Agenda packet — Rancho Cucamonga City Council, April 19, 2023 (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
Ashley Stickler
CITY OF RANCHO CUCAMONGA
REGULAR MEETING AGENDA
April 19, 2023
10500 Civic Center Drive
Rancho Cucamonga, CA 91730
FIRE PROTECTION DISTRICT BOARD – CITY COUNCIL
HOUSING SUCCESSOR AGENCY SUCCESSOR AGENCY – PUBLIC
FINANCE AUTHORITY
CLOSED SESSION TAPIA CONFERENCE 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 at 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 https://www.cityofrc.us/yourgovernment/citycouncilagendas or by contacting the City Clerk's Office at 9097742023. Live Broadcast available on Channel 3 (RCTV3).

Any documents distributed to a majority of the City Council regarding any item on this agenda after distribution of the agenda packet will be made available in the City Clerk Services Department during normal business hours at City Hall located at 10500 Civic Center Drive, Rancho Cucamonga, CA 91730. In addition, such documents will be posted on the City’s website at https://www.cityofrc.us/yourgovernment/citycouncilagendas .

CLOSED SESSION – 4:30 P.M.

TAPIA CONFERENCE ROOM
ROLL CALL: Mayor Michael
Mayor Pro Tem Kennedy
Council Members Hutchison, Scott and Stickler
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 NEGOTIATORS JENIFER PHILLIPS, DEPUTY DIRECTOR OF HUMAN RESOURCES; ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR; AND NOAH DANIELS, FINANCE DIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274 AND FIRE MANAGEMENT EMPLOYEES GROUP. (CITY/FIRE)
D2. CONFERENCE WITH LEGAL COUNSEL – PENDING LITIGATION PURSUANT TO PARAGRAPH (1) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9; NAME OF CASE: CITY OF RANCHO CUCAMONGA V. THM ENTERPRISES, LLC, SBSC CASE NO.: CIVSB2115208. (CITY) D3. CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION: SIGNIFICANT EXPOSURE TO LITIGATION PURSUANT TO PARAGRAPH (2) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9: 1 CASE. THE CITY HAS RECEIVED A LETTER FROM RESIDENTS OF THE WEAVER LANE ESTATES DEVELOPMENT (TRACT 20042) THREATENING LITIGATION AS A RESULT OF ACCESS DESIGN AND INCOMPLETE IMPROVEMENTS WITHIN THE DEVELOPMENT. THE LETTER IS AVAILABLE FOR INSPECTION IN THE CITY CLERK’S OFFICE. (CITY)
D4. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY IDENTIFIED AS PARCEL NUMBERS 1089593010000 COMMONLY KNOWN AS ADDRESS 7150 ETIWANDA, RANCHO CUCAMONGA, CA 91730; NEGOTIATING PARTIES MATT BURRIS, DEPUTY CITY MANAGER ECONOMIC AND COMMUNITY DEVELOPMENT, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND JIM BANKS REPRESENTING ETIWANDA HISTORIC SOCIETY, REGARDING PRICE AND TERMS. (CITY) D5. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY IDENTIFIED AS PARCEL NUMBERS 0227121560000 COMMONLY KNOWN AS ADDRESS 7089 ETIWANDA AVENUE, RANCHO CUCAMONGA, CA 91730; NEGOTIATING PARTIES MATT BURRIS, DEPUTY CITY MANAGER ECONOMIC AND COMMUNITY DEVELOPMENT, REPRESENTING THE CITY OF RANCHO CUCAMONGA, RAYMOND WOLFE, EXECUTIVE DIRECTOR, REPRESENTING SAN BERNARDINO COUNTY TRANSPORTATION AUTHORITY (SBCTA), REGARDING PRICE AND TERMS. (CITY)
D6. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR THE SALE OF PROPERTY GENERALLY LOCATED AT THE NORTH WEST CORNER OF HAVEN AVENUE AND CIVIC CENTER DRIVE IDENTIFIED AS PARCEL NUMBER 020833140; AND 020833147; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER AND MATT BURRIS, DEPUTY CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA; AND CHRIS HYUN, JRC REAL ESTATE INVESTMENT CORP REGARDING PRICE AND TERMS OF PAYMENT. (CITY)
D7. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8408 ROCHESTER AVENUE, RANCHO CUCAMONGA, CA 91730 (RANCHO CUCAMONGA EPICENTER STADIUM); AGENCY NEGOTIATORS: JOHN GILLISON AND ELISA COX, REPRESENTING THE CITY OF RANCHO CUCAMONGA; NEGOTIATING PARTY: RANCHO BASEBALL LLC; REGARDING PRICE AND TERMS OF PAYMENT. (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 Stickler
A. AMENDMENTS TO THE AGENDA
B. ANNOUNCEMENT / PRESENTATIONS
B1. Presentation of Certificates of Recognition to Los Osos Girls Basketball Team for Winning the California Interscholastic Federation (CIF) State Division 3 Girls Basketball Championship.

B2. Presentation of Certificates of Recognition to Chaffey College Women’s Soccer Team for Competing in the California Community College Athletic Association (CCCAA) State Final Championships.

B3. Presentation of a Certificate of Recognition to the Dairy Council of California for their Support in Nutrition Education at the 2023 Teen Summit.

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 of Meeting Minutes for Regular Meetings of April 5, 2023.

D2. Consideration to Approve City and Fire District BiWeekly Payroll in the Total Amount of $2,023,883.88 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $2,659,641.94 Dated March 28, 2023, Through April 09, 2023. (CITY/FIRE)
D3. Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $56,536.83 Dated March 28, 2023, Through April 09, 2023. (CITY/FIRE)
D4. Consideration to Receive and File Current Investment Schedules as of March 31, 2023 for the City of Rancho Cucamonga and the Rancho Cucamonga Fire Protection District. (CITY/FIRE) D5. Consideration of the Purchase of the FirstIn Alerting System for Fire Station 178 from Westnet, Inc. as a Single Source Vendor in the Amount of $165,580. (FIRE) D6. Consideration of a Professional Services Agreement with MDG Associates, Inc. for Administration, and Monitoring Services for the Community Development Block Grant Program (CDBG) in the Amount of $183,000.00. (CITY)
D7. Consideration of a Contract with Gentry Brother’s, Inc., in the Amount of $1,069,056 Plus a 10% Contingency in the Amount of $106,905, for the Hermosa Avenue Street Widening and Hermosa Avenue Pavement Rehabilitation Project and Authorization of an Appropriation in an Amount of $430,000 from the Infrastructure Fund (Fund 198). This Project is Exempt from the Requirements of the California Environmental Quality Act (CEQA) per Government Code Section 15301 – Existing Facilities. (CITY)
D8. Consideration of Amendment No. 2 to the Professional Services Agreement (Contract CO 2021033) with Crisp Imaging for Records Backfile Conversion, Scanning, and Quality Control Services and Increase to the Contract Amount Not to Exceed $275,000. (CITY) D9. Consideration to Accept the CDBG Concrete Rehabilitation Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D10. Consideration to Accept the Traffic Signal Battery Backup Systems Replacement FY 2122 Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY)
D11. Consideration to Accept as Complete, File a Notice of Completion, Authorize Release of Retention and Bonds for the Traffic Signal Modification at Base Line Road and Spruce Avenue Project, and Reappropriate Remaining Funds. (CITY)
D12. Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction and Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2023004) (RESOLUTION NO. 2023037) (CITY/FIRE)
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 of the City of Rancho Cucamonga to Consider a Resolution Amending Electric Rates, Pursuant to the Requirements and Authority of Chapter 3.46 of Title 3 of the Rancho Cucamonga Municipal Code and Introduce and Conduct First Reading of Ordinance No. 1018 to be Read by Title Only and Waive Further Reading, Amending Chapter 3.46.130 Concerning Municipal Utility Rates and Optional Rates. (RESOLUTION NO. 2023038) (ORDINANCE NO. 1018) (CITY) G2. Public Hearing for the Approval of the Draft 20232024 Action Plan for the Community Development Block Grant (CDBG) Program. (CITY)
H. CITY MANAGER'S STAFF REPORT(S)
H1. Quarterly Development Update – First Quarter 2023. (CITY) I. COUNCIL BUSINESS
I1. COUNCIL ANNOUNCEMENTS
(Comments to be limited to three minutes per Council Member.) I2. 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 create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive by building on our foundation and success as a world class community.”

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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 Chaffey College Women’s Soccer Team for Competing in the California Community College Athletic Association (CCCAA) State Final Championships.

B3. Presentation of a Certificate of Recognition to the Dairy Council of California for their Support in Nutrition Education at the 2023 Teen Summit.

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.

D. CONSENT CALENDAR
D1. Consideration of Meeting Minutes for Regular Meetings of April 5, 2023.

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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 Chaffey College Women’s Soccer Team for Competing in the California Community College Athletic Association (CCCAA) State Final Championships.

B3. Presentation of a Certificate of Recognition to the Dairy Council of California for their Support in Nutrition Education at the 2023 Teen Summit.

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.

D. CONSENT CALENDAR
D1. Consideration of Meeting Minutes for Regular Meetings of April 5, 2023.

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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 Chaffey College Women’s Soccer Team for Competing in the California Community College Athletic Association (CCCAA) State Final Championships.

B3. Presentation of a Certificate of Recognition to the Dairy Council of California for their Support in Nutrition Education at the 2023 Teen Summit.

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.

D. CONSENT CALENDAR
D1. Consideration of Meeting Minutes for Regular Meetings of April 5, 2023.

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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 Chaffey College Women’s Soccer Team for Competing in the California Community College Athletic Association (CCCAA) State Final Championships.

B3. Presentation of a Certificate of Recognition to the Dairy Council of California for their Support in Nutrition Education at the 2023 Teen Summit.

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.

D. CONSENT CALENDAR
D1. Consideration of Meeting Minutes for Regular Meetings of April 5, 2023.

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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 Chaffey College Women’s Soccer Team for Competing in the California Community College Athletic Association (CCCAA) State Final Championships.

B3. Presentation of a Certificate of Recognition to the Dairy Council of California for their Support in Nutrition Education at the 2023 Teen Summit.

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.

D. CONSENT CALENDAR
D1. Consideration of Meeting Minutes for Regular Meetings of April 5, 2023.

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CITY OF RANCHO CUCAMONGA

FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY, SUCCESSOR AGENCY,

PUBLIC FINANCE AUTHORITY AND CITY COUNCIL REGULAR MEETINGS MINUTES The City Council of the City of Rancho Cucamonga held a closed session on Wednesday, April 5, 2023, in the Tapia Conference Room at the Civic Center, 10500 Civic Center Drive, Rancho Cucamonga, California. Mayor Michael called the meeting to order at 5:00 p.m.

Present were Council Members: Ryan Hutchison, Kristine Scott, Ashley Stickler, Mayor Pro Tem Lynne Kennedy and Mayor L. Dennis Michael.

Also present were: John Gillison, City Manager; Elisa Cox, Assistant City Manager; Nicholas Ghirelli, City Attorney; Matt Burris, Deputy City Manager/Economic and Community Development and Julie Sowles, Deputy City Manager/Civic and Cultural Services.

A. ANNOUNCEMENT OF CLOSED SESSION ITEM(S)
B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)
No public communications were made.

C. CITY MANAGER ANNOUNCEMENTS
None.

D. CONDUCT OF CLOSED SESSION
D1. CONFERENCE WITH LABOR NEGOTIATORS JENIFER PHILLIPS, DEPUTY DIRECTOR OF HUMAN RESOURCES; ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR; AND NOAH DANIELS, FINANCE DIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274 AND FIRE MANAGEMENT EMPLOYEES GROUP. (CITY/FIRE)
D2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8408 ROCHESTER AVENUE, RANCHO CUCAMONGA, CA 91730 (RANCHO CUCAMONGA EPICENTER STADIUM); AGENCY NEGOTIATORS: JOHN GILLISON AND ELISA COX, REPRESENTING THE CITY OF RANCHO CUCAMONGA; NEGOTIATING PARTY: RANCHO BASEBALL LLC ; REGARDING PRICE AND TERMS OF PAYMENT. (CITY)
D3. CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION: ANTICIPATED LITIGATION:

SIGNIFICANT EXPOSURE TO LITIGATION PURSUANT TO PARAGRAPH (2) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9: (1 CASE). ON JANUARY 24, 2023, THE CITY ENGINEER DETERMINED THAT TENTATIVE TRACT MAP NO. 16072 EXPIRED WITHOUT SATISFYING ALL REQUIRED CONDITIONS. THIS TRANSACTIONAL OCCURRENCE MIGHT RESULT IN LITIGATION AGAINST THE CITY. THE CITY HAS ALSO RECEIVED A LETTER FROM THE SUBDIVIDER’S ATTORNEY THREATENING LITIGATION AS A RESULT OF THE CITY ENGINEER’S DETERMINATION. THE LETTER IS AVAILABLE FOR INSPECTION IN THE CITY CLERK’S OFFICE. (CITY)
D4. CONFERENCE WITH LEGAL COUNSEL – PENDING LITIGATION PURSUANT TO PARAGRAPH (1) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9; NAME OF CASE: CITY OF RANCHO CUCAMONGA V. THM ENTERPRISES, LLC, SBSC CASE NO.: CIVSB2115208. (CITY)

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April 5, 2023 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 2 of 5
D5. CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION: SIGNIFICANT EXPOSURE TO LITIGATION PURSUANT TO PARAGRAPH (2) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9: 1 CASE. THE CITY HAS RECEIVED A LETTER FROM RESIDENTS OF THE WEAVER LANE ESTATES DEVELOPMENT (TRACT 20042) THREATENING LITIGATION AS A

RESULT OF ACCESS DESIGN AND INCOMPLETE IMPROVEMENTS WITHIN THE DEVELOPMENT. THE LETTER IS AVAILABLE FOR INSPECTION IN THE CITY CLERK’S OFFICE. (CITY)
E. RECESS
The closed session recessed at 6:56 p.m.

REGULAR MEETING – 7:00 p.m.

CALL TO ORDER – COUNCIL CHAMBERS
The Regular meetings of the Rancho Cucamonga Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority, and the City of Rancho Cucamonga City Council were held on April 5, 2023, in the Council Chambers at City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. Mayor Michael called the meeting to order at 7:00 p.m.

Present were Council Members: Ryan Hutchison, Kristine Scott, Ashley Stickler, Mayor Pro Tem Lynne Kennedy and Mayor L. Dennis Michael.

Also present were: John Gillison, City Manager; Nicholas Ghirelli, City Attorney; and Linda A. Troyan, MMC, City Clerk Services Director.

Mayor Pro Tem Kennedy led the Pledge of Allegiance.

A. AMENDMENTS TO THE AGENDA
None.

B. ANNOUNCEMENTS/PRESENTATIONS
B1. Presentation of a Certificate of Sympathy in Memory of Etiwanda School Board Member, David W. Long.

Mayor Michael and Members of the City Council presented a Certificate of Sympathy in Memory of Etiwanda School Board Member, David W. Long to his daughter Desiree Clark and Etiwanda School District Superintendent Charlayne Sprague in attendance. Mayor Michael announced that at the conclusion of the City Council meeting, there will be a moment of silence and adjournment in memory of David W. Long.

