yes Mag, Ppr
Data is interrelated; GC §60201 et
seq.

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 63 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-9
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /
Emergency
Response /
Fire
Marshal
FR-042 Fire Investigations - Arson &
Capital Crimes Only P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference (Capital
Crimes have no statute of
limitations); GC §60201 et seq.

Fire /
Emergency
Response /
Fire
Marshal
FR-043 Fire Investigations - OTHER Than
Arson & Capital Crimes
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag,
Ppr
Department preference; GC
§60201 et seq.

Fire /
Emergency
Response /
Fire
Marshal
FR-044
Approved Fire Suppression , Fire
Sprinkler, Fire Alarm, Private Fire
Underground, and High-Piled
Combustible Storage Plans
P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference (Building
keeps original); CFC 104.6 et seq.;
GC §§60200, H&S §19850
Fire /
Emergency
Response /
Fire
Marshal
FR-045 Fireflow Testing (CVWD does
testing)
Life of the
Structure
Life of the
Structure or
Activity
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC
§60201
Fire /
Emergency
Response /
Fire
Marshal
FR-046 Hazardous Waste Manifests /
Certificates of Disposal 5 years P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (City has
"cradle to grave" liability); 40 CFR
262.40, 8 CCR 3204(d)(1)(A), 22
CCR 66262.40
Fire /
Emergency
Response /
Fire
Marshal
FR-047 Response Planning
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Preliminary drafts; GC §60201
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 64 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-10
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /
Emergency
Response /
Fire
Marshal
FR-048
Special Event Permits / Fire Code
Permits / Operating Permits /
Explosives Permits / Fireworks
Permits / Burn Permits (assembly
permits, candle permits, tent
permits, open flame, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes:

Before
Event
Mag,
Ppr
Department preference; GC
§60201 CFC §§ 104.6 – 104.6.4

STATION OPERATIONS / SUPPRESSION
Lead Dept. FR-049 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §60201
Fire / Ops FR-050 Daily Evaluations / Rookie Tests 2 years 2 years Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
GC §60201
Fire / Ops FR-051
Daily Vehicle Inspections / Daily
Equipment Checks / Safety
Equipment Inspections
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Ppr GC §60201
Fire / Ops FR-052
Fire Vehicle, Apparatus, &
Equipment History Files, Ladders,
etc.

Certifications, Maintenance,
Registrations, Safety Certifications,
etc.

Disposal of
Vehicle,
Apparatus,
or
Equipment +
2 years
Disposal of
Vehicle,
Apparatus,
or
Equipment +
2 years
Mag,
Ppr
Department Preference; If a motor
carrier, required for 18 months
after vehicle is sold; CHP requires
life of vehicle; OSHA requires 1
year; 8 CCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c);
CCP §337 et. Seq., GC §60201
Lead Dept. FR-053
Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
3 years 3 years Mag,
Ppr AQMD Rule 1470; GC §60201
Lead Dept. FR-054
Generator Operation Logs &
Inspections - Portable /
Emergency Generators
5 years 5 years Mag,
Ppr
AQMD Rule 1470; Form
400–E–13a instructions; GC
§60201
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 65 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-11
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / Ops FR-055 Pre-plan Sheets When
Superseded
When
Superseded
Yes:

Before
Event
Mag,
Ppr
Preliminary drafts; GC §60201 et
seq.

Fire / Ops FR-056 Station Log Books / Red Books /
Log Books
Minimum 2
years
Minimum 2
years
Yes:

Before
Event
Mag,
Ppr
Department preference; GC
§60201 et seq.

Page 66 ends

RESOLUTION NO. 2022-032- Page 1 of 2
RESOLUTION NO. 202 2-032
A

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO

CUCAMONGA, CALIFORNIA, ADOPTING REVISED RECORDS

RETENTION SCHEDULES, AUTHORIZING DESTRUCTION, AND

RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES
W
HEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Rancho Cucamonga; and W
HEREAS, California Government Code Section 34090 provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and W
HEREAS, the State of California has adopted records retention guidelines for various government records; and
W
HEREAS, the City Co uncil of the City of Rancho Cucamonga has previously adopted records retention schedules, the most recent in 2021.

W, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA DOES FIND AND RESOLVE AS FOLLOWS:

Section 1. The facts set forth in the Recitals, above, are true and correct.

Section 2. All Resolutions previously adopting City records retention schedules, and those schedules, are hereby rescinded and replaced with the Records Retention Schedules adopted herein.

Section 3. The City Counc il hereby adopts the revised City-wide Records Retention Schedules set forth in Exhibit “A”, attached hereto and incorporated herein by this reference, as the City’s Records Retention Schedules. Records identified in the Schedules set forth in Exhibit A that are no longer required by law to be maintained and are no longer needed for any City purpose, are hereby authorized to be destroyed as provided by California Government Code Section 34090 and in accordance with the provisions of the Schedules, upon the request of a Department Head and with the consent in writing of the Department Director, Deputy City Manager, City Clerk Services Director, City Manager and City Attorney, without further action by the City Council of the City of Rancho Cucamonga.

Section 4. The term “records” as used herein shall include records, documents, instructions, books, microforms, electronic files, magnetic tape, optical media, instruments, writings, and/or papers, regardless of media, as defined by the California Public Recor ds Act, and as those terms are used in Government Code Section 34090, et seq.

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

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

ATTACHMENT 2

Page 67 ends

RESOLUTION NO. 2022-032- Page 2 of 2

PASSED, APPROVED, and ADOPTED this 2nd day of March 2022.

___________________________________
L. Dennis Michael, Mayor
ATTEST:

_________________________________
Janice C. Reynolds, City Clerk

STATE OF CALIFORNIA )

COUNTY OF SAN BERNARDINO ) ss

CITY OF RANCHO CUCAMONGA )

I, Janice C. Reynolds, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the City Council of the City of Rancho Cucamonga, at a Regular Meeting of said Council held on the 2nd day of March 2022.

AYES:

NOES:

ABSENT:

ABSTAINED:

Executed this 3rd day of March 2022, at Rancho Cucamonga, California.

______________________________________
Janice C. Reynolds, City Clerk
APPROVED AS TO FORM:

Nicholas R. Ghirelli, City Attorney
Richards, Watson & Gershon

Page 68 ends

Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

EXHIBIT A

Page 69 ends

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

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

For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Page 70 ends

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Page 71 ends

Rancho Cucamonga City CouncilMarch 2, 2022

Rancho Cucamonga City Council
March 2, 2022