B2. Presentation of a Proclamation to San Bernardino County Children’s Network Declaring the Month of April 2023 as Child Abuse Prevention Month.

Mayor Michael and Members of the City Council recognized the month of April 2023 as Child Abuse Prevention Month and presented a Proclamation to Wendy Alvarez in attendance from San Bernardino County Children’s Network.

B3. Presentation of a Proclamation to OneLegacy Declaring the Month of April 2023 as Donate Life Month.

Mayor Michael and Members of the City Council recognized the month of April 2023 as Donate Life Month and presented a Proclamation to Regina Armstrong, Ambassador from OneLegacy.

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Alex Farias, resident from Weaver Lane Community, noted that he submitted a letter to the City regarding Weaver Lane on March 20, 2023 and asked for the city’s support to reconfirm the approved plans for the Weaver Lane Community in terms of private gated resident access and to hold the developer’s bond as they have not completed the approved plans. He believes residents were defrauded by all parties involved; and noted a revised letter was sent to the city’s law firm supporting their position.

John Machado, Rancho Cucamonga Public Art Committee Member, thanked the City and City Council for their support with the Arts in Rancho Cucamonga.

D. CONSENT CALENDAR
Council Member Scott announced that she will need to abstain on item D3, due to a potential conflict of interest as her employer is Southern California Gas Company.

D1. Consideration of Meeting Minutes for Special Meetings of January 30, 2023, March 15, 2023 and Regular Meetings of March15, 2023.

D2. Consideration to Approve City and Fire District BiWeekly Payroll in the Total Amount of $3,882,462.99 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $10,332,866.27 Dated March 06, 2023, Through March 26, 2023, and City and Fire District Electronic Debit Registers for the Month of February in the Total Amount of $2,489,755.00. (CITY/FIRE)
D3. Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $2,923.71 Dated March 06, 2023, Through March 26, 2023. (CITY/FIRE)
D4. Consideration to Appropriate Grant and Sponsorship Funds from Inland Empire Health Plan and Dairy Council of California for Healthy RC Programs and Initiatives. (CITY) D5. Consideration of Amendment No. 02 to Professional Services Agreement (Contract No. CO18 122) with Moffatt & Nichol in the Amount of $608,300 (Including a 10% Contingency) for Additional Design Services for the Etiwanda Avenue Grade Separation Project, and an Appropriation of $2,300,000 from the Infrastructure Fund (Fund 198) to Cover this Amendment and Additional Design Services. (CITY) D6. Consideration of a Contract with Gentry General Engineering, Inc. for Emergency Trail Repairs at Multiple Trail Locations Due to Rainstorm Damage in the Amount of $105,770. (CITY) D7. Consideration of a Grant of Easement Between Southern California Edison and the City of Rancho Cucamonga for the Purposes of Constructing and Maintaining Electric Distribution Facilities Within City RightofWay at the Central Park Dog Park Located at the Northeast Corner of Base Line Road and Spruce Avenue (APN 107659102). (CITY)
D8. Consideration to Order the Annexation to Landscape Maintenance District 1 and Release of Real Property Improvement Contract and Lien Agreement, Document No. 92317285 Related to Case No.

DRC202200065, Located on the West Side of Sycamore Court and South of Wilson Avenue, 5770 Sycamore Court, APN: 020118234. This Item is Exempt from the California Environmental Quality Act (CEQA) as a Class 3 Exemption under CEQA Section 15303 – New Construction or Conversion of Small Structures. (RESOLUTION NO. 2023032) (RESOLUTION NO. 2023033) (CITY)

D9. Consideration of a Resolution Authorizing the City to Enter into Settlement Agreements with CVS, Allergan, Teva, Walmart, and Walgreens, Agree to the Terms of the Related State Subdivision Agreements, and Authorizing Entry into the Related StateSubdivision Agreements with the Attorney General. (RESOLUTION NO. 2023034) (CITY)

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April 5, 2023 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 4 of 5
D10. Consideration to Order the Annexation to Landscape Maintenance District No. 1 (General City) Related to Case No. DRC202000082, Located at 8120 Orchard Street. This item is Exempt from the California Environmental Quality Act (CEQA) and the City’s CEQA Guidelines under CEQA Section 15301 – Existing Facilities. (RESOLUTION NO. 2023035) (CITY) D11. Consideration of a Resolution Supporting Cal Cities in its Opposition to Ballot Measure – “The Taxpayer Protection and Government Accountability Act” (Initiative AG # 210042A1). (RESOLUTION NO. 2023036) (CITY)
MOTION: Moved by Council Member Hutchison, seconded by Council Member Stickler, to approve Consent Calendar Items D1 through D11, with Council Member Scott abstaining on item D3, due to her employment with Southern California Gas Company. Motion carried 5-0.

E. CONSENT CALENDAR ORDINANCE(S) SECOND READING/ADOPTION E1. Consideration of Second Reading and Adoption of the Following:

ORDINANCE NO. 1017

AN ORDINANCE OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, APPROVING MUNICIPAL CODE AMENDMENT DRC202300050 TO AMEND ARTICLES III, IV, V, VIII AND IX OF TITLE 17 OF THE

MUNICIPAL CODE, A SUPPLEMENTAL UPDATE TO THE DEVELOPMENT CODE, AND ADOPTING AN ADDENDUM TO THE CERTIFIED ENVIRONMENTAL IMPACT REPORT (SCH NO. 2021050261) FOR

THE GENERAL PLAN UPDATE AND CLIMATE ACTION PLAN, AND MAKING FINDINGS IN SUPPORT

THEREOF
MOTION: Moved by Mayor Pro Tem Kennedy and seconded by Council Member Scott, to waive full reading and adopt Ordinance No. 1017 by title only.

Linda Troyan, MMC, City Clerk Services Director, read the title of Ordinance No. 1017.

VOTES NOW CAST ON MOTION: Moved by Mayor Pro Tem Kennedy and seconded by Council Member Scott, to waive full reading and adopt Ordinance No. 1017 by title only. Motion carried, 5-0.

F. ADMINISTRATIVE HEARING ITEM(S)
F1. Summary Of Review Of Results Of Annual Independent Audit Concerning The Fiscal Year 2021/22 Expenditures In Landscape Maintenance Districts #1 General City, #2 Victoria, #4R Terra Vista, #6R Caryn Community, And #7 North Etiwanda, Street Lighting District #2 Residential, and Park and Recreation Improvement District #85. (CITY)
City Manager Gillison introduced the item and April McAllaster, Community Parks and Landscape Citizens' Oversight Committee Chair, who provided a verbal report for item F1.

Mayor Michael opened the Administrative Hearing.

There were no public communications.

Mayor Michael closed the Administrative Hearing.

Mayor Michael thanked Community Parks and Landscape Citizens' Oversight Committee Chair McAllaster for her service to the community.

The report was received and filed.

G. ADVERTISED PUBLIC HEARINGS ITEM(S) CITY/FIRE DISTRICT None.

Page 10 ends

*DRAFT*
April 5, 2023 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 5 of 5
H. CITY MANAGERS STAFF REPORT(S)
H1. Consideration to Approve the Creative Placemaking and Public Art Strategic Plan. (CITY) City Manager Gillison introduced Katie Bailey, Management Analyst II and Morgan Chavez, Management Aide, who provided the staff report along a PowerPoint presentation.

Mayor Michael and Members of the City Council shared their support for the plan and thanked staff and the Public Art Committee for engaging with the community and developing a comprehensive Public Art Strategic Plan that aligns with the City’s mission statement to continuously ensure and advance the quality of life for the community through inclusive decision making.

MOTION: Moved by Council Member Scott, seconded by Council Member Stickler, to approve the Creative Placemaking and Public Art Strategic Plan. Motion carried 5-0.

I. COUNCIL BUSINESS
I1. COUNCIL ANNOUNCEMENTS
None.

I2.INTERAGENCY UPDATES
None.

J. CITY ATTORNEY ITEMS
City Attorney Ghirelli noted that there was no reportable action taken during Closed Session held earlier that evening. He reported all five (5) Council Members were in attendance for Closed Session and Council Member Stickler recused herself during the discussion of item D5 due to a real property interest within the subject tract. City Attorney Ghirelli stated he received a letter regarding Weaver Lane Estates as stated by a speaker during public comment and that he will work with staff on an appropriate response.

K. IDENTIFICATION OF ITEMS FOR NEXT MEETING
None.

L. ADJOURNMENT
Mayor Michael adjourned the Council Meeting in memory of Etiwanda School Board Member, David W. Long at 7:43 p.m.
__________________________________
Linda A. Troyan, MMC
City Clerk Services Director
Approved:

Page 11 ends

DATE:April 19, 2023
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 $2,023,883.88 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $2,659,641.94 Dated March 28, 2023, Through April 09, 2023. (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 $1,257,612.11 and $766,271.77 for the City and the Fire District, respectively. Weekly check register amounts are $2,461,681.50 and $197,960.44 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 12 ends

Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Excluding So Calif Gas Company.

AND

CITY OF RANCHO CUCAMONGA
3/28/2023 through 4/9/2023
Check No.

Check Date
Vendor Name
City Fire Amount
***
AP
00015689
03/29/2023

ASSI SECURITY
8,014.00 450.00 8,464.00
***
AP
00015690
03/29/2023

EMCOR SERVICES
35,045.50 3,847.83 38,893.33
AP
00015691
03/29/2023

ENVISIONWARE INC
13,796.80 0.00 13,796.80
AP
00015692
03/29/2023

FACILISERV INC
6,338.86 0.00 6,338.86
AP
00015693
03/29/2023

GENERATOR SERVICES CO INC
340.00 0.00 340.00
AP
00015694
03/29/2023

HERC RENTALS INC
4,232.13 0.00 4,232.13
AP
00015695
03/29/2023

MIDWEST TAPE LLC
2,809.67 0.00 2,809.67
AP
00015696
03/29/2023

PRIVATE BRAND MFG
1,747.82 0.00 1,747.82
AP
00015697
03/29/2023
RE ASTORIA 2 LLC
62,395.48 0.00 62,395.48
AP
00015698
03/29/2023

RICHARDS WATSON & GERSHON
10,155.60 0.00 10,155.60
AP
00015699
03/29/2023

YUNEX LLC
24,227.75 0.00 24,227.75
AP
00015705
04/05/2023

ALL CITY MANAGEMENT SERVICES INC
16,822.03 0.00 16,822.03
AP
00015706
04/05/2023

AMAZON WEB SERVICES INC
3,532.89 0.00 3,532.89
AP
00015707
04/05/2023

CALIF GOVERNMENT VEBA / RANCHO CUCAMONGA
26,400.08 0.00 26,400.08
AP
00015708
04/05/2023

DELTA DENTAL INSURANCE COMPANY
2,919.46 0.00 2,919.46
AP
00015709
04/05/2023

DELTA DENTAL OF CALIFORNIA
41,876.51 0.00 41,876.51
AP
00015710
04/05/2023

ECONOLITE CONTROL PRODUCTS INC
3,642.00 0.00 3,642.00
AP
00015711
04/05/2023

FEHR & PEERS
23,712.76 0.00 23,712.76
***
AP
00015712
04/05/2023

GOLDEN STATE RISK MANAGEMENT AUTHORITY
108,559.00 1,393.00 109,952.00
AP
00015713
04/05/2023

HAMPTON LIVING
432.00 0.00 432.00
AP
00015714
04/05/2023

ILAND INTERNET SOLUTIONS
1,200.23 0.00 1,200.23
AP
00015715
04/05/2023

INTERWEST CONSULTING GROUP INC
15,258.14 0.00 15,258.14
AP
00015716
04/05/2023

MIDWEST TAPE LLC
810.55 0.00 810.55
AP
00015717
04/05/2023
RCCEA
1,500.00 0.00 1,500.00
AP
00015718
04/05/2023
RCPFA
12,771.48 0.00 12,771.48
***
AP
00015719
04/05/2023

RICHARDS WATSON & GERSHON
55,272.01 1,333.60 56,605.61
AP
00015720
04/05/2023

US DEPARTMENT OF ENERGY
796.86 0.00 796.86
AP
00015721
04/05/2023

YUNEX LLC
45,636.44 0.00 45,636.44
AP
00431107
03/29/2023

ABC LOCKSMITHS INC

0.00 842.38 842.38
AP
00431108
03/29/2023

ABLE BUILDING MAINTENANCE
4,324.00 0.00 4,324.00
AP
00431109
03/29/2023

ALL WELDING
495.00 0.00 495.00
AP
00431110
03/29/2023

AMERON POLE PRODUCTS LLC
2,728.58 0.00 2,728.58
AP
00431111
03/29/2023

AROCHO, ALMA
603.00 0.00 603.00
AP
00431112
03/29/2023

AUERBACH POLLOCK FRIEDLANDER
4,500.00 0.00 4,500.00
AP
00431113
03/29/2023

AUFBAU CORPORATION

0.00 32,800.00 32,800.00
AP
00431114
03/29/2023

BARTZ, ROGER
120.10 0.00 120.10
AP
00431115
03/29/2023

BAST, KAROLYN
336.00 0.00 336.00
AP
00431116
03/29/2023

BAUER, ANDREA

36.92 0.00 36.92
AP
00431117
03/29/2023

BEMBI, ATUL

46.37 0.00 46.37
AP
00431118
03/29/2023

BERN MARIE'S PROMOTIONAL PRODUCTS
443.65 0.00 443.65
AP
00431119
03/29/2023

BEST OUTDOOR POWER INLAND LLC
1,137.39 0.00 1,137.39
AP
00431120
03/29/2023

BIG EVENTS INC
1,000.00 0.00 1,000.00
AP
00431121
03/29/2023

BMP SOLUTIONS
1,077.50 0.00 1,077.50
AP
00431122
03/29/2023

BRIGHTVIEW LANDSCAPE SERVICES INC
17,318.00 0.00 17,318.00
AP
00431123
03/29/2023

BRODART CO
21,139.25 0.00 21,139.25
***
AP
00431126
03/29/2023

C V W D
21,340.46 910.29 22,250.75
AP
00431127
03/29/2023
CalPERS LONG-TERM CARE PROGRAM
221.35 0.00 221.35
07:13:10
04/10/2023
Current Date:

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Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Excluding So Calif Gas Company.

AND

CITY OF RANCHO CUCAMONGA
3/28/2023 through 4/9/2023
Check No.

Check Date
Vendor Name
City Fire Amount
AP
00431128
03/29/2023

CARQUEST AUTO PARTS
139.81 0.00 139.81
AP
00431129
03/29/2023

CCS ORANGE COUNTY JANITORIAL INC
622.05 0.00 622.05
***
AP
00431130
03/29/2023

CHAMPION FIRE SYSTEMS INC
20,120.72 1,925.00 22,045.72
AP
00431131
03/29/2023

CINTAS CORPORATION
905.96 0.00 905.96
AP
00431132
03/29/2023

CITRUS MOTORS ONTARIO INC
854.83 0.00 854.83
AP
00431133
03/29/2023
COLLINS + COLLINS LLP
3,337.40 0.00 3,337.40
AP
00431134
03/29/2023

CONCEPT POWDER COATING
179.00 0.00 179.00
AP
00431135
03/29/2023

CONSOLIDATED ELECTRICAL DISTR INC
846.43 0.00 846.43
AP
00431136
03/29/2023

COUNSELING TEAM INTERNATIONAL, THE
220.00 0.00 220.00
AP
00431137
03/29/2023

COVETRUS NORTH AMERICA

64.11 0.00 64.11
AP
00431138
03/29/2023

CTC TECHNOLOGY & ENERGY
5,532.24 0.00 5,532.24
AP
00431139
03/29/2023

CUEVA CONSTRUCTION
3,500.00 0.00 3,500.00
AP
00431140
03/29/2023

DAISYECO INC
430.83 0.00 430.83
AP
00431141
03/29/2023

DANIELS, NOAH
219.00 0.00 219.00
AP
00431142
03/29/2023

DEMCO INC
102.42 0.00 102.42
AP
00431143
03/29/2023

DLR GROUP INC
15,717.50 0.00 15,717.50
AP
00431144
03/29/2023

DUNN-EDWARDS CORPORATION
274.15 0.00 274.15
AP
00431145
03/29/2023

ELMORE, PATRICIA
1,206.00 0.00 1,206.00
AP
00431146
03/29/2023

EMERGENCY MEDICAL SERVICES AUTHORITY

0.00 1,337.00 1,337.00
***
AP
00431147
03/29/2023

ENKO SYSTEMS INC
74,580.00 8,500.00 83,080.00
AP
00431148
03/29/2023

EWING IRRIGATION PRODUCTS INC
2,928.33 0.00 2,928.33
AP
00431149
03/29/2023

EXPERIAN

52.00 0.00 52.00
AP
00431150
03/29/2023

FAMILY SERVICE ASSOCIATION
5,215.51 0.00 5,215.51
AP
00431151
03/29/2023

FASTENAL COMPANY
128.55 0.00 128.55
AP
00431152
03/29/2023

FIALLOS, WILSON
2,208.00 0.00 2,208.00
AP
00431153
03/29/2023

FOOTHILL FAMILY SHELTER
3,750.00 0.00 3,750.00
AP
00431154
03/29/2023

FOOTHILL FAMILY SHELTER
3,750.00 0.00 3,750.00
AP
00431155
03/29/2023

FUEL SERV
2,106.05 0.00 2,106.05
AP
00431156
03/29/2023

G/M BUSINESS INTERIORS

49.52 0.00 49.52
AP
00431157
03/29/2023

GBS LINENS
667.21 0.00 667.21
AP
00431158
03/29/2023

GENTRY BROTHERS INC
49,818.95 0.00 49,818.95
AP
00431159
03/29/2023

GENUINE GENERAL CONTRACTOR
29,950.00 0.00 29,950.00
AP
00431160
03/29/2023

GLOBAL SOLUTIONS GROUP INC
18,822.50 0.00 18,822.50
AP
00431161
03/29/2023

GOLDEN OAKS VET HOSPITAL
600.00 0.00 600.00
***
AP
00431162
03/29/2023

GRAINGER
-153.08 544.11 391.03
***
AP
00431163
03/29/2023

GRAYBAR ELECTRIC COMPANY INC
731.91 424.82 1,156.73
AP
00431164
03/29/2023

HANLON, JENNY
170.00 0.00 170.00
AP
00431165
03/29/2023

HCI ENVIRONMENTAL & ENGINEERING SVC
2,500.00 0.00 2,500.00
AP
00431166
03/29/2023

HERITAGE WELLNESS COLLECTIVE
575.00 0.00 575.00
AP
00431167
03/29/2023

HERNANDEZ, DANIEL
295.71 0.00 295.71
AP
00431168
03/29/2023

HI-WAY SAFETY INC
254.99 0.00 254.99
AP
00431169
03/29/2023

HILL'S PET NUTRITION SALES INC
1,074.44 0.00 1,074.44
AP
00431170
03/29/2023

HOLLIDAY ROCK CO INC
370.66 0.00 370.66
AP
00431171
03/29/2023

HOSE-MAN INC
289.83 0.00 289.83
AP
00431172
03/29/2023

HOUSE OF RUTH INC
1,859.66 0.00 1,859.66
AP
00431173
03/29/2023

HOUSE OF RUTH INC
2,693.57 0.00 2,693.57
AP
00431174
03/29/2023

HR GREEN PACIFIC INC
27,733.50 0.00 27,733.50
07:13:10
04/10/2023
Current Date:

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Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Excluding So Calif Gas Company.

AND

CITY OF RANCHO CUCAMONGA
3/28/2023 through 4/9/2023
Check No.

Check Date
Vendor Name
City Fire Amount
AP
00431176
03/29/2023

IMPACT SOUTHERN CALIFORNIA
3,617.33 0.00 3,617.33
AP
00431177
03/29/2023

INLAND FAIR HOUSING & MEDIATION BOARD
8,208.14 0.00 8,208.14
AP
00431178
03/29/2023

INLAND OVERHEAD DOOR COMPANY

0.00 693.00 693.00
AP
00431179
03/29/2023

INLAND PRESORT & MAILING SERVICES
617.62 0.00 617.62
AP
00431180
03/29/2023

INLAND VALLEY COUNCIL OF CHURCHES
1,805.51 0.00 1,805.51
AP
00431181
03/29/2023

INSTITUTE FOR LOCAL GOVERNMENT
1,875.00 0.00 1,875.00
AP
00431182
03/29/2023

INYO NETWORKS INC
11,119.50 0.00 11,119.50
AP
00431183
03/29/2023

JRC HOUSING
13,396.00 0.00 13,396.00
AP
00431184
03/29/2023

KIMLEY-HORN & ASSOCIATES INC
10,565.00 0.00 10,565.00
AP
00431185
03/29/2023

KME FIRE APPARATUS

0.00 615.65 615.65
AP
00431186
03/29/2023

LAWDIS, STEVE

92.49 0.00 92.49
AP
00431187
03/29/2023

LEAGUE OF CALIFORNIA CITIES
37,603.00 0.00 37,603.00
AP
00431188
03/29/2023

LIFE-ASSIST INC

0.00 458.21 458.21
AP
00431189
03/29/2023

LITTLE BEAR PRODUCTIONS
4,875.00 0.00 4,875.00
AP
00431190
03/29/2023

LN CURTIS & SONS

0.00 1,519.55 1,519.55
***
AP
00431192
03/29/2023

LOWES COMPANIES INC
8,796.81 1,755.50 10,552.31
AP
00431193
03/29/2023

LU'S LIGHTHOUSE INC
148.78 0.00 148.78
AP
00431194
03/29/2023

MARCO EQUIPMENT CO
3,432.45 0.00 3,432.45
AP
00431195
03/29/2023

MARIPOSA LANDSCAPES INC
1,830.22 0.00 1,830.22
AP
00431196
03/29/2023

MCFADDEN-DALE HARDWARE
309.69 0.00 309.69
AP
00431197
03/29/2023

MEDINA, GERARDO
170.00 0.00 170.00
AP
00431198
03/29/2023

MERRIMAC PETROLEUM INC

0.00 32,269.61 32,269.61
AP
00431199
03/29/2023

MINUTEMAN PRESS
2,813.14 0.00 2,813.14
***
AP
00431200
03/29/2023

MRC SMART TECHNOLOGY SOLUTIONS
7,301.34 294.51 7,595.85
AP
00431201
03/29/2023

NAPA AUTO PARTS

0.00 1,099.84 1,099.84
AP
00431202
03/29/2023

NATIONAL CORE

17.53 0.00 17.53
AP
00431203
03/29/2023

NEW HOME COMPANY, THE
672.99 0.00 672.99
AP
00431204
03/29/2023

NEXT DAY ACCESS
931.83 0.00 931.83
AP
00431205
03/29/2023

NORTHTOWN HOUSING DEVELOPMENT CORP
2,587.40 0.00 2,587.40
AP
00431206
03/29/2023

ODP BUSINESS SOLUTIONS LLC
3,529.20 0.00 3,529.20
AP
00431207
03/29/2023

ONTARIO VETERINARY HOSPITAL
200.00 0.00 200.00
AP
00431208
03/29/2023

ONWARD ENGINEERING
7,425.00 0.00 7,425.00
AP
00431209
03/29/2023

PACIFIC MH CONSTRUCTION INC
1,500.00 0.00 1,500.00
AP
00431210
03/29/2023

PARTS AUTHORITY LLC, THE
1,198.51 0.00 1,198.51
AP
00431211
03/29/2023

PAYMENTUS CORPORATION
844.65 0.00 844.65
AP
00431212
03/29/2023

PSA PRINT GROUP

43.10 0.00 43.10
AP
00431213
03/29/2023

QUADIENT INC
1,638.94 0.00 1,638.94
AP
00431214
03/29/2023

SAN BERNARDINO COUNTY
15,498.30 0.00 15,498.30
AP
00431215
03/29/2023

SDI PRESENCE LLC
16,835.00 0.00 16,835.00
AP
00431216
03/29/2023

SHAHANI, MARIE
250.00 0.00 250.00
AP
00431217
03/29/2023

SHEAKLEY PENSION ADMINISTRATION
421.15 0.00 421.15
AP
00431218
03/29/2023

SHEAKLEY PENSION ADMINISTRATION

0.00 197.85 197.85
AP
00431219
03/29/2023

SHOETERIA INC
1,554.63 0.00 1,554.63
AP
00431220
03/29/2023

SITEONE LANDSCAPE SUPPLY LLC
366.17 0.00 366.17
AP
00431221
03/29/2023

SMITTY'S DIESEL
1,352.36 0.00 1,352.36
***
AP
00431222
03/29/2023

SOCAL GAS
42,920.92 4,854.08 47,775.00
AP
00431223
03/29/2023

SOCAL GAS
2,231.86 0.00 2,231.86
07:13:10
04/10/2023
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
3/28/2023 through 4/9/2023
Check No.

Check Date
Vendor Name
City Fire Amount
AP
00431224
03/29/2023

SOCAL GAS
6,529.97 0.00 6,529.97
***
AP
00431227
03/29/2023

SOUTHERN CALIFORNIA EDISON
22,001.18 1,199.21 23,200.39
AP
00431228
03/29/2023

SOUTHERN CALIFORNIA EDISON
2,354.97 0.00 2,354.97
AP
00431229
03/29/2023

ST MARGARET MARY SCHOOL
744.00 0.00 744.00
AP
00431230
03/29/2023

STANDARD INSURANCE COMPANY
13,110.63 0.00 13,110.63
***
AP
00431231
03/29/2023

STANLEY PEST CONTROL
2,150.00 810.00 2,960.00
AP
00431232
03/29/2023

TINKER GLASS CONTRACTORS INC
3,800.00 0.00 3,800.00
AP
00431233
03/29/2023

TIREHUB LLC
2,330.42 0.00 2,330.42
AP
00431234
03/29/2023

TOMCO CNG INC
7,298.45 0.00 7,298.45
AP
00431235
03/29/2023

TRIPOINTE HOMES
103.65 0.00 103.65
AP
00431236
03/29/2023
U.S. BANK PARS ACCT #6746022500
10,735.45 0.00 10,735.45
AP
00431237
03/29/2023
U.S. BANK PARS ACCT #6746022500
1,017.93 0.00 1,017.93
AP
00431238
03/29/2023
U.S. BANK PARS ACCT #6745033700
6,605.00 0.00 6,605.00
AP
00431239
03/29/2023

UBALDO, JORDI
170.00 0.00 170.00
AP
00431240
03/29/2023
UPS
495.96 0.00 495.96
AP
00431241
03/29/2023

US POSTAL SERVICE
290.00 0.00 290.00
AP
00431243
03/29/2023

VAN DAELE HOMES CORPORATION
205.99 0.00 205.99
AP
00431244
03/29/2023

VELOCITY TRUCK CENTERS
361.62 0.00 361.62
AP
00431245
03/29/2023

VERTICAL SUPPLY GROUP

0.00 7,024.18 7,024.18
AP
00431246
03/29/2023

VICTOR MEDICAL COMPANY
1,234.60 0.00 1,234.60
AP
00431247
03/29/2023

VULCAN MATERIALS COMPANY
601.14 0.00 601.14
***
AP
00431248
03/29/2023

WALTERS WHOLESALE ELECTRIC CO
1,878.34 468.29 2,346.63
***
AP
00431249
03/29/2023

WAXIE SANITARY SUPPLY
795.63 202.06 997.69
AP
00431250
03/29/2023

WEST COAST TANNING
134.10 0.00 134.10
AP
00431251
03/29/2023

WHITE CAP LP
236.31 0.00 236.31
AP
00431252
03/29/2023

WILBUR-ELLIS COMPANY
4,978.97 0.00 4,978.97
AP
00431253
03/29/2023

WILBUR-ELLIS COMPANY
10,843.96 0.00 10,843.96
AP
00431254
03/29/2023

WILSON & BELL AUTO SERVICE
145.00 0.00 145.00
AP
00431255
03/29/2023

WILSON, STEPHONNE

34.21 0.00 34.21
AP
00431256
03/29/2023

WOODROW, HEDY

78.05 0.00 78.05
AP
00431257
03/29/2023

WU, PEI-JUNG
132.06 0.00 132.06
AP
00431258
03/30/2023

VALVERDE STAGE PRODUCTIONS INC
45,000.00 0.00 45,000.00
AP
00431259
04/05/2023

ABLE BUILDING MAINTENANCE
6,960.00 0.00 6,960.00
AP
00431260
04/05/2023

ADVANCED CHEMICAL TRANSPORT INC
1,930.00 0.00 1,930.00
AP
00431261
04/05/2023

AFLAC GROUP INSURANCE

24.58 0.00 24.58
AP
00431262
04/05/2023

ALLSTAR FIRE EQUIPMENT INC

0.00 1,018.24 1,018.24
AP
00431263
04/05/2023

ALTA LAGUNA MOBILE HOME PARK - CA LLC
400.00 0.00 400.00
AP
00431264
04/05/2023

ALTA RANCHO PET & BIRD HOSPITAL
200.00 0.00 200.00
AP
00431265
04/05/2023

ALTA VISTA MOBILE HOME PARK
292.58 0.00 292.58
AP
00431266
04/05/2023

ALVAREZ, MARIA ELENA
702.00 0.00 702.00
AP
00431267
04/05/2023

AMERON POLE PRODUCTS LLC
55,658.17 0.00 55,658.17
AP
00431268
04/05/2023

AROCHO, ALMA
316.80 0.00 316.80
AP
00431269
04/05/2023

ARROW TRAILER SUPPLIES INC

75.37 0.00 75.37
AP
00431270
04/05/2023

AUFBAU CORPORATION
31,821.40 0.00 31,821.40
AP
00431271
04/05/2023

AUTO & RV SPECIALISTS INC

12.01 0.00 12.01
AP
00431272
04/05/2023

BABCOCK LABORATORIES INC
192.26 0.00 192.26
AP
00431273
04/05/2023

BAKER & TAYLOR LLC
111.94 0.00 111.94
07:13:10
04/10/2023
Current Date:

VLOPEZ - Veronica Lopez
Page:
4 Time:

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Page 16 ends

Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Excluding So Calif Gas Company.

AND

CITY OF RANCHO CUCAMONGA
3/28/2023 through 4/9/2023
Check No.

Check Date
Vendor Name
City Fire Amount
AP
00431274
04/05/2023

BAST, KAROLYN
399.00 0.00 399.00
AP
00431275
04/05/2023

BOOT BARN INC
556.68 0.00 556.68
AP
00431276
04/05/2023

BRIGHTVIEW LANDSCAPE SERVICES INC
5,981.20 0.00 5,981.20
AP
00431277
04/05/2023

C V W D
153.68 0.00 153.68
***
AP
00431278
04/05/2023

C V W D
244.42 570.29 814.71
***
AP
00431285
04/05/2023

C V W D
36,422.18 341.84 36,764.02
***
AP
00431286
04/05/2023

CALIFORNIA DEPARTMENT OF TECHNOLOGY
214,283.04 68,746.91 283,029.95
AP
00431287
04/05/2023

CALIFORNIA UNDERGROUND FAC SAFE EXCAVATION

42.92 0.00 42.92
AP
00431288
04/05/2023

CALIFORNIA, STATE OF
150.00 0.00 150.00
AP
00431289
04/05/2023

CALIFORNIA, STATE OF

50.00 0.00 50.00
AP
00431290
04/05/2023

CALIFORNIA, STATE OF

32.26 0.00 32.26
AP
00431291
04/05/2023

CALIFORNIA, STATE OF
342.73 0.00 342.73
AP
00431292
04/05/2023

CAMPOS, FRANCISCO

18.62 0.00 18.62
AP
00431293
04/05/2023

CARAVANTES, JUAN

76.72 0.00 76.72
AP
00431294
04/05/2023

CARTY, DIANE
360.00 0.00 360.00
AP
00431295
04/05/2023

CASA VOLANTE MOBILE HOME PARK
600.00 0.00 600.00
AP
00431296
04/05/2023

CASTONIA, JOHN
6,416.00 0.00 6,416.00
AP
00431297
04/05/2023

CCS ORANGE COUNTY JANITORIAL INC
74,565.17 0.00 74,565.17
AP
00431298
04/05/2023

CERVANTES, CYLINA

0.00 4,426.89 4,426.89
AP
00431299
04/05/2023

CHAPARRAL HEIGHTS MOBILE HOME PARK
300.00 0.00 300.00
***
AP
00431300
04/05/2023

CHARGEPOINT INC
6,592.50 2,197.50 8,790.00
***
AP
00431301
04/05/2023

CHARTER COMMUNICATIONS
4,600.19 6,468.58 11,068.77
AP
00431302
04/05/2023

CINTAS CORPORATION
2,649.35 0.00 2,649.35
AP
00431303
04/05/2023

CITRUS MOTORS ONTARIO INC

38.96 0.00 38.96
AP
00431304
04/05/2023

CLARK, KAREN
672.00 0.00 672.00
AP
00431305
04/05/2023

CREATIVE BRAIN LEARNING LLC

56.00 0.00 56.00
AP
00431306
04/05/2023

CREATIVE TALENT PARTNERS
3,200.00 0.00 3,200.00
AP
00431307
04/05/2023

CRIME SCENE STERI-CLEAN LLC
540.00 0.00 540.00
AP
00431308
04/05/2023

D & K CONCRETE COMPANY
913.72 0.00 913.72
AP
00431309
04/05/2023

DADDONA, GEORGE A
500.00 0.00 500.00
AP
00431310
04/05/2023

DAISYECO INC
170.17 0.00 170.17
AP
00431311
04/05/2023

DENG, QINGFENG
258.00 0.00 258.00
AP
00431312
04/05/2023

DLR GROUP INC
97,552.50 0.00 97,552.50
AP
00431313
04/05/2023

DOLLARHIDE, GINGER
528.00 0.00 528.00
AP
00431314
04/05/2023

EAGLE ROAD SERVICE & TIRE
634.45 0.00 634.45
AP
00431315
04/05/2023

EWING IRRIGATION PRODUCTS INC
1,159.34 0.00 1,159.34
AP
00431316
04/05/2023

FARNED, MIRIAM

20.00 0.00 20.00
AP
00431317
04/05/2023
FERGUSON ENTERPRISES LLC #1350
134.03 0.00 134.03
AP
00431318
04/05/2023

FIALLOS, WILSON
2,205.00 0.00 2,205.00
AP
00431319
04/05/2023

FRANKLIN TRUCK PARTS INC

0.00 487.72 487.72
***
AP
00431320
04/05/2023

FRONTIER COMM
2,505.62 449.55 2,955.17
AP
00431321
04/05/2023

FUEL SERV

0.00 632.76 632.76
AP
00431322
04/05/2023

GENTRY GENERAL ENGINEERING INC
9,192.59 0.00 9,192.59
AP
00431323
04/05/2023

GIORDANO, MARIANNA
105.00 0.00 105.00
AP
00431324
04/05/2023

GOSSAGE, MARK
234.00 0.00 234.00
AP
00431325
04/05/2023

GRAINGER

0.00 2,247.51 2,247.51
AP
00431326
04/05/2023

GRAYBAR ELECTRIC COMPANY INC

0.00 31.71 31.71
07:13:10
04/10/2023
Current Date:

VLOPEZ - Veronica Lopez
Page:
5 Time:

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Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Excluding So Calif Gas Company.

AND

CITY OF RANCHO CUCAMONGA
3/28/2023 through 4/9/2023
Check No.

Check Date
Vendor Name
City Fire Amount
AP
00431327
04/05/2023

GROVES ON FOOTHILL, THE
200.00 0.00 200.00
AP
00431328
04/05/2023

GUTIERREZ, SERENA
375.00 0.00 375.00
AP
00431329
04/05/2023

HAULAWAY STORAGE CONTAINERS INC
119.84 0.00 119.84
AP
00431330
04/05/2023

HILL'S PET NUTRITION SALES INC
307.73 0.00 307.73
AP
00431331
04/05/2023

HODNICK, CHRISTOPHER
100.80 0.00 100.80
AP
00431332
04/05/2023

HOLLIDAY ROCK CO INC
2,666.82 0.00 2,666.82
AP
00431333
04/05/2023

HOMETOWN AMERICA - RAMONA VILLA MHP
300.00 0.00 300.00
AP
00431334
04/05/2023

HOSE-MAN INC
508.95 0.00 508.95
AP
00431335
04/05/2023

HP COMMUNICATIONS INC
8,356.00 0.00 8,356.00
AP
00431336
04/05/2023

HR GREEN PACIFIC INC
13,953.50 0.00 13,953.50
AP
00431337
04/05/2023

ICE CREATIVE ENTERTAINMENT LLC
13,950.00 0.00 13,950.00
AP
00431338
04/05/2023

IDEXX DISTRIBUTION INC
596.13 0.00 596.13
AP
00431339
04/05/2023

INLAND VALLEY DANCE ACADEMY
456.00 0.00 456.00
AP
00431340
04/05/2023

INNERLINE ENGINEERING INC
1,180.00 0.00 1,180.00
AP
00431341
04/05/2023

INTERSTATE ALL BATTERY CENTER
185.93 0.00 185.93
AP
00431342
04/05/2023

INTERVET INC
484.88 0.00 484.88
AP
00431343
04/05/2023

IPERMIT
320.22 0.00 320.22
AP
00431344
04/05/2023

ITERIS INC
375.00 0.00 375.00
AP
00431345
04/05/2023

JOHNNY ALLEN TENNIS ACADEMY
1,733.40 0.00 1,733.40
AP
00431346
04/05/2023

KAISER FOUNDATION HEALTH PLAN INC
264,063.37 0.00 264,063.37
AP
00431347
04/05/2023

KIMLEY-HORN & ASSOCIATES INC
16,875.00 0.00 16,875.00
AP
00431348
04/05/2023

LA ROCQUE BETTER ROOFS INC
573.69 0.00 573.69
***
AP
00431349
04/05/2023

LIEBERT CASSIDY WHITMORE
1,292.00 418.00 1,710.00
AP
00431350
04/05/2023

LITTLE BEAR PRODUCTIONS
6,325.00 0.00 6,325.00
AP
00431351
04/05/2023

LOPEZ, ERICK
500.00 0.00 500.00
AP
00431352
04/05/2023

MATTHEW BENDER & CO INC

70.12 0.00 70.12
AP
00431353
04/05/2023

MOISA, DANIEL A
360.00 0.00 360.00
AP
00431354
04/05/2023

MOORE, GLEN
100.00 0.00 100.00
AP
00431355
04/05/2023

MUSIC LAND
500.50 0.00 500.50
AP
00431356
04/05/2023

MWI ANIMAL HEALTH
735.59 0.00 735.59
AP
00431357
04/05/2023

NATIONAL UTILITY LOCATORS LLC
5,810.00 0.00 5,810.00
AP
00431358
04/05/2023

NEW MEXICO CHILD SUPPORT
196.91 0.00 196.91
AP
00431359
04/05/2023

ODP BUSINESS SOLUTIONS LLC
896.78 0.00 896.78
AP
00431360
04/05/2023

ONTARIO VETERINARY HOSPITAL
200.00 0.00 200.00
AP
00431361
04/05/2023

OTT, SHARON
735.00 0.00 735.00
AP
00431362
04/05/2023

PACIFIC MH CONSTRUCTION INC
13,500.00 0.00 13,500.00
AP
00431363
04/05/2023

PRE-PAID LEGAL SERVICES INC

53.36 0.00 53.36
AP
00431364
04/05/2023

PRISTINE UNIFORMS LLC

0.00 174.54 174.54
AP
00431365
04/05/2023

PSA PRINT GROUP

57.73 0.00 57.73
AP
00431366
04/05/2023

QUALITY CODE PUBLISHING
11,687.60 0.00 11,687.60
AP
00431367
04/05/2023

R AND DE AUTOMOTIVE INC
14,607.25 0.00 14,607.25
AP
00431368
04/05/2023

RENNE PUBLIC LAW GROUP
9,500.00 0.00 9,500.00
AP
00431369
04/05/2023

RIOS, MAIRA
370.00 0.00 370.00
AP
00431370
04/05/2023

ROAD SOUP OF CALIFORNIA LLC
2,192.52 0.00 2,192.52
AP
00431371
04/05/2023

SALANDANAN, CHRISTINA

48.27 0.00 48.27
AP
00431372
04/05/2023

SAN BERNARDINO COUNTY SHERIFFS DEPT
1,409.13 0.00 1,409.13
AP
00431373
04/05/2023
SBPEA
2,492.69 0.00 2,492.69
07:13:10
04/10/2023
Current Date:

VLOPEZ - Veronica Lopez
Page:
6 Time:

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Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
Excluding So Calif Gas Company.

AND

CITY OF RANCHO CUCAMONGA
3/28/2023 through 4/9/2023
Check No.

Check Date
Vendor Name
City Fire Amount
AP
00431374
04/05/2023

SITEONE LANDSCAPE SUPPLY LLC
3,238.71 0.00 3,238.71
AP
00431375
04/05/2023

SOFTWARE HOUSE INTERNATIONAL INC
40,050.00 0.00 40,050.00
AP
00431376
04/05/2023
SOLAR 360 BUILDING SERVICES INC
170.59 0.00 170.59
***
AP
00431378
04/05/2023

SOUTHERN CALIFORNIA EDISON
23,553.01 86.27 23,639.28
AP
00431379
04/05/2023

STABILIZER SOLUTIONS INC
1,348.84 0.00 1,348.84
AP
00431380
04/05/2023

STADIUM PLAZA NORTH LLC
166.65 0.00 166.65
AP
00431381
04/05/2023

STANDARD INSURANCE COMPANY
2,856.68 0.00 2,856.68
AP
00431382
04/05/2023

STOMP COMPANY LP, THE
56,626.33 0.00 56,626.33
AP
00431383
04/05/2023

SUNRISE FORD
6,325.87 0.00 6,325.87
AP
00431384
04/05/2023

SYCAMORE VILLA MOBILE HOME PARK
300.00 0.00 300.00
AP
00431385
04/05/2023

TIREHUB LLC
495.72 0.00 495.72
AP
00431386
04/05/2023

TYUS, IDA
515.40 0.00 515.40
AP
00431387
04/05/2023

U S GREEN BUILDING COUNCIL
750.00 0.00 750.00
AP
00431388
04/05/2023

UNDERGROUND SVC ALERT OF SO CAL
169.25 0.00 169.25
AP
00431389
04/05/2023

UNITED SITE SERVICES OF CA INC
305.29 0.00 305.29
AP
00431390
04/05/2023
UPS

32.19 0.00 32.19
AP
00431391
04/05/2023

VALLEY POWER SYSTEMS INC

0.00 1,671.68 1,671.68
AP
00431392
04/05/2023

VCA CENTRAL ANIMAL HOSPITAL
414.87 0.00 414.87
AP
00431393
04/05/2023

VELOCITY TRUCK CENTERS

0.00 220.88 220.88
AP
00431394
04/05/2023

VICTOR MEDICAL COMPANY
519.41 0.00 519.41
AP
00431395
04/05/2023

VICTORIA ANIMAL HOSPITAL
400.00 0.00 400.00
AP
00431396
04/05/2023

VORTEX INDUSTRIES LLC
9,151.00 0.00 9,151.00
AP
00431397
04/05/2023

WALTERS WHOLESALE ELECTRIC CO
214.68 0.00 214.68
AP
00431398
04/05/2023

WAXIE SANITARY SUPPLY
6,123.35 0.00 6,123.35
AP
00431399
04/05/2023

WEST COAST ARBORISTS INC
39,727.45 0.00 39,727.45
AP
00431400
04/05/2023

WEST COAST ARBORISTS INC
1,678.35 0.00 1,678.35
AP
00431401
04/05/2023

WEST COAST ARBORISTS INC
16,943.20 0.00 16,943.20
AP
00431402
04/05/2023

WEST COAST ARBORISTS INC
3,677.75 0.00 3,677.75
AP
00431403
04/05/2023

WEST COAST ARBORISTS INC
3,904.95 0.00 3,904.95
AP
00431404
04/05/2023

WEST COAST ARBORISTS INC
4,858.45 0.00 4,858.45
AP
00431405
04/05/2023

WILSON & BELL AUTO SERVICE
197.50 0.00 197.50
AP
00431406
04/05/2023

YERO, ART

87.12 0.00 87.12
$2,461,681.50
$2,659,641.94
$197,960.44
Note:

Grand Total:

Total Fire:

Total City:
*** Check Number includes both City and Fire District expenditures 07:13:10
04/10/2023
Current Date:

VLOPEZ - Veronica Lopez
Page:
7 Time:

CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User:

Report:

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DATE:April 19, 2023
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 Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $56,536.83 Dated March 28, 2023, Through April 09, 2023. (CITY/FIRE)
RECOMMENDATION:

Staff recommends City Council/Board of Directors of the Fire Protection District approve payment of demands as presented. Weekly check register amounts are $51,682.75 and $4,854.08 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 20 ends

Agenda Check Register

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT
So Calif Gas Company Only.

AND

CITY OF RANCHO CUCAMONGA
3/28/2023 through 4/9/2023
Check No.

Check Date
Vendor Name
City Fire Amount
***
AP
00431222
03/29/2023

SOCAL GAS
42,920.92 4,854.08 47,775.00
AP
00431223
03/29/2023

SOCAL GAS
2,231.86 0.00 2,231.86
AP
00431224
03/29/2023

SOCAL GAS
6,529.97 0.00 6,529.97
$51,682.75
$56,536.83
$4,854.08
Note:

Grand Total:

Total Fire:

Total City:
*** Check Number includes both City and Fire District expenditures 07:28:02
04/10/2023
Current Date:

VLOPEZ - Veronica Lopez
Page:
1 Time:

CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User:

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Page 21 ends

DATE:April 19, 2023
TO:Mayor and Members of the City Council
President and Members of the Board of Directors
FROM:John R. Gillison, City Manager
INITIATED BY: Elisa Cox, Assistant City Manager/Administrative Services Director Tamara L. Oatman, Finance Director
Jason A. Shields, Management Analyst II

SUBJECT: Consideration to Receive and File Current Investment Schedules as of March 31, 2023 for the City of Rancho Cucamonga and the Rancho Cucamonga Fire Protection District. (CITY/FIRE)
RECOMMENDATION:

Staff recommends that the City Council/Board of Directors of the Fire Protection District receive and file the attached current investment schedules for the City of Rancho Cucamonga (City) and the Rancho Cucamonga Fire Protection District (District) as of March 31, 2023.

BACKGROUND:

The attached investment schedules as of March 31, 2023 reflect cash and investments managed by the Finance Department/Revenue Management Division and are in conformity with the requirements of California Government Code Section 53601 and the City of Rancho Cucamonga’s and the Rancho Cucamonga Fire Protection District’s adopted Investment Policies as approved on June 16, 2022.

ANALYSIS:

The City’s and District’s Treasurers are each required to submit a quarterly investment report to the City Council and the Fire Board, respectively, in accordance with California Government Code Section 53646. The quarterly investment report is required to be submitted within 30 days following the end of the quarter covered by the report. However, the City and District Treasurers have each elected to provide this report on a monthly basis.

FISCAL IMPACT:

None.

COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

The monthly investment schedule supports the City Council’s core value of providing and nurturing a high quality of life for all by demonstrating the active, prudent fiscal management of the City’s investment portfolio to ensure that financial resources are available to support the various services the city provides to all Rancho Cucamonga stakeholders.

ATTACHMENTS:

Attachment 1 - Investment Schedule (City)
Attachment 2 - Investment Schedule (Fire)

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City of Rancho Cucamonga
Summary of Cash and Investments with Fiscal Agents
For the Month Ended
3/31/2023
Trustee and/or
Paying Agent
Purchase Maturity Cost
Bond Issue/Description Account Name Trust Account # Fund Investment Date Date* Yield Value CFD 2003-01 Improvement Area 1 (2013) Wells Fargo Reserve Fund Agency Project
46571801
46571807
46571808
46571800
46571806
46571805
865 Money Market Fund
614 Money Market Fund
615 Money Market Fund
864 Money Market Fund
614 Money Market Fund
864 Money Market Fund
9/1/2013
9/1/2013
9/1/2013
9/1/2013
9/1/2013
9/1/2013
N/A
N/A
N/A
N/A
N/A
N/A

0.01%

0.01%
$
$
$
$
$
$
$
1,421,355.73
79,286.70
195,480.63
510.57
Cultural Center Fund
Bond Fund
Developer Project
Special Tax
99,951.94
20,125.58
1,816,711.15
CFD 2003-01 Improvement Area 2 (2013)
CFD No 2004-01 Rancho Etiwanda Series
Wells Fargo
Wells Fargo
Bond Fund 46659800
46659801
46659805
866 Money Market Fund
867 Money Market Fund
866 Money Market Fund
12/1/2013
12/1/2013
12/1/2013
N/A
N/A
N/A

0.01%

0.01%
$
$
$
$

79.91 132,880.91
1,889.75
Reserve Fund
Special Tax Fund
134,850.57
Admin Expense Fund
Bond Fund
48436802
48436800
48436801
48436807
48436809
Money Market Fund
820 Money Market Fund
821 Money Market Fund
820 Money Market Fund
617 Money Market Fund
N/A
N/A
N/A
N/A
N/A

0.01%

0.01%
$ -
935.89
Reserve Fund
Special Tax Fund
Project Fund
1,191,015.85
16,993.34
45,833.58
1,254,778.66$
$2014 Rancho Summit Wells Fargo Cost of Issuance Fund
Bond Fund
48709906
48709900
48709901
48709907
48709908
48709903
48709904
Money Market Fund
858 Money Market Fund
859 Money Market Fund
858 Money Market Fund
Money Market Fund
N/A
N/A
N/A
N/A
N/A
N/A
N/A
-
180.92
Reserve Fund 260,275.01
Sepcial Tax Fund
Rebate Fund
3,707.84
-
Redemption Fund
Prepayment Fund
Money Market Fund -
-Money Market Fund
$
$
264,163.77
2019 Lease Revenue Bonds Wells Fargo Bond Fund 82631600 82631601
82631602
82631605
82631606
82631607
711 Money Market Fund
711 Money Market Fund
711 Money Market Fund
711 Money Market Fund
711 Money Market Fund
711 Money Market Fund
2/28/2019
2/28/2019
2/28/2019
2/28/2019
2/28/2019
2/28/2019
N/A
N/A
N/A
N/A
N/A
N/A
-
-
-
-
-
-
-
Interest
Principal
Acquisition and Construciton - Series A
Acquisition and Construciton - Series B
Cost of Issuance
$
$CFD No. 2000-01 South Etiwanda Union Bank Rancho Cucamonga 2015 CFD2000-1 AGY Special Tax Fund
6712140200
6712140201
6712140202
6712140203
6712140204
7/30/2015
7/30/2015
7/30/2015
7/30/2015
7/30/2015
N/A
N/A
N/A
N/A
N/A
-
256.39

3.91 852 Money Market Fund
852 Money Market Fund
Money Market Fund
Bond Fund
Prepayment Fund -
Reserve Fund 853 Money Market Fund 0.00% 22,896.21
23,156.51$
CFD No. 2000-02 Rancho Cucamonga Corporate Park Union Bank Rancho Cucamonga 2015 CFD2000-2 AGY Special Tax Fund
6712140300
6712140301
Money Market Fund 7/30/2015
7/30/2015
N/A
N/A
$
$
-
856 Money Market Fund 2,356.34
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38.97 -Prepayment Fund
Reserve Fund 857 Money Market Fund 0.00% 210,242.58
212,637.89$
$CFD No. 2001-01 IA 1&2, Series A Union Bank
Union Bank
Union Bank
Union Bank
Rancho Cucamonga 2015 CFD2001-1 AGY
Special Tax Fund
6712140400
6712140401
6712140402
6712140403
6712140404
Money Market Fund
860 Money Market Fund
860 Money Market Fund
Money Market Fund
7/30/2015
7/30/2015
7/30/2015
7/30/2015
7/30/2015
N/A
N/A
N/A
N/A
N/A
-
3,453.96
139.26Bond Fund
Prepayment Fund -
Reserve Fund 861 Money Market Fund 0.00%

0.00%

0.00%
305,489.07
309,082.29$
$CFD No. 2001-01 IA3, Series B
CFD No. 2006-01 Vintner's Grove
CFD No. 2006-02 Amador on Rt. 66
Rancho Cucamonga 2015 CFD2001-1 AGY
Special Tax Fund
6712140500
6712140501
6712140502
6712140503
6712140504
Money Market Fund
862 Money Market Fund
862 Money Market Fund
Money Market Fund
7/30/2015
7/30/2015
7/30/2015
7/30/2015
7/30/2015
N/A
N/A
N/A
N/A
N/A
-
335.40

13.48Bond Fund
Prepayment Fund -
Reserve Fund 863 Money Market Fund 29,659.65
30,008.53$
$Rancho Cucamonga 2015 CFD2006-1 AGY
Special Tax Fund
6712140600
6712140601
6712140602
6712140603
6712140604
Money Market Fund
869 Money Market Fund
869 Money Market Fund
Money Market Fund
7/30/2015
7/30/2015
7/30/2015
7/30/2015
7/30/2015
N/A
N/A
N/A
N/A
N/A
-
1,491.52

95.03Bond Fund
Prepayment Fund -
Reserve Fund 870 Money Market Fund 130,154.35
131,740.90$
$Rancho Cucamonga 2015 CFD2006-2 AGY
Special Tax Fund
6712140700
6712140701
6712140702
6712140703
6712140704
Money Market Fund
871 Money Market Fund
871 Money Market Fund
Money Market Fund
7/30/2015
7/30/2015
7/30/2015
7/30/2015
7/30/2015
N/A
N/A
N/A
N/A
N/A
-
899.02

56.44Bond Fund
Prepayment Fund -
Reserve Fund 872 Money Market Fund 78,784.71
79,740.17$
4,256,870.44
TOTAL CASH AND INVESTMENTS WITH FISCAL AGENTS $ 4,256,870.44 * Note: These investments are money market accounts which have no stated maturity date as they may be liquidated upon demand.

I:\FINANCE\SALINA\Fiscal Agent Stmts\_Fiscal Agent Statements Workbook Template.xlsx Summary Report Page 2

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DATE:April 19, 2023
TO:President and Members of the Board of Directors
FROM:John R. Gillison, City Manager
INITIATED BY: Mike McCliman, Fire Chief
Ty Harris, Deputy Fire Chief
Darci Vogel, Fire Business Manager
Ruth Cain, Procurement Manager
SUBJECT: Consideration of the Purchase of the First-In Alerting System for Fire Station 178 from Westnet, Inc. as a Single Source Vendor in the Amount of $165,580. (FIRE)
RECOMMENDATION:

Staff recommends that the Fire Board authorize the single source purchase of the First-In Alerting System for Fire Station 178 from Westnet, Inc. in the amount of $165,580 (including a 10% contingency).

BACKGROUND:

Fire Station Alerting Systems (FSAS) are a critical component of any public dispatch system. The alerting equipment is installed in each fire station and allows for dispatch centers to quickly alert fire station personnel of a call for service and announce critical dispatch information. FSAS’s assist fire departments in meeting National Fire Protection Association (NFPA) standards by monitoring alerting functions, lowering on-scene response times, improving firefighter health and safety, and providing critical information to responding crews.

In 2017, the Fire District awarded a contract to Westnet, Inc. for the purchase of the First-In Alerting System for installation at each of the Fire District’s seven fire stations. This purchase was made in coordination with CONFIRE, the Fire District’s emergency dispatch provider, as well as all CONFIRE dispatched agencies throughout San Bernardino County.

ANALYSIS:

Fire Station 178 is currently under construction and will require the installation of the same fire station alerting system installed at the Fire District’s other fire stations. Staff recommends utilizing a single source purchase with Westnet, Inc. for the First-In Alerting System. Westnet, Inc. has provided a proposal for the alerting system which includes all of the required equipment, as well as installation and technical support. Installation of the alerting system will take place in coordination with the District’s contractor for Fire Station 178.

FISCAL IMPACT:

The total purchase price of the First-In Alerting System is $150,531, plus an approximate 10% contingency of $15,049, for a total $165,580. There are sufficient funds within the Fire Protection Capital Fund for this purchase.

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6 7
COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

This item brings together portions of the Council’s vision and core value by providing a sustainable City and promoting a safe and healthy community for all. This is accomplished by ensuring our first responders have the resources and tools necessary to respond effectively during emergency situations.

ATTACHMENTS:
n/a

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DATE:April 19, 2023
TO:Mayor and Members of the City Council
FROM:John R. Gillison, City Manager
INITIATED BY: Matt Marquez, Director of Planning and Economic Development Flavio Nuñez, Management Analyst II
SUBJECT: Consideration of a Professional Services Agreement with MDG Associates, Inc. for Administration, and Monitoring Services for the Community Development Block Grant Program (CDBG) in the Amount of $183,000.00. (CITY)
RECOMMENDATION:

Staff recommends that the City Council:

1. Authorize approval of a Professional Services Agreement between the City and MDG Associates, Inc. for Administration and Monitoring services for the use of Community Development Block Grant (CDBG) Program funds.

2. Appropriate $183,000.00 to fund 1204000-4750/2050-0 (CDBG Fund-Grant) BACKGROUND:

The City of Rancho Cucamonga is an entitlement jurisdiction and receives an annual allocation from the U. S. Department of Housing and Urban Development (HUD) for Community Development Block Grant (CDBG) funds. These federal funds generally must be used to benefit low- and moderate-income persons, aid in the prevention or elimination of slums or blight, and/or meet an urgent need. The purpose of the grant administration and monitoring services is to provide staff support to ensure the City maintains compliance with federal statutes, regulations, and continues its eligibility for the renewal of program funding.

ANALYSIS:

The City issued a Request for Proposals (RFP) for grant management services to assist with the administration and monitoring of the City’s CDBG Program. To provide an opportunity for local vendors to submit bids, a Notice Inviting Bids was posted on PlanetBids. The City received three proposals which were then reviewed, scored and ranked by a Review Panel made up of three staff from the Planning and Economic Development Department. MDG Associates, Inc. received the highest score and is recommended by staff to meet the needs of the CDBG Program.

In addition to providing administrative and technical assistance to local agencies, MDG Associates, Inc. provides trainings across the country directly on behalf of HUD and the Department of Labor (DOL) on maintaining financial and programmatic records and preparation for submission of compliance reports including the Consolidated Plan, Annual Action Plan, Consolidated Annual Performance and Evaluation Report, Section 3 compliance, minority- and

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1 7
7 5
women -owned businesses reporting, and other reports. The Professional Services Agreement is for one (1) year contract with an option to renew in one (1) year increments to a total of three (3) years unless sooner terminated.

FISCAL IMPACT:

There will be no impact to the General Fund because of the contract award. As an entitlement grantee, the City is eligible to receive CDBG funds annually from HUD. As such, CDBG regulations allow for 20% of its allocated grant funds to be used for program administration costs.

COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

ENHANCING PREMIER COMMUNITY STATUS: The award of contact for administrative and monitoring support services will ensure the City maintains its eligibility as an entitlement City of CDBG grant funds to provide residents with a wide array of public services and decent affordable housing with suitable living conditions.

ATTACHMENTS:

Attachment 1 – Agreement for Professional Services

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Attachment 1

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DATE:April 19, 2023
TO:Mayor and Members of the City Council
FROM:John R. Gillison, City Manager
INITIATED BY: Jason C. Welday, Director of Engineering Services/City Engineer Frank A. Lopez, Principal Civil Engineer/Assistant City Engineer Romeo M. David, Associate Engineer
SUBJECT: Consideration of a Contract with Gentry Brother’s, Inc., in the Amount of $1,069,056 Plus a 10% Contingency in the amount of $106,905, for the Hermosa Avenue Street Widening and Hermosa Avenue Pavement Rehabilitation Project and Authorization of an Appropriation in an amount of $430,000 from the Infrastructure Fund (Fund 198). This Project is exempt from the requirements of the California Environmental Quality Act (CEQA) per Government Code Section 15301 – Existing Facilities. (CITY) RECOMMENDATION:

Staff recommends that the City Council:

1. Approve the plans and specifications for the Hermosa Avenue Street Widening and Pavement Rehabilitation (Project);

2. Accept the bids received for the Project;

3. Award and authorize the execution of a contract in the amount of $1,069,056, to the lowest responsive bidder, Gentry Brother’s Inc., for the total bid amount;

4. Authorize the City Engineer or his designee to expend up to 10% contingency in the amount of $106,905; and

5. Authorize an appropriation in the amount of $430,000 from the Infrastructure Fund (Fund 198) for the ARTE Street Widening Improvements.

BACKGROUND:

Hermosa Avenue between Foothill Boulevard and Church Street is generally constructed to its ultimate roadway width except a small portion immediately north of the ARTE Apartments (ARTE) where the roadway width narrows along the east side of the road. The City recently entered into an agreement with ARTE (located on the northeast corner of Foothill Boulevard and Hermosa Avenue) to widen the east side of Hermosa Avenue between their north property line and Norwick Street to increase the supply of on-street parking available to residents and guests of ARTE and address concerns from the adjacent neighborhoods. In accordance with this agreement, the City received a one-time payment of $400,000 from ARTE as a fair share contribution toward construction of the widening improvements.

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6 2
ANALYSIS:

In addition to the widening described above, the scope of work for the Project includes construction of bulb out curbs and reconfiguration of parking along the east side of Hermosa Avenue Foothill Boulevard to Norwick Street, tree removal, construction of new sidewalk and curb and gutter, green bike lane improvements, and upgrades to all existing ramps to comply with the new accessibility regulations. As well, the project includes resurfacing of Hermosa Avenue from Foothill Boulevard to Church Street which includes weed kill, routing and crack sealing, asphalt cold milling, asphalt rubber hot mix overlay, adjusting existing manholes and valves to new grade, restriping and installation of new raise pavement markers. The contract documents call for sixty (60) working days to complete this construction.

The City of Rancho Cucamonga uses asphalt rubber hot mix overlay as a paving method to apply a new layer of asphalt to deteriorating roadway surfaces. Instead of demolishing the old asphalt surface completely, the asphalt overlay project will use the existing layers as a base for the new asphalt pavement. An asphalt overlay project extends the life of the pavement an additional 15 to 20 years. Engineering staff used its Pavement Management System (PMS) to determine the Hermosa Avenue to be resurfaced. The PMS is a planning tool that analyzes existing pavement conditions and identifies good, fair, poor conditions. A vicinity map illustrating the project site location included in this Project is included as Attachment 1.

The Notice Inviting Bids was released to the general contracting community and was published in the Daily Bulletin on March 7, and 14, 2023. The City Clerk’s Office facilitated the formal solicitation for bidding the Project. On March 28, 2023, the City Clerk’s office received five (5) construction bids. The Engineer’s estimate for the Project was $1,080,000. The apparent low bidder Gentry Brother’s Inc. submitted a bid in the amount of $1,069,056. A full bid summary is included as Attachment 2.

Engineering staff has reviewed all bids received and found all to be complete and in accordance with the bid requirements with any irregularities to be inconsequential. Staff has completed the required background investigation and finds the lowest responsive bidder Gentry Brother’s Inc. meets the requirements of the bid documents.

In order to ensure the materials and final work product meet or exceed the City’s plans and specifications, and that the requirements of State law are met in relation to preservation of survey monuments, materials testing, inspection, and survey services will be provided by outside consultants per separate on-call agreements.

ENVIRONMENTAL:

Staff has determined that the Project is Categorically Exempt from CEQA per Government Code Section 15301 “Existing Facilities” subsection (c), Class 1.

FISCAL IMPACT:

Anticipated construction costs are estimated as shown in the table below.

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6 2
Expenditure Category Amount
Construction Contract $1,069,056
Construction Contract Contingency (10%) $106,905
Construction Inspection Services $67,720
Construction Materials Services $23,920
Construction Survey Services $41,465
Bid Noticing Advertisement $1,691
Estimated Project Construction Costs $1,310,757
A total of $883,350 has been budgeted in Fiscal Year 2022/23 from both the State Gas Tax Fund (Fund 174) and Infrastructure Fund (Fund 198). Staff received the fair share payment of $400,000 from the Providence II ARTE Apartments, LLC per the agreement between the City of Rancho Cucamonga and Providence II ARTE Apartments, LLC under contract 2023-001 which was deposited into the Infrastructure fund (Fund 198), to cover the partial widening portion of the Project. The total overall cost of the project is estimated to be a total of $1,310,757. Funding currently appropriated for the Project is identified under Account Nos. and in the amounts listed below:

Account No. Funding Source Description Amount
11743035650/2075174-0 Gas Tax Fund (174) Hermosa Avenue Rehab
$562,500
11983035650/1976198-0 Infrastructure Fund
(198)
Hermosa Avenue
Widening
$320,850
Total Project Funding $883,350
An appropriation of $430,000 from the Infrastructure Fund (Fund 198) to Project Account No.11983035650/1976198-0 (which includes the $400,000 contribution from ARTE) will be necessary to cover the anticipated costs for Project.

Account No. Funding Source Description Amount
11983035650/1976198-0 Infrastructure Fund
(Fund198)
Hermosa Avenue
Widening
$430,000
COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

This project meets our City Council core values by promoting and enhancing a safe and healthy community for all, and by providing continuous improvement through the construction of high- quality public improvements.

ATTACHMENTS:

Attachment 1 - Vicinity Map
Attachment 2 - Bid Summary

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ATTACHMENT 1
PROJECT# 800-2023-01
" HERMOSA AVENUE STREET WIDENING AND PAVEMENT REHABILITATION PROJECT” From Foothill Boulevard to Church Street

NOT TO SCALE

Project Site
Project Site

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ATTACHMENT 2
BID SUMMARY - BID DATE: MARCH 28, 2023 APPARENT LOW BIDDER 2 3 4 5

HERMOSA AVENUE STREET WIDENING AND PAVEMENT REHABILITATION PROJECT

SCHEDULE A BID (PAVEMENT REHAB FROM FOOTHILL BLVD TO CHURCH STREET) ENGINEER'S ESTIMATE Gentry Brothers Inc. Hardy & Harper, Inc. Hillcrest Contracting All American Asphalt CONTRACTOR 5

UNIT BID UNIT BID UNIT BID UNIT
COST
$97,000.00
BID
AMOUNT
$97,000.00
UNIT
COST
$100,000.00
BID
AMOUNT
$100,000.00
UNIT
COST
$72,750.00
BID
AMOUNT
$72,750.00

NO QTY UNIT DESCRIPTION COST
25,000.00

AMOUNT COST AMOUNT
$30,000.00
COST
$60,850.00
AMOUNT
$60,850.001 1
1 1

LS MOBILIZATION

CLEARING AND GRUBBING (INCLUDING ALL REMOVAL AND DISPOSAL OF $
$
$
$
$
$
25,000.00 $30,000.00
45,000.00 $30,000.00
25,000.00 $81,235.00
2 3
LS 45,000.00
25,000.00
$30,000.00
$81,235.00
$20,000.00 $20,000.00 $34,000.00
$65,000.00
$34,000.00
$65,000.00
$25,000.00 $25,000.00 $37,000.00 $37,000.00SIDEWALKS, CURB AND GUTTER, ASPHALT PAVEMENT, ETC.) LS TRAFFIC CONTROL $100,000.00 $100,000.00 $140,000.00 $140,000.00 $123,000.00 $123,000.00

CONSTRUCT PCC ACCESS RAMP INCLUDING TRUNCATED DETECTABLE WARNING SURFACE, ASPHALT SLOT PATCH, GUTTER, SIDEWALKS, RETAINING CURB,4 9 EA $ 9,000.00 $ 81,000.00 $6,500.00 $58,500.00 $15,000.00 $135,000.00 $7,700.00 $69,300.00 $14,000.00 $126,000.00 $9,000.00 $81,000.00SPANDREL, ETC. COMPLETE IN PLACE PER PLANS AND RAMP DETAILS (EXCLUDING PEDESTRIAN PUSH BUTTON)

MODIFY EXISTING RAMP AT SE CORNER OF HERMOSA AVENUE AND NORWICK 5 1 LS STREET. SAWCUT EXISTING SPANDREL AND CONSTRUCT CURB INCLUDING $ $
3,000.00
4,500.00
$
$
3,000.00 $8,000.00
$5,500.00
$8,000.00 $10,000.00
$5,500.00
$10,000.00
$27,500.00
$1,280.00
$4,900.00
$1,280.00 $12,000.00
$5,800.00
$12,000.00
$29,000.00
$19,000.00
$5,500.00
$19,000.00
$27,500.00

COBBLE ROCKS PER PLAN

INSTALL NEW PEDESTRIAN PEDESTAL POLE, PUSH BUTTON, CONDUIT AND EA WIRING PER CALTRANS STANDARD PLAN ES-5C AND ES-7A, INCLUDING

REMOVING AND CAPPING OF EXISTING PUSH BUTTON, COMPLETE IN PLACE

EA INSTALL GLUE DOWN TRUNCATED DOMES ON EXISTING PCC ACCESS RAMP SY 0"-2" COLD MILL PER PLAN
6 5 22,500.00 $27,500.00 $24,500.00
7 8
2 $
$
1,000.00

4.50 $
$
2,000.00
25,650.00
$500.00
$3.50
$1,000.00
$19,950.00
$1,200.00
$4.00
$2,400.00
$22,800.00
$940.00
$5.90
$1,880.00
$33,630.00
$1,400.00
$3.00
$2,800.00
$17,100.00
$1,500.00
$4.00
$3,000.00
$22,800.005,700

CORRECTED
9 10
11 1,850
12 25
TN INSTALL 2" THICK ASPHALT RUBBER HOT MIX OVERLAY (ARHM)

EA ADJUST EXISTING MANHOLES TO FINISH GRADE
$
$
$
110.00
1,000.00
500.00
$
$
$
203,500.00
12,000.00
12,500.00
$122.00
$600.00
$125.00
$225,700.00
$7,200.00
$3,125.00
$130.00
$1,200.00
$300.00
$240,500.00
$14,400.00
$7,500.00
$152.00
$630.00
$470.00
$281,200.00
$7,560.00
$11,750.00
$124.00
$990.00
$100.00
$229,400.00
$11,880.00
$2,500.00
$137.00
$1,000.00
$200.00
$253,450.00
$12,000.00
$5,000.00EA ADJUST EXISTING WATER VALVE CAN AND LID TO FINISH GRADE TRAFFIC THERMOPLASTIC STRIPING, SIGNING AND MARKERS PER PLAN12 1 LS $ 35,000.00 $ 35,000.00 $84,000.00 $84,000.00 $50,000.00 $50,000.00 $58,000.00 $58,000.00 $60,000.00 $60,000.00 $72,000.00 $72,000.00COMPLETE IN PLACE 13 4,450
14 SF INSTALL THERMOPLASTIC SKIP GREEN BIKE TREATMENT STRIPING PER DETAILS

EA INSTALL CONSTRUCTION NOTIFICATION SIGN
$
$

12.00 1,000.00
$
$
53,400.00
2,000.00
$5.50
$900.00
$24,475.00
$1,800.00
$9.00
$2,000.00
$40,050.00
$4,000.00
$10.10
$3,500.00
$44,945.00
$7,000.00
$9.00
$2,800.00
$40,050.00
$5,600.00
$10.00
$2,000.00
$44,500.00
$4,000.002
TOTAL SCHEDULE A BID AMOUNT: $547,550.00 $602,485.00 $735,000.00 $737,045.00 $801,330.00 $777,000.00

SCHEDULE B BID (STREET WIDENING FROM FOOTHILL BLVD TO NORWICK STREET) UNIT BID UNIT BID UNIT BID UNIT BID UNIT BID UNIT BID

NO QTY UNIT DESCRIPTION

CLEARING AND GRUBBING (INCLUDING ALL SAWCUT, REMOVAL AND

COST AMOUNT COST AMOUNT COST AMOUNT COST AMOUNT COST AMOUNT COST AMOUNT 1 2
1 LS DISPOSAL OF SIDEWALKS, CURB AND GUTTER, ASPHALT PAVEMENT, COBBLE WALL, DIRT, ETC.)

LS GENERAL GRADING AND HAUL OFF EXCESS SOIL
$
$
95,000.00
75,000.00
$95,000.00 $159,686.00 $159,686.00 $50,000.00 $50,000.00 $104,000.00 $104,000.00 $141,000.00 $141,000.00 $111,000.00 $55,000.00 $172,371.00
$111,000.00
$172,371.001 $75,000.00 $20,000.00 $20,000.00 $112,535.00 $112,535.00 $137,000.00

CORRECTED
$137,000.00 $55,000.00
GRIND AND PULVERIZE FULL DEPTH A.C. PAVEMENT AND BACKFILL WITH SF SOIL (AS NEEDED) AND PULVERIZED ASPHALT TO 4" BELOW TOP OF

PROPOSED CURB
3 2,800 $
$

12.00 $33,600.00 $1.00 $2,800.00 $2.00 $5,600.00 $2.20 $6,160.00 $6.00 $16,800.00 $9.00 $25,200.00 CORE THROUGH CURB AND INSTALL NEW 3" PVC CURB DRAIN AND CONNECT TO EXISTING4
5 1
1 EA 500.00 $500.00 $600.00 $600.00 $1,200.00 $1,200.00 $700.00 $700.00 $1,600.00 $1,600.00 $3,000.00 $3,000.00 LS REMOVE EXISTING LANDSCAPING AND IRRIGATION AND RESTORE IN KIND $ 5,000.00 $5,000.00 $10,000.00 $10,000.00 $10,000.00 $10,000.00 $10,700.00 $10,700.00 $24,000.00 $24,000.00 $25,000.00 $25,000.00 6 7
8 9
10 11
1 3
2 1
650
720

EA RELOCATE EXISTING FIRE HYDRANT ASSEMBLY

EA ADJUST EXISTING MANHOLES TO FINISH GRADE

EA ADJUST EXISTING MAILBOX TO FINISHED SURFACE

EA ADJUST EXISTING WATER METER AND BOX TO FINISH GRADE
TN INSTALL ASPHALT CONCRETE B-PG 6410
$
$
$
$
$
$
15,000.00
1,000.00
500.00
750.00
110.00

35.00 $15,000.00
$3,000.00
$1,000.00
$750.00
$71,500.00
$25,200.00
$5,000.00
$600.00
$400.00
$250.00
$99.00
$5,000.00
$1,800.00
$800.00
$250.00
$64,350.00
$12,960.00
$18,000.00
$1,200.00
$1,000.00
$2,000.00
$115.00
$18,000.00
$3,600.00
$2,000.00
$2,000.00
$74,750.00
$25,200.00
$22,400.00
$1,320.00
$860.00
$11,000.00
$127.00
$22,400.00
$3,960.00
$1,720.00
$11,000.00
$82,550.00
$36,720.00
$20,000.00
$1,700.00
$1,500.00
$2,200.00
$109.00
$20,000.00
$5,100.00
$3,000.00
$2,200.00
$70,850.00
$25,920.00
$27,000.00
$1,000.00
$2,000.00
$1,000.00
$127.00
$27,000.00
$3,000.00
$4,000.00
$1,000.00
$82,550.00
$34,560.00TN INSTALL CLASS II BASE $18.00 $35.00 $51.00 $36.00 $48.00 12 771 LF CONSTRUCT 8" CURB AND GUTTER (W=2') PER SITY STD. PLAN 104, A2-8 $ 70.00 $53,970.00 $50.00 $38,550.00 $75.00 $57,825.00 $52.00 $40,092.00 $67.00 $51,657.00 $55.00 $42,405.00 13 14
15 16
17 18
411
356
48 LF CONSTRUCT 6" CURB AND GUTTER (W=1') PER SITY STD. PLAN 104, A2-6 $ $
$
$
$

60.00 54.00
$24,660.00
$19,224.00
$912.00
$45.00
$45.00
$18,495.00
$16,020.00
$960.00
$90.00
$35.00
$36,990.00
$12,460.00
$2,160.00
$9,500.00
$12,000.00
$62.00
$190.00
$46.00
$25,482.00
$67,640.00
$2,208.00
$7,920.00
$11,400.00
$66.00
$60.00
$27,126.00
$21,360.00
$1,920.00
$7,480.00
$12,000.00
$54.00
$44.00
$22,194.00
$15,664.00
$1,056.00
$6,000.00
$18,000.00
LF CONSTRUCT 6" CURB ONLY PER SITY STD. PLAN 104, A1-6
CONSTRUCT MODIFIED DRIVE APPROACH PER CITY STD. PLAN 101, WING ONLYSF 19.00 $20.00 $45.00 $40.00 $22.00
20 LF CONSTRUCT CONCRETE SLOUGH WALL PER SPPWC PLAN 622-4 CONSTRUCT CURB RAMP PER PLAN AND SPPWC PLAN 111-5, CASE D, 400.00
7,500.00
$8,000.00
$15,000.00
$45.00 $900.00 $475.00
$6,000.00
$396.00
$5,700.00
$374.00
$6,000.00
$300.00
$9,000.002 EA $5,000.00 $10,000.00TYPE 1
300 SF CONSTRUCT CROSS GUTTER PER CITY CTD. PLAN 106-A
SF CONSTRUCT 4" THICK SIDEWALK PER CITY STD. PLAN 103
CONSTRUCT P.C.C. RETAINING CURB PER DETAIL ON PLAN on Sheet 1 Note $
$

12.00 10.00
$3,600.00
$13,950.00
$17.00
$8.50
$5,100.00
$11,857.50
$35.00
$14.00
$10,500.00
$19,530.00
$41.00
$8.00
$12,300.00
$11,160.00
$45.00
$14.00
$13,500.00
$19,530.00
$24.00
$10.00
$7,200.00
$13,950.0019 1,395
20 64
21 4,325
LF $
$
100.00 $6,400.00 $45.00 $2,880.00 $75.00 $4,800.00 $226.00 $14,464.00 $117.00 $7,488.00 $300.00 $19,200.0038 SF CONSTRUCT 4" THICK P.C.C. CONCRETE 10.00
$100.00
$43,250.00
$200.00
$8.50
$400.00
$36,762.50
$800.00
$14.00
$2,500.00
$60,550.00
$5,000.00
$6.50
$380.00
$28,112.50
$760.00
$14.00
$757.00
$60,550.00
$1,514.00
$10.00
$3,000.00
$43,250.00
$6,000.0022 2 EA CONSTRUCT 2' GUTTER TRANSITIONS TO SHEDDING GUTTER CONSTRUCT CURB RAMP PER PLAN AND SPPWC PLAN 111-5, CASE A, TYPE 523 1 EA $
$
7,500.00
125.00
$7,500.00
$10,250.00
$532,466.00
$5,000.00
$500.00
$5,000.00
$41,000.00
$466,571.00
$6,000.00
$400.00
$6,000.00
$32,800.00
$575,000.00
$5,900.00
$297.00
$5,900.00
$24,354.00
$668,702.50
$5,000.00
$700.00
$5,000.00
$57,400.00
$651,995.00
$9,000.00
$700.00
$9,000.00
$57,400.00
$750,000.00
INSTALL X'(L)x2.5'(W)X1/4"(T) GALVANIZED STEEL CHECKERED PLATE LF POWDER COATED GRAY AND BOLT FLUSH INTO CURB (X'=LENGTH PER PLAN)
24 82
TOTAL SCHEDULE B BID AMOUNT:

TOTAL SCHEDULE A BID+ TOTAL SCHEDULE B BID BID AMOUNT: $1,080,016.00 $1,069,056.00 $1,310,000.00 $1,405,747.50 $1,453,325.00 $1,527,000.00

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DATE:April 19, 2023
TO:Mayor and Members of the City Council
FROM:John R. Gillison, City Manager
INITIATED BY: Julie A. Sowles, Deputy City Manager of Civic and Cultural Services Linda A. Troyan, MMC, City Clerk Services Director
Patricia Bravo-Valdez, MMC, Deputy Director of City Clerk Services Kimberly Solorio, CMC, Records Management Analyst
SUBJECT: Consideration of Amendment No. 2 to the Professional Services Agreement (Contract CO 2021-033) with Crisp Imaging for Records Backfile Conversion, Scanning, and Quality Control Services and Increase to the Contract Amount Not to Exceed $275,000. (CITY) RECOMMENDATION:

It is recommended that the City Council approve Amendment No. 2 to the Professional Services Agreement (Contract CO 2021-033) with Crisp Imaging for records backfile conversion, scanning, and quality control services, with an option to renew in one (1) year increments up to five (5) additional years and increase the contract amount from $99,000 to an amount not to exceed $275,000, and authorize the City Manager or their designee to execute contract amendments.

BACKGROUND:

In 2021, after a Request for Proposal process, the City entered into a one-year Professional Services Agreement, CO 2021-033, with DataArc (now Crisp Imaging) for records backfile conversion, scanning, and quality control services for a total contract amount not to exceed $99,000. In 2022, the City amended the contract to continue services with DataArc (now Crisp Imaging) for an additional one-year period. The original contract is on file in the City Clerk Services Department. The City’s contract with Crisp Imaging has been effective for two years, and staff would like to continue services with an option to renew in one (1) year increments up to a maximum of seven years.

Historically, the City has budgeted for various digitization projects to reduce physical storage needs and create an easy-to-use, fully searchable digital archive of city records.

ANALYSIS:

Crisp Imaging provides comprehensive services, including pickup and drop off of documents and microfiche, document preparation, quality scanning, quality control, data entry/indexing, on- demand electronic images, and secure data transfer. Crisp Imaging continues to meet the service needs of the City.

Amending the contract for another year of services with Crisp Imaging will allow the City to continue digitizing records for easy accessibility, preservation, and records retention compliance.

The primary use of this service will be to continue to digitize permanent records from our

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1 7
7 3
community development departments, including Building and Safety, Planning, and Engineering, as well as the Fire District.

Staff requests that the City Council approve Amendment No. 2 to increase the contract amount not to exceed $275,000.

FISCAL IMPACT:

The contract increase will total an amount not exceeding $275,000 over the next five years.

If approved, the funds will be annually budgeted and allocated in account number 1016301- 5300 (Community Development Technical Services Fund - Contract Services).

COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

This item supports the City Council’s Core Values of intentionally embracing and anticipating the future and relentless pursuit of improvement as imaging records ensure savings in time and expenses, resulting in savings in records storage expenses, preparation for disasters, and efficient sharing and preservation of records.

ATTACHMENTS:

Attachment 1 - Amendment No. 2 to CO 2021-033

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Last Revised: 11/27/2018 Page 1 of 2
AMENDMENT NO. 2
to
Professional Services Agreement (CO #2021-033)
between
Crisp Imaging (hereinafter “Service Provider”)
and
City of Rancho Cucamonga (hereinafter the “City”)
This Amendment No. 2 will serve to amend the Professional Services Agreement (hereinafter “Agreement”), CO# 2021-033, to incorporate the following:

This amendment shall serve to amend the Service Provider name from Data Arc to Crisp Imaging.

2. Term of Agreement: The term of this Agreement shall automatically renew for an additional one (1) year and shall become effective as of the date of the mutual execution by way of both parties' signature (the "Effective Date") unless either party gives the other written notice of termination at least ten (10) days prior to the end of the relevant term.

3. Compensation:

3.1 Compensation. City shall compensate Service Provider as set forth in Exhibit A, provided, however, that full, total and complete amount payable to Service Provider shall not exceed $275,000.00 (Please see the attached Exhibit "A" for cost compensation), including all out of pocket expenses, unless additional compensation is approved by the City Manager or City Council. City shall not withhold any federal, state or other taxes, or other deductions. However, City shall withhold not more than ten percent (10%) of any invoice amount pending receipt of any deliverables reflected in such invoice. Under no circumstance shall Service Provider be entitled to compensation for services not yet satisfactorily performed.

All other Terms and Conditions of the original Agreement CO#2021-033, will remain in full effect.

IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Amendment by way of signature by both parties and on the date indicated below. The City will process both copies for signature and provide Crisp Imaging with one (1) fully executed copy of the Amendment.

Crisp Imaging
By:

Name Barry Malkin Date
Chief Operating Officer
Title
City of Rancho Cucamonga
By:

Name L. Dennis Michael Date
Mayor
Title
By:

Name Date
By:

Name Date
Attachment 1

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Last Revised: 11/27/2018 Page 2 of 2

Title Title
(two signatures required if corporation)

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Last Revised: 05/22/14

EXHIBIT A

SCOPE OF SERVICES

Vendor Initials

PSA without professional liability insurance (contractor) Page 14

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Crisp Imaging 2023-2024 Price List
Item Description UOM QTY Crisp Img
1 Records Backfile Conversion, Scanning and Quality Control Services EA 1 $0.00 2 Document Preparation EA 1 $0.02
3 Scanning in color, B&W, grayscale EA 1 $0.02
4a Scan Various Documents (sizes) up to 8.5" X 11" EA 1 $0.055 4b Scan Various Documents (sizes) 8.5" X 11" to 11" X 17" EA 1 $0.13 5 Scan Various Plans (sizes) over 11" X 17" EA 1 $0.56
6 Scan Various Microfilm: 16 mm EA 1 $0.05
7 Scan Various Microfilm: 35 mm Per
Card
1 $1.00
8 Multi-paging & Indexing: Charge for additional index fields EA 1 $0.02 9 Conversion of Images & Index to Laserfiche Volumes EA 1 $10.00 10 CD with scanned images EA 1 $5.00
11 DVD with scanned images EA 1 $10.00
12 USB with scanned images EA 1 $15.00
13a Place Permits & Plans in box in original order EA 1 $0.00 13b Reassembly of Permits & Plans to original order and folder EA 1 $0.03 13c Reassembly of Permits & Plans Replace Staples to original order and folder EA 1 $0.08 14 File sharing via Cloud Storage (30 day storage) - per volume EA 1 $5.00 15 Documents Destruction Box 1 $15.00
16 Pick-up, delivery and return of original documents (10 box/bag minimum) EA 1 Included 17 Overnight shipping and handling charges EA 1 $25.00
18 Quick turn-around expedite fee EA 1 $0.10
19 Additional Fees EA 1 $0.00
20 Additional Charges (please specify) Sum 1 $0.00
21 Additional Charges (please specify) Sum 1 $0.00

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DATE:April 19, 2023
TO:Mayor and Members of the City Council
FROM:John R. Gillison, City Manager
INITIATED BY: William Wittkopf, Public Works Services Director Richard Favela, Streets, Storm Drains and Fleet Superintendent Kenneth Fung, Associate Engineer
SUBJECT: Consideration to Accept the CDBG Concrete Rehabilitation Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY)
RECOMMENDATION:

Staff recommends the City Council:

1. Accept the CDBG Concrete Rehabilitation Project, Contract No. 2022-045, as complete.

2. Approve the final contract amount of $1,450,476.60.

3. Authorize the release of the Faithful Performance Bond.

4. Authorize the release of the Labor and Materials Bond in the amount of $1,378,207.60, six months after the recordation of said notice if no claims have been received.

5. Authorize the Public Works Services Director to file a Notice of Completion and release of the retention in the amount of $72,523.83, 35 days after acceptance.

BACKGROUND:

The CDBG Concrete Rehabilitation Project assisted in reducing the backlog of needed sidewalk repair/replacement projects. As trees mature, their roots damage nearby sidewalks, curb and gutters, and driveway approaches. With the availability of Federal Department of Housing and Urban Development (HUD) Community Development Block Grant (CDBG) funds, the City was able to significantly reduce the number of residential sidewalks, curb and gutter, and driveway approaches that needed to be repaired/replaced.

Pertinent information of the project is as follows:

Budgeted Amount: $1,508,151.00
Publish Dates for Local Paper: February 1, 2022 and February 7, 2022 Bid Opening: March 1, 2022
Contract Award Date: March 16, 2022
Low Bidder: Gentry Brothers, Inc.

Contract Amount: $1,378,207.60
Contingency: $129,943.40
Final Contract Amount: $1,450,476.60
Difference in Contract Amount: $72,269.00 (5.2 %)

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6 3
ANALYSIS:

The subject project has been completed in accordance with the approved plans and specifications and to the satisfaction of the Public Works Services Director. The net increase in the total cost of the project is the result of actual field conditions. Tree roots caused more extensive damage to 23 handicapped access ramps than originally thought. This resulted in Contract Change Order No 1. The remaining cost increase was the result of additional sidewalk, curb and gutter, and drive approach work that was determined in the field to be necessary.

FISCAL IMPACT:

There was no negative impact to the General Fund as a result of this project. Funds for this project were appropriated from the City’s Community Development Block Grant (CDBG) allocation. An appropriation, in the amount of $1,508,151.00, was requested from CDBG fund balance to 1204314-5650/2105204-0.

COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

By removing and replacing damaged sidewalks, curbs and gutters, and drive approaches, the CDBG Concrete Rehabilitation Project provided continuous improvement and a nurturing and high quality of life for all.

ATTACHMENTS:

Attachment 1 – Notice of Completion

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DATE:April 19, 2023
TO:Mayor and Members of the City Council
FROM:John R. Gillison, City Manager
INITIATED BY: William Wittkopf, Public Works Services Director Richard Favela, Streets, Storm Drains and Fleet Superintendent Kenneth Fung, Associate Engineer
SUBJECT: Consideration to Accept the Traffic Signal Battery Backup Systems Replacement FY 21-22 Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) RECOMMENDATION:

Staff recommends the City Council:

1. Accept the Traffic Signal Battery Backup System Replacement FY 21-22 Project, Contract No. 2022-012, as complete.

2. Approve the final contract amount of $271,008.00

3. Authorize the release of the Faithful Performance Bond and acceptance of Maintenance Bond.

4. Authorize the release of the Labor and Materials Bond in the amount of $248,424.00, six months after the recordation of said notice if no claims have been received.

5. Authorize the Public Works Services Director to file a Notice of Completion and release of the retention in the amount of $13,550.40 35 days after acceptance.

BACKGROUND:

The purpose of a traffic signal battery backup system is to provide electrical power to a traffic signal so that it will operate in red flash mode during a power outage. The existing first-generation battery backup systems have been in service for twenty-five (25) years. These systems have exceeded their life expectancy and are no longer supported by the manufacturer (replacement parts are no longer available).

Pertinent information of the project is as follows:

Budgeted Amount: $277,500.00
Publish Dates for Local Paper: September 7, 2021 and September 14, 2021 Bid Opening: October 5, 2021
Contract Award Date: November 17, 2021
Low Bidder: Yunex LLC
Contract Amount: $248,424.00
Contingency: $29,076.00
Final Contract Amount: $271,008.00
Difference in Contract Amount: $22,584.00 (9.1 %)

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5 3
ANALYSIS:

The subject project has been completed in accordance with the approved plans and specifications and to the satisfaction of the Public Works Services Director. The net increase in the total cost of the project is a result of a Contract Change Order (CCO). Battery Backup Systems for the Etiwanda Avenue / Pacific Electric Trail intersection traffic signal and for the Foothill Boulevard / Day Creek Boulevard intersection traffic signal were added to the scope of this project.

FISCAL IMPACT:

Adequate funds were included in the Fiscal Year 2020/21 adopted budget for this project in account numbers 1712001-5650/1980712-0 (Equipment/Vehicle Replacement) and account number 1174303-5650/1980714-0 (State Gas Tax)
COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

This project addresses the City Council core value of promoting and enhancing a safe and healthy community for all. Installing new battery backup systems ensures that, in the event of a power outage, the City’s traffic signals will be able to provide limited traffic control at signalized intersections until power is restored in the area.

ATTACHMENTS:

Attachment 1 – Notice of Completion

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DATE:April 19, 2023
TO:Mayor and Members of the City Council
FROM:John R. Gillison, City Manager
INITIATED BY: Jason C. Welday, Director of Engineering Services/City Engineer Baldwin Ngai, Associate Engineer
SUBJECT: Consideration to Accept as Complete, File a Notice of Completion, Authorize Release of Retention and Bonds for the Traffic Signal Modification at Base Line Road and Spruce Avenue Project, and Reappropriate Remaining Funds. (CITY)
RECOMMENDATION:

Staff recommends that the City Council:

1. Accept the Traffic Signal Modification at Base Line Road and Spruce Avenue Project, Contract No. 2022-016 (Project), as complete;

2. Approve the final contract amount of $329,070;

3. Authorize the release of the Faithful Performance Bond 35 days after recordation of Notice of Completion and accept a Maintenance Guarantee Bond;

4. Authorize the release of the Labor and Materials Bond in the amount of $345,556, six months after the recordation of said notice if no claims have been received;

5. Authorize the City Engineer to file a Notice of Completion and release of the project retention 35 days after recordation of Notice of Completion;

6. Authorize the City Engineer to approve the release of the Maintenance Bond one year following the filing of the Notice of Completion if the improvements remain free from defects in material and workmanship; and

7. Approve a reappropriation of $60,000 of the remaining project funds to Account No. 11743035650/2022174-0.

BACKGROUND:

On February 16, 2022, the City Council awarded a construction contract to Alfaro Communications Construction, Inc., in the amount of $345,556, plus a 10% contingency in the amount of $34,556 to address unforeseen construction related incidentals. A copy of the February 16, 2022, City Council Staff Report is on file with the City Clerk. A vicinity map is included as Attachment 1.

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1 7
6 5
The scope of work for the Project consisted of the installation of traffic signal poles, safety lighting, conduits, conductors, pull boxes, and all other traffic signal modifications necessary for the introduction of an additional approach that will serve as the entrance to Central Park adjacent to the Dog Park that is currently under construction. The work also included modification to the intersection such as curb, sidewalk, accessible curb ramps, raised median island, striping, and signage.

ANALYSIS:

The subject project has been completed in accordance with the approved plans and specifications and to the satisfaction of the City Engineer.

The net decrease in the total cost of the project is a result of four (4) Contract Change Orders, including the final balancing statement (which conforms the final contract quantities to the actual quantities placed or constructed during construction), as summarized below:

CCO Description Amount
1 Restoration of the median island and irrigation after saw cutting and construction of curb transition.
$6,890
2 Relocation of a proposed Type 1A pole foundation due to unforeseen conflicts with existing utilities discovered during construction.
$2,095
3 Furnishing and installation of a new Emergency Vehicle Preemption system.
$9,879
4 Furnishing and installation of and additional 300 LF of 3 conductor cables.
$1,200
5 Balancing Statement (Subtracted work to construct 2
access ramps and striping, that will be completed by others) ($36,550)
Total Change Orders (Net Decrease): ($16,486)
The completion of the Traffic Signal Modification at Base Line Road and Spruce Avenue Project provides infrastructure necessary for the introduction of a new intersection approach that will serve as an entrance to Central Park and the new Dog Park at Central Park. The upgraded intersection with new eastbound Flashing Yellow Arrow (FYA) protected-permissive left turn operation will enhance traffic flow once the Dog Park is open.

At the end of the one-year maintenance period, if the improvements remain free from defects in materials and workmanship, the City Clerk will release the Maintenance Bond upon approval by the City Engineer.

FISCAL IMPACT:

A total of $201,760 was budgeted in Fiscal Year 2021/22 from the Gas Tax Fund (Fund 174) and $215,760 was appropriated from the Gas Tax Fund (Fund 174) in Account No. 11743035650/2022174-0 for this project for a total budget of $417,520 The final project cost is $354,608 as shown below:

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1 7
6 5
A total of $62,912 remains in the budget for this project and a reappropriation of $60,000 to Account No. 11743035650/2022174-0 is needed to construct improvements subtracted from the original contract that are necessary for the traffic signal to become fully operational.

COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

The construction of Traffic Signal Modification at Base Line Road and Spruce Avenue Project addresses the City Council's goal of promoting and enhancing a safe and healthy community for all.

ATTACHMENTS:

Attachment 1 - Vicinity Map
Expenditure Amount
Final Construction Contract $329,070
Construction Inspection Services $25,538
Total Project Cost $354,608

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ATTACHMENT 1

Page 1 of 1 ends

TRAFFIC SIGNAL MODIFICATION AT BASE LINE ROAD

AND SPRUCE AVENUE PROJECT

VICINITY MAP

NOT TO SCALE

Legend:
= Project Location
Base Line Rd
Spruce Ave
Haven Ave

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DATE:April 19, 2023
TO:Mayor and Members of the City Council
President and Members of the Boards of Directors
FROM:John R. Gillison, City Manager
INITIATED BY: Julie A. Sowles, Deputy City Manager of Civic and Cultural Services Linda A. Troyan, MMC, City Clerk Services Director
Patricia Bravo-Valdez, MMC, Deputy Director of City Clerk Services Kimberly Solorio, CMC, Records Management Analyst
SUBJECT: Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2023-004) (RESOLUTION NO. 2023-037) (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 2022. 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. The City’s/Fire District updates the Records Retention Schedules every two years or sooner if needed. The City Clerk Services Department worked closely with the City’s records consultant, City Departments, and the City Attorney's Office to update the schedules.

This year’s proposed revisions to the schedules are reflective of new laws since 2022, best practices, and are identified on the attached Records Retention Schedules in colored and strike- out format. This year’s changes in law include updates to the Animal Services, Department of Innovation and Technology, Finance, Fire, and Planning Retention Schedules. Updates include changes to records descriptions, the incorporation of new legal retention requirements regarding environmental determinations to comply with the Golden Door court case decision, and the inclusion of a new document retention for records of efforts to contact a pet owner and/or microchip’s primary registrant.

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2 4
Also included in the Resolutions is authorization to allow minor updates which do not alter the retention period or delete records in the schedules, such as changes to descriptions, etc., to be made without Council action but with the consent of the City Clerk Services Director, City Attorney, and City Manager.

Staff recommends the City Council/Board of Directors of the Fire Protection District approve the revised Records Retention Schedules and Resolutions.

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 relentless pursuit of 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 2023-004 and Records Retention Schedules Attachment 2 — Resolution No. 2023-037 and Records Retention Schedules

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RESOLUTION NO. FD2023-XX - Page 1 of 3
RESOLUTION NO. FD202 3-XX
A

RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO

CUCAMONGA FIRE PROTECTION DISTRICT, ADOPTING REVISED

RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION OF

CERTAIN CITY RECORDS, AND RESCINDING PREVIOUS RECORDS

RETENTION SCHEDULES
W
HEREAS, the objective of a records management program and retention schedule is to control costs, increase space availability, streamline information and consistent record keeping systems, and improve productivity by providing records and information in a timely manner to individuals requiring them; and
W
HEREAS, 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
W
HEREAS, California 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;
W
HEREAS, 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; W
HEREAS, the City Attorney has reviewed and approves the Records Retention Schedule as evidenced by his signature on this Resolution, in accordance with the provisions of California Government Code Section 60201; and
W
HEREAS, the District previously adopted Resolution No . 2022-004 adopting records retention schedules.

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

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

Section 2. Resolution No . FD2022-004 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 destruction 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 ATTACHMENT 1

Page 134 ends

RESOLUTION NO. FD2023-XX - Page 2 of 3
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 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. Minor updates are hereby authorized to be made to the Records Retention Schedules, without any further action by the District’s Board of Directors , that do not alter the retention period or delete records specified in the schedule, with the consent of the City Clerk Services Director, City Attorney and City Manager. Minor updates are defined as improvement in Records Descriptions, changes in Office of Record / Inactive timeframes (but not the Total Retention Period), whether to Image a record, and the Justification.

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 135 ends

RESOLUTION NO. FD2023-XX - Page 3 of 3
PASSED, APPROVED AND ADOPTED t his 19th day of April 2023. _____________________________

L. D
ennis Michael, President
A
TTEST:
_
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 19th day of April 2023.

A
YES:

NOES:

ABSENT:

ABSTAINED:

E
xecuted this 20th day of April 2023, at Rancho Cucamonga, California.

J anice C. Reynolds, Clerk
A
PPROVED AS TO FORM:

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

Page 136 ends

HOW TO USE RETENTION SCHEDULES
©1995-2023 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 headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).”

EXHIBIT A

Page 137 ends

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 (legal requirements) the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media, Immutable Cloud Media, DVD-R, CD- R, or WORM cation, or microfilmed) which is stored in a safe & separate location, 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 138 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-002.1 Administrative Hearings 2 years 2 years Mag, Ppr GC §§34090
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: 3/2/2022

Page 139 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: 3/2/2022

Page 140 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
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: 3/2/2022

Page 141 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: 3/2/2022

Page 142 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: 3/2/2022

Page 143 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 144 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: 3/2/2022

Page 145 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: 3/2/2022

Page 146 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: 3/2/2022

Page 147 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.

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.

Page 148 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).

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.

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
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: 3/2/2022

Page 149 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).

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)
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
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: 3/2/2022

Page 150 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).

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
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 151 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).

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 152 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-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: 3/2/2022

Page 153 ends

Ver. 18.5 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 / DE542
(California Report of Independent
Contractors)
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: 3/2/2022

Page 154 ends

Ver. 18.5 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, and all
Special District Bonds
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: 3/2/2022

Page 155 ends

Ver. 18.5 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: 3/2/2022

Page 156 ends

Ver. 18.5 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: 3/2/2022

Page 157 ends

Ver. 18.5 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: 3/2/2022

Page 158 ends

Ver. 18.5 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
Finance /
Accounting
& Financial
Reporting
FIN-027 W-9s
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets IRS auditing standards;
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: 3/2/2022

Page 159 ends

Ver. 18.5 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).

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

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
Engineerin
g Services /
General
Engineerin
g
FIN-031.5
ENG-030
Assessment Districts, Street
Lighting and Landscape Districts
Formation and Boundaries /
Engineer’s Reports (Proposed
Annual Assessments for Districts)
P P Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
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: 3/2/2022

Page 160 ends

Ver. 18.5 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).

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)
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

PACKETS
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
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: 3/2/2022

Page 161 ends

Ver. 18.5 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 /
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
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: 3/2/2022

Page 162 ends

Ver 16.0 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: 3/2/2022

Page 163 ends

Ver 16.0 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 / Vector 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: 3/2/2022

Page 164 ends

Ver 16.0 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: 3/2/2022

Page 165 ends

Ver 16.0 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: 3/2/2022

Page 166 ends

Ver 16.0 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: 3/2/2022

Page 167 ends

Ver 16.0 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,
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)
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
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: 3/2/2022

Page 168 ends

Ver 16.0 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-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: 3/2/2022

Page 169 ends

Ver 16.0 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: 3/2/2022

Page 170 ends

Ver 16.0 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: 3/2/2022

Page 171 ends

Ver 16.0 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
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: 3/2/2022

Page 172 ends

Ver 16.0 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).

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
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 173 ends

RESOLUTION NO. 2023-XX - Page 1 of 3
RESOLUTION NO. 202 3-XX
A

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO

CUCAMONGA, CALIFORNIA, ADOPTING REVISED RECORDS

RETENTION SCHEDULES, AUTHORIZING DESTRUCTIO N OF
CERTAIN CITY RECORDS, AND RESCINDING RESOLUTION NO. 2022- 032
W
HEREAS, the obje ctive of a records management program and retention schedule is to control costs, increase space availability, streamline information and consistent recor d keeping systems, and improve productivity by providing records and information in a timely manner to individuals requiring them; 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 Attorney has re viewed and approves the Records Retention Schedule as evidenced by his signature on this Resolution, in accordance with the provisions of California Government Code Section 34090; and
W
HEREAS, the City Co uncil of the City of Rancho Cucamonga has previously adopted records retention schedules, the most recent in 2022.

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. Resolution No. 2022-032 is hereby rescinded.

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. Minor updates are hereby authorized to be made to the Records Retention Schedules , without any further action by the City Council, that do not alter the retention period or delete records specified in the schedule, with the consent of the City Clerk Services Director, City Attorney and City Manager. Minor updates are defined as improve ment in Records Descriptions, changes in Office of Record / Inactive timeframes (but not the Total Retention Period), whether to Image a record, and the Justification.

Section 5. The term “records” as used herein shall include records, documents, instructions, books, micr oforms, electronic files, magnetic tape, optical media, instruments, ATTACHMENT 2

Page 174 ends

RESOLUTION NO. 2023-XX - Page 2 of 3
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 6. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

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

Page 175 ends

RESOLUTION NO. 2023-XX - Page 3 of 3
PASSED, APPROVED, and A DOPTED this 19th day of April 2023. ____________________
_______________
L. D
ennis Michael, Mayor
ATTEST:
____________________
_____________
Janice C. Reynolds, City Clerk
S

TATE OF CALIFORNIA )
CO
UNTY OF SAN BERNARDINO ) ss
C

ITY 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 adop ted by the City Council of the City of Rancho Cucamonga, at a Regular Meeting of said Council held on the 19th day of April 2023.

A
YES:

NOES:

ABSENT:

ABSTAINED:

E
xecuted this 20th day of April 2023, at Rancho Cucamonga, California. ____________________
__________________
Janice C. Reynolds, City Clerk
APPROVED AS TO FORM:

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

Page 176 ends

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

AUTHORIZATION TO DESTROY RECORDS:

EXHIBIT A

Page 177 ends

Rancho Cucamonga City CouncilApril 19, 2023

Rancho Cucamonga City Council
April 19, 2